Templates · DealWrap

Seller Call Notes Template

A seller call is not a conversation to remember — it's a set of facts to capture before the next dial. This is the template our users keep in their CRM, with the fields that decide whether a lead moves or dies.

The template

Seller: [name] · [best number] · [backup contact]
Property: [address] · [beds/baths] · [occupancy]

Motivation
- Why selling now (job, health, inheritance, tenants, divorce)
- What happens if it doesn't sell this year

Timeline
- Ideal close date and what's driving it

Price
- Their number, their "walk away with" number, and where it came from
- What a low offer looks like to them

Condition
- Roof, HVAC, plumbing, electrical, foundation
- Recent repairs, known problems, deferred maintenance

Money
- Mortgage balance, liens, back taxes, second mortgages
- Rent if occupied, lease type (month-to-month?)

People
- Who decides (spouse, siblings, attorney, executor)
- Anyone who will say no

Next step
- What was agreed, by whom, and when

The seven things that matter most

If you only capture part of the call, capture these:

1. Motivation — the reason behind the reason.
2. Timeline — when they need it done.
3. Price — their number and their floor.
4. Condition — what it needs, in their words.
5. Money owed — mortgage, liens, taxes.
6. Decision makers — who else signs.
7. Next step — the specific action that keeps the deal alive.

A filled-in example

Seller: Marisol · 216-555-0198 (call after 5)
Property: 5th Ave duplex, Cleveland · 2 units · one vacant

Motivation
- Brother is a co-owner and wants out; she's tired of managing the tenant

Timeline
- "Before the end of the year" — wants it off her plate before winter

Price
- Wants $310k even; thinks the vacant unit needs $8k of work

Condition
- New roof 2019, original furnace, kitchen from the 90s
- Tenant pays $900, has been there 6 years

Money
- Paid off — no mortgage, taxes current

People
- Brother signs too; he's in Phoenix and only replies by text

Next step
- Send cash offer + photos of comps Friday; she'll call the brother over the weekend

Why bullets beat paragraphs

Notes exist to be re-read — by you in three weeks or by an acquisitions manager covering your list tomorrow. Nobody re-reads a wall of text. Everyone scans six bullets.

When the call is recorded, DealWrap writes these bullets from the recording automatically — including a coaching pass on what you missed. Start with the free plan at the top of this page.