How to Create the Perfect Prompt for an AI Voice Agent: A Comprehensive Guide

Effective prompts are essential for configuring a virtual voice agent, as they define the agent’s tasks and goals. A well-crafted prompt ensures the agent can respond accurately to customer needs, such as collecting leads or answering questions. Regular testing and optimization allow continuous improvement, helping the agent adapt to changing business needs and customer expectations.

Step 1: Define the Main Objective of the Prompt

The first step in creating a prompt for your AI Voice Agent is to define its main goal. It’s important to focus on one of the primary use cases that the CallPage AI Voice Agent supports:

Missed Calls – Collect key information when a consultant cannot answer the call.
Lead Qualification – Segment and forward valuable leads to the right consultant.
Answering Questions – Handle frequently asked questions (FAQs) based on pre-provided information.

Focusing on one of these objectives will help tailor the prompt to your business needs and customer expectations.

Step 2: Provide Comprehensive Background Information

To ensure that your AI Voice Agent responds accurately and effectively, you need to provide context about your company and the role the agent will play. This helps the agent better understand the environment it’s operating in.

Here’s what you should include:

Key details about your company and its mission – What your company does, what services it offers.
The role and capabilities of the AI Voice Agent – What tasks the agent will handle (e.g., collecting leads, answering customer questions).
Target audience – Who your customers are and what their needs are.
Your company’s unique value proposition – What sets your company apart from competitors?

Example:
"We specialize in automating sales processes and customer support. Our AI Voice Agent handles calls for the sales team, answers customer inquiries, and collects lead data."

Why It Matters:
Providing background context ensures that the AI agent operates effectively, delivers accurate responses, and enhances the customer experience.

Step 3: Script Structure

The structure of the prompt should be clear and organized to ensure a smooth conversation. Here’s a suggested script structure that breaks the conversation into logical stages:

Welcome Message
Start the conversation by greeting the customer and explaining the purpose of the call.
Example:
"Hello! Thank you for calling [Company Name]. How can I assist you today?"
Identity
Define who the agent is and how it introduces itself.
Example:
"I’m Alex, the virtual assistant for [Company Name]. I’m here to gather some key information from you."
Style Guardrails
Provide guidelines on the tone, length of responses, and communication style.
Example:
- Be polite and concise.
- Use natural, friendly language.
- Rephrase answers if the caller doesn’t understand.
FAQ (Frequently Asked Questions)
Include common questions and answers that the agent might use during the conversation.
Examples:
- “What are your business hours?”
- “What is your refund policy?”
- “How can I contact customer support?”
Qualification Questions
List the important questions the AI Voice Agent should ask to collect necessary information. Be sure to label each question so that the data can be saved for further processing.
Example:
- Label: Company_Name
  Question: “What is the name of your company?”
- Label: Phone_Number
  Question: “What is the best phone number to contact you?”
Closing
Conclude the conversation politely and inform the customer of the next steps.
Example:
"Thank you for your time! Our team will follow up with you shortly."

Step 3A: Prompt Template for ChatGPT – How to Build a Voice Prompt

If you want ChatGPT to create a complete prompt for the CallPage Voice Agent, use the ready-made template below. Just fill in the industry details and adjust the conversation specifics.

You are an expert in creating prompts for AI Voice Agents. Your task is to write a complete, professional prompt for the CallPage voice agent.

Industry: [e.g., e-commerce / real estate / education / drone service]
Language: English
Conversation style: friendly, factual, natural
The main goal of the conversation: collect data (name, phone number, topic of conversation) and transfer it to a consultant

Additional information:

The client calls outside of business hours
The agent should respond to interruptions from the caller (so-called barge-in)
The conversation may include technical data (e.g., dimensions, models, weights)
Numbers should be pronounced naturally in Polish (e.g., “trzysta dwadzieścia centymetrów,” not “three hundred twenty”)
The agent may refer to the FAQ articles and redirect the conversation depending on the topic

Please make sure the prompt contains:

business context
agent identity
style guidelines
conversation flow
sample questions
conversation closing

💡 Tip: Use sections and natural language. The agent should sound like a helpful consultant, not a robot.

Step 4: Tools for Creating and Optimizing Prompts

ChatGPT Prompt Builder (OpenAI)
A tool for quickly creating and testing prompts for language models.
Link: ChatGPT Prompt Builder
PromptPerfect
A platform designed to optimize prompts for precise and effective script development.
Link: PromptPerfect

To achieve the best script quality and context stability, it’s important to choose the right AI model:

✅ GPT-4 Turbo (ChatGPT Plus)
- Context memory up to 128k tokens, ideal for long prompts.
- Generates professional, coherent, and naturally sounding conversations.
- Handles Polish language and complex instructions very well.
❌ ChatGPT-3.5 – not recommended:
- Limited memory (only 4k tokens).
- Often loses context, repeats itself, and produces overly general responses.
- Has weaker recognition of language nuances and Polish style.

🔹 Recommendation: choose GPT-4 Turbo if you care about quality, clarity, and naturalness of the dialogue.

Tips for Creating Prompts for AI Voice Agent (English Version)

To get the best results from AI Voice Agent, an English-speaking voice assistant, here are key guidelines adapted to its use case:

Numeric Data Handling
- Always say digits clearly and separately when reading numbers such as phone numbers, order numbers, or amounts.
- Group digits in chunks of 2 or 3 with short pauses to improve clarity.
Example:
Phone number 500123456 → “five zero zero – one two three – four five six”
Pausing and Speaking Pace
- Slow down speech only when reading critical data such as phone numbers, addresses, or technical specifications.
- Use natural short pauses to separate digit groups or important pieces of information.
Language and Style
- Use simple, clear language. Avoid slang or idioms that may confuse users.
- Replace difficult words with easier synonyms if needed.
- Keep sentences short and responses concise.
- Prefer questions over long statements to engage users and clarify their needs.
Handling Monetary Values and Units
- Pronounce currency amounts clearly, including the currency name or symbol.
- For large numbers, say the full number (e.g., “two hundred fifty thousand dollars” rather than “two fifty K”).
- Use full names for units of measure (e.g., “kilowatt-hours,” “centimeters,” “volts”).
- Avoid abbreviations unless the user uses them first.
Respect User Interaction Flow
- Never interrupt the user. Wait until they finish before responding.
- Respond promptly and clearly to questions.
- If the input is unclear, ask polite, clarifying questions.
Technical Terms and Measurements
- Pronounce decimals naturally, e.g., “fifty-nine point five” (not “fifty-nine dot five”).
- Use standard English pronunciation for units.
- Always include units after numbers (e.g., “five point five centimeters,” “three kilowatts”).
- Avoid technical jargon unless the user uses it.
Brand Names and URLs
- Pronounce brand names clearly and naturally in English.
- Spell out domain names, e.g., “callpage dot com.”
- Do not abbreviate or modify brand or domain names.

Step 5: Testing and Optimizing the Prompt

Test the Script
Evaluate how your AI Voice Agent performs across different scenarios.
Gather Feedback
Review interactions and collect feedback from customers or team members to identify areas for improvement.
Refine the Script
Optimize responses, update FAQs, and improve the communication flow to make the agent more efficient.

With a well-structured prompt, your AI Voice Agent will be able to perform its tasks efficiently, ensuring that customer interactions are smooth and productive. Test, optimize, and continuously improve the script to adapt to your business’s evolving needs.