Free customer visit report template

Do your reps always follow up when a customer needs something? How do you know?

Start with the note. Here's a five-line visit note template you can copy now or print for the truck. No sign-up.

What to write in a visit note: the five lines

A visit note only needs what someone will act on. If nobody acts on a line, it doesn't need to be there.

Saw

The person you talked to, by name and role. The person, not just the company, so the next call goes to the right desk.

Changed

What you know now that you didn't know before the stop: a new contract, a truck down, a buyer who moved on. If nothing changed, say so.

Heard

Anything about budget or a competitor, in their words when you can. "Nothing new" is a fine answer. It tells the next person there's nothing to dig for.

Next

The action and the date. This is the line that keeps a follow-up from slipping. "Send the quote" isn't finished until it says by when. If you promised something, it goes here.

Prep

One thing to bring or check before the next visit. Just one. A list won't get read in the parking lot.

How to fill it in after the stop

Write it in the truck, before you pull out for the next stop.

You don't have to type it. A voice memo counts. Say the five labels out loud and answer each one.

For more on keeping notes that hold up, read our guide to field sales visit notes.

Make it yours

These five lines are a starting point, and you decide what stays. Keep the lines your customers give you something for, and add one when your work needs it. A few that reps add:

• Parts reps at truck dealers: the part numbers quoted, and whether a truck is down and waiting.
• Equipment reps: the machine, its hours, and when the warranty or lease ends.
• Distributors: what the customer still buys somewhere else.

If a line stays empty for a month, drop it. A shorter note gets filled in.

Sales visit report template or call report: which one you need

A visit note covers one stop. A call report is the running log of every call on an account, or of a rep's week. Write the visit note after each stop. If your team looks at activity week by week, a call report pulls those notes together, and the five lines make it quick to build.

What a manager reads first

Read the Next line first. The promise and the date are what the customer remembers, so they're what's worth asking about.

In a one-on-one, one question covers it: "What did you promise this week, and what do you need from me to get it done?" The rep's own notes show what's due, so the meeting starts with how you can help.

See it in 90 seconds

Not playing video right now? Here's what it covers. It starts with a visit form that has 10 fields to type up, then swaps it for the same five lines. It shows what to leave out (time on site, a long summary, the visit's purpose, and a rating of how it went), then a rep talking through the five lines after a visit, and ends on the template to copy.

Next visit starts here

In Voze, the rep taps record after the visit and talks through the same five lines. The note shows up on the account with the follow-up task under it, and the last visit's note is there before the next stop. Capture it at the stop. It's on the record after.

See how Voze works for reps

Visit note questions

What should a customer visit report include?

Five things: who you saw, what changed, what you heard about budget or competitors, the next step with a date, and one thing to prep for next time. Anything nobody will act on can stay out.

How long should a visit note be?

Five short lines. It should be quick to write in the truck and quick for a manager to read at a glance.

When should a sales rep write visit notes?

Right after the stop, before you drive to the next one. Write it in the truck, so the next step and its date are down before you see another customer.

Is there a free visit report template I can print?

Yes. Tap Print version at the top of this page. It prints two blank cards on a letter-size page, sized for a clipboard or the truck.