In short
- Write the customer's situation in their own words.
- Record budgets, volumes and dates exactly.
- Map who decides and how.
- Never end a call without an agreed next step and date.
The template
[Date] · [Company] · discovery / demo / negotiation Attendees and roles: Their situation (their words): What it costs them today (numbers): What they've tried: Who decides, who signs, who can block: Timeline and trigger events: Objections or worries: Agreed next step · date: Actions (owner · task · due):
Their words, not yours
"We lose about 20 hours a week reconciling invoices" is worth more in a proposal than "pain around finance ops". Quote exact phrases; you'll reuse them in emails and proposals, and customers notice when you do.
Numbers exactly
Budgets, seat counts, renewal dates and volumes decide deals. Write them exactly and confirm them back: "So that's 40 seats, renewing in March?"
Always a next step
End every call with a specific next step on the calendar. Write it at the top of your notes and in the follow-up. See the follow-up email and action items.
Questions people ask
What should I write down on a sales call?
The customer's situation in their words, exact numbers, who decides and how, timeline, objections, and the agreed next step with a date.
How do I take notes and sell at the same time?
Prepare the template beforehand, capture keywords and numbers only, confirm key facts aloud, and fill in the rest straight after the call.
Should I record sales calls?
Only with the customer's consent, which some jurisdictions require from everyone on the call.
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