Sales Visit Report & Meeting Notes (Word)
Two Word formats for salespeople who work in the field. The daily visit report tells the manager where you went, whom you met, what was ordered or collected, what competitors are doing and what you plan for tomorrow. The customer meeting notes record one important meeting in depth: the customer's need, budget, who decides, timeline, objections and the agreed next step, so the next call starts where this one ended.
Free · no sign-up · opens in Microsoft Word, Google Docs, LibreOffice and WPS Office. Files contain no macros.
Preview
Real view of the file with its sample data (yellow cells are where you type).
[Company Name]
[Branch / office] · [Phone] · [email]
DAILY SALES VISIT REPORT
| Salesperson | [Name] | Date | [DD-MM-YYYY] |
| Territory / route | [ ] | Travel by | [Bike / car / public transport] |
| Start reading (km) | [ ] | End reading (km) | [ ] |
| Day started | [time] | Day ended | [time] |
Visits and calls
| # | Time | Customer and contact | Purpose | Outcome | Order value | Collected | Next action and date |
| 1 | [10:15] | [Firm, contact person] | [Demo / follow-up / collection] | [What was agreed] | [ ] | [ ] | [Action, DD-MM] |
Day summary
| Calls planned | [ ] | Calls made | [ ] |
| New customers met | [ ] | Orders booked (value) | [ ] |
| Collections (amount) | [ ] | Distance travelled (km) | [ ] |
Market and competitor information
| Competitor / brand | What we saw or heard (price, scheme, new product) | Where / which customer |
| [ ] | [ ] | [ ] |
Customer feedback and complaints
[Product feedback, delivery problems, payment issues or requests to pass to the office]
Expenses for the day
| Item | Details | Amount |
| Fuel / fare | [ ] | [ ] |
| Food | [ ] | [ ] |
| Other | [ ] | [ ] |
| Total | [ ] |
Plan for tomorrow
| # | Customer / area | Purpose | Time |
| 1 | [ ] | [ ] | [ ] |
Support needed from the office
[Samples, quotation approval, a technical visit, stock confirmation …]
| ____________________ | ____________________ |
| Salesperson's signature | Manager's remarks and signature |
…
[Company Name]
[Branch / office] · [Phone] · [email]
CUSTOMER MEETING NOTES
| Customer | [Company name] | Date | [DD-MM-YYYY] |
| Place / online | [ ] | Meeting type | [First meeting / Demo / Negotiation / Review] |
| Our team | [Names] | Their team | [Name, role] |
| Deal / reference | [ ] | Notes by | [Name] |
What we learned
| Topic | Notes |
| Current situation: what do they use or do today? | |
| Need: what do they want to change, and why now? | |
| Budget: is money set aside? roughly how much? | |
| Decision: who decides, who else has a say, which approvals are needed? | |
| Timeline: by when do they need it? any deadline or event? | |
| Competition: who else are they talking to, and what do they like there? |
Products or services discussed
| Product / service | Quantity / scope | Price discussed | Remarks |
| [ ] | [ ] | [ ] | [ ] |
Concerns raised and our answers
| Concern | Our answer | Settled? |
| [e.g. delivery time] | [ ] | [Yes / No] |
Agreed next steps
| # | Action | Owner (us / them) | Due date |
| 1 | [Send revised quotation] | [ ] | [DD-MM-YYYY] |
Our view
| Chance of winning | [Low / Medium / High] | Expected order value | [ ] |
| Expected decision date | [DD-MM-YYYY] | Next meeting | [DD-MM-YYYY] |
Internal notes (do not send to the customer)
[Pricing room, risks, people to involve from our side]
Shared with: ____________________ Date: ____________
…
What's inside
- Daily visit report: salesperson, date, territory, start and end reading, visit table (time, customer, contact, purpose, outcome, order value, collection, next action), day totals, competitor and market notes, expenses and tomorrow's plan, with manager remarks
- Customer meeting notes: meeting details and attendees, current situation and need, budget, decision maker and process, timeline, competitors considered, products discussed, objections and answers, agreed next steps with owners and dates
- Light shading on the parts to fill, A4 layout, prints clearly in black and white
How to use it
- Download both files and open them in Word, Google Docs, LibreOffice or WPS Office.
- Type your company name in place of [Company Name] and save each as your master copy.
- For the daily report, open a copy each morning or evening, fill in one row of the visit table per call and total the orders and collections at the bottom.
- Add competitor news and customer feedback while it is fresh: these notes are often the most useful part for the manager.
- For an important meeting, fill in the meeting notes the same day and share them with everyone who will work on that customer.
- Send both as PDF (File › Save As › PDF) by email or chat, and keep a copy in a folder per month or per customer.
Tips
- Write outcomes, not activities: "Order for 20 cartons, delivery Friday" is more useful than "Discussed products".
- Every visit row should end with a next action and a date. Copy those dates into the Lead & Follow-up Tracker so they turn into reminders.
- If your company pays travel by distance, note the start and end readings every day; it saves arguments at month end.
- To add a row to a table, click in the last cell and press Tab.
Questions and answers
What is the difference between the two formats?
The visit report is a summary of a whole day with many short calls. The meeting notes go deep into one customer meeting, usually for a large or complex sale.
What are the questions in the meeting notes based on?
They follow the points most sales methods ask about before a big sale: the need, the budget, who decides, the timeline and the competition. Leaving any of them blank shows what to ask in the next meeting.
Can managers use the visit report for a weekly review?
Yes. Ask each salesperson to send the daily reports, or extend the visit table to cover a week and add the day in the Time column.