Templates · DealWrap

Sales Call Notes Template

Good notes are the difference between calling a lead back and guessing what they said three weeks ago. This template is the structure we recommend to every wholesaler: short bullets, in an order that makes the next call easy.

The template

Contact: [name] · [phone] · [email]
Property: [address]

Situation
- What's going on with the property or seller
- Why they're considering selling now

Desired outcome
- Timeline
- Price expectation (and what they'd "walk away with")

Our positioning
- What was offered and how it was framed
- What they pushed back on

Key details
- Condition, repairs, occupancy, tenants
- Mortgage balance, liens, taxes
- Decision makers (spouse, siblings, attorney)

Objections
- What they said, and what actually worked

Next step
- Who does what, by when

How to use it

Right after the call, paste the template into your CRM's notes field and fill in bullets. Do not write an essay — a closer reads bullets, nobody reads paragraphs.
Quote numbers exactly. "Wants $260k net" beats "wants a strong offer." If they said it, write it; if they didn't, leave it blank rather than guessing.
Name the next step as a fact, not a hope: "Sending the written offer Tuesday after 4pm" — not "will follow up."

What it looks like filled in

Contact: Dale W. · 901-555-0134
Property: 67th St, Memphis

Situation
- Property is becoming too much work — knee surgery scheduled in November
- Paying both an apartment and the mortgage since January

Desired outcome
- Wants to net $260–265k and close in three weeks (before Thanksgiving)

Our positioning
- Positioned a cash, as-is offer against his fear of repairs and drawn-out listings

Key details
- Son is living there, $800/month month-to-month, ready to move
- Mortgage balance ~$91k, escrowed taxes and insurance
- Roof replaced 2011 after hail; AC 2009; shed has an open city letter from 2019
- Daughter Lisa in Nashville wants to see any offer

Objections
- Worried about being lowballed — past $189k mailer still annoys him

Next step
- Written offer + comps delivered Tuesday; seller answers Thursday 6pm

Why this structure works

It mirrors how a deal actually progresses: situation → what they want → what you offered → the facts → the objections → the next move. Any teammate can pick up the lead from these notes without listening to the call — and you can, months later.

If the call is recorded (most dialers and CRMs keep them), you don't have to write any of this by hand. DealWrap reads the recording and produces this exact layout — see how it works on a seller call.

Questions people ask

What should sales call notes actually contain?

Only what the next person needs to continue the conversation: what the prospect wants, what was agreed, the numbers that matter, any objections, and the specific next step with a date.

Should I write notes during the call or after?

Taking a few keywords during the call is fine, but write the real notes within five minutes of hanging up while details are fresh. If the call was recorded, DealWrap writes them from the recording instead.

How long should call notes be?

Short enough to scan in ten seconds. Five to eight bullets beats a paragraph every time — a page of prose never gets re-read.