Templates · DealWrap
Call Notes Template Word (Free Download)
Downloading a call notes template word file is the easy part — the hard part is still having a call sheet you actually fill in. The one below is what we hand to new wholesalers: one page, plain labels, no formatting to fight with, and it opens in Microsoft Word or Google Docs exactly as written.
A blank document is also the reason most notes never get written. Nothing on the page tells you what matters, so you type a paragraph, and three weeks later that paragraph tells you nothing. The fields below are deliberately boring, because they force the six things that decide whether a call becomes a deal: motivation, numbers, timeline, decision makers, objections, and the next step. The reasoning behind them is in how to take notes during a cold call.
The template
CALL NOTES — [date] — [caller] Contact: [name] · [phone] · [email] Property: [address] · [city/county] · [beds/baths] Source: [list · bandit sign · cold call · referral] Situation - What's going on with the property or the owner - Why now (job, health, tenants, taxes, probate, divorce) Numbers - Asking price · what they want to net - Mortgage balance · liens · back taxes - Rent collected · repairs they already know about Timeline - How fast they want to close · what's driving the date Decision makers - Who else signs (spouse, siblings, attorney, executor) Objections - What they pushed back on · what you said back Next step - Who does what, by when (write the actual date)
How to use it
- Save it once. In Word, save the file as a template (`.dotx`); in Google Docs, use File → Make a copy and rename it per seller. New call, new copy, same skeleton.
- Fill it in within five minutes of hanging up, while you can still hear their voice. Notes written the next morning are impressions, not facts.
- Write numbers verbatim. "Two sixty to two sixty five, net" beats "wants a strong offer." If they did not say it, leave the line blank.
- Name the next step as a fact, not a hope. "Sending the written offer Tuesday after 4pm" — not "will follow up."
- Keep it to one page. A closer reads bullets on the way to the next dial. Nobody reads a wall of prose before a callback.
- Paste it into the contact record, not into a folder of Word files. A note is worthless if it is not attached to the number that will ring again.
If your dialer already records calls — Mojo, CallTools, ReadyMode, REsimpli, GoHighLevel — you can skip the typing. This is the template; DealWrap fills it in from your recording and you paste the finished fields into your CRM. Free plan, 30 minutes a month, no card.
What a filled-in page looks like
CALL NOTES — 10/13 — M. Reyes Contact: Dale W. · 901-555-0134 · none Property: 4127 67th St, Memphis · Shelby · 3/1 Source: tired-landlord list, 3rd attempt Situation - Inherited the house from his mother in 2023, never listed it - Tenant moved out in July; he lives 400 miles away and is done with it Numbers - Wants "around 140 net, I don't need top dollar" - Mortgage paid off · 2022 taxes owed, roughly 2,400 · roof leaks over the kitchen - Rented at 1,050 until July Timeline - Wants it closed before the end of the year for the tax year Decision makers - Wife signs too · brother on the deed may want a copy of the paperwork Objections - "Wholesalers always lowball" — said I'd send comps with the offer, he softened Next step - M. sends comps + written offer by 10/15 · Dale calls back 10/16 after 6pm
That page took four minutes to write and answers every question the next call will raise — including the one that matters most, which is what Dale is doing next Tuesday. The full seller-specific version of these fields is the seller call notes template, and the message that goes out after the call lives in follow-up messages.
Questions
What are call notes?
The short record of the conversation: motivation, numbers, timeline, decision makers, objections, next step. Not a transcript, and not a summary of how friendly the call was.
How do you take good call notes on a seller call?
Keywords during the call, structure right after. While they talk you write fragments — "knee Nov", "wants 140 net", "brother on deed" — and you paste them into this page the moment you hang up. Numbers go down as they were said; motivation gets a sentence, not a paragraph.
Is there a tool that writes these notes for you?
Yes, if the call is recorded. DealWrap reads the recording and writes these same fields, plus a follow-up message, as a Chrome extension — no calls to move anywhere, and you still paste the note into your own CRM. Honest limits: it needs a recording, it does not listen live, and it writes the note rather than making the offer for you. It works on the calls in the wholesaling cold call script, and the acquisitions manager playbook uses this same field set for a team.
Questions people ask
What are call notes?
Call notes are the short record of a phone conversation with a seller or buyer: what they want, the numbers they gave you, who decides, what they pushed back on, and the next step with a date. They are not a transcript and not a summary of the chat — they are the six facts the next call depends on.
How do you take good call notes on a seller call?
Write keywords during the call and structure them within five minutes of hanging up. Capture motivation, price and what they want to net, mortgage and liens, timeline, decision makers, objections, and the exact next step. Numbers get written verbatim at the moment they are said, because you will misremember them by twenty percent an hour later.
Is there a tool that writes these notes for you?
Yes, if the call is recorded. DealWrap reads the recording from your dialer or CRM and writes these same fields — situation, numbers, timeline, objections, next step — plus a follow-up message. It runs in Chrome on the calls you already make, the free plan covers 30 minutes a month with no card, and you still paste the result into your own CRM.