All Collections
HOA Messaging Features
HOA Notes Content Best Practices for Intelligent Auto-Reply
HOA Notes Content Best Practices for Intelligent Auto-Reply

How to produce HOA Notes content that's optimized for the Intelligent Auto-Reply AI Bot so that it produces the best tailored answers.

Updated over a week ago

HOA Messenger's AI Bot consumes all of the information from your HOA's Notes and provides immediate answers to resident questions based on the notes content provided. Here's how you can make sure that your HOA Notes content is optimized for AI support.

  • Prioritize Frequently Asked Questions (FAQs) - Determine which questions about your HOA are most commonly asked about and make sure you include information related to those FAQs.

  • Explain Synonyms for Common Terms - Include terminology that your Residents may use when asking questions. For example, Assessments, Dues, Fees may refer to the HOA Payment, so be sure to clarify topics using any terms that refer to the same topic. For example, HOA Dues may also be called Assessments or Fees. So including HOA Dues/Assessments/Fees in your notes vs simply HOA Dues will help the AI Bot understand that these terms are referring to the same topic.

  • Keep your notes simple and to the point & use full sentances - The more simple, straight forward, and comprehensive your notes content is, the easier it will be for AI bots like Intelligent Auto-Reply to consume them. If it's confusing for a human to read, it'll be confusing for Intelligent Auto-Reply as well. Think about how your Residents typically frame questions and ensure that the answer is phrased in a relevant and accessible way. Avoid basic "yes" or "no" answers; instead, use full sentences.

  • Create a scannable structure - Use Headings to make it easier for Intelligent Auto-Reply to find and provide the answer your Residents are looking for.

  • Update Your Notes as Needed - If you find that Intelligent Auto-Reply is not answering common in the correct manner, then you may want to revisit your notes to add new information, or clarify/provide additional context to your existing content.

Video Overview of HOA Notes Best Practices

Good Practice


Important documents including the HOA's CC&Rs, By-Laws, Financials, Minutes, Operating Rules, Architectural Guidelines/Application, Newsletters etc. can be viewed in the Documents Section of the HOA Messenger Mobile App or via the Web Portal.

Poor Practice

Documents can be found in the app.

Good Practice


The HOA Dues/Assessments/Fees for the 2023 Fiscal Year will be $50.00 per month, due on the 1st of each month. You may view and pay your bill electronically via the HOA Messenger Mobile App or the Resident Web Portal, or you may send a check to P.O. Box 1000. If you have any questions, please contact the HOA Accounting Anna Johnson. Anna can be reached at 555-555-5555 ext. 3, or via email at

Poor Practice

HOA Dues are $50 per month.

Good Practice


Contact HOA Manager John Smith for General HOA inquiries: 555-555-5555,

Contact HOA Accountant Anna Johnson for questions related to your HOA Bill: 555-555-5555 ext 3,

Poor Practice

HOA Manager - John Smith: 555-555-5555,

HOA Accountant - Anna Johnson: 555-555-5555 ext 3,

Did this answer your question?