VeloceWhat to Write in Client Notes: A Clienteling Notes Template
Good client notes capture what will help you sell to this person next time: their sizes, taste and dislikes, what they tried or asked about (their wishlist), upcoming occasions and key dates, a rough budget, what they bought, and the next step you agreed on. Write it within minutes of the visit, keep each point short and factual, and attach a date to anything you need to act on.
Why client notes matter
A client who comes back expects you to remember them. "Last time you liked the rose gold one" lands very differently from "What are you looking for today?". Notes are what make that possible, especially when you see dozens of people a week.
Good notes also help you decide who to contact. When a piece arrives that someone asked about three months ago, the note is the only reason you will think of them.
What to record about each client
1. Basics and how to reach them
Name as they like to be called, phone or WhatsApp number, and the channel they prefer. Note who referred them or who they usually shop with.
2. Sizes and fit
Ring size, wrist size, clothing and shoe sizes, preferred fit. These details save time and make gift suggestions safer.
3. Taste and dislikes
Metals, colors, brands, styles, materials. Dislikes are just as useful: "no yellow gold" or "finds big logos too loud" stops you from pitching the wrong thing.
4. Wishlist
Anything they tried on, asked about, or said they would buy "when it comes in". This is the list you check first when new stock arrives.
5. Occasions and key dates
Birthdays, anniversaries, a wedding, a graduation, a work promotion, a trip. Many purchases are tied to an occasion.
6. Budget
A rough range is enough. Write it from what they said or showed, not a guess about their wealth.
7. Purchases and quotes
What they bought and when, plus any open quote and its validity date. Past purchases suggest service dates and matching pieces.
8. Next step
One clear action with a date: "Send photos of the new strap colors by Friday" or "Check in after the trip, around the 20th".
A simple client notes template
| Field | Example |
|---|---|
| Name / preferred name | Mrs. Lim |
| Contact | WhatsApp, prefers messages after 6 pm |
| Sizes | Ring size 6 |
| Likes | Emerald, platinum, simple settings |
| Dislikes | Yellow gold, large logos |
| Wishlist | Emerald pendant necklace, wants to compare two sizes |
| Key dates | Birthday Nov 3; wedding anniversary in March |
| Budget | Around 40K to 60K |
| Purchases | South Sea pearl necklace (this year) |
| Next step | Send photos when the new emerald pieces arrive |
Adapt the fields to your trade. A car salesperson might add current car and lease end date. A real estate agent might add preferred areas, number of rooms and move-in timing.
Habits that keep notes useful
- Write it straight away. Details fade within hours. A short note right after the visit beats a long one at the end of the week.
- Facts, not opinions. Write what they said and did. Leave out personal judgments about the client.
- Keep only what you need. Avoid sensitive personal details that do not help you serve them. Follow your local data-protection rules and your employer's policy, and get consent for what you keep.
- Put a date on actions. A follow-up without a date is a wish. Turn it into a reminder.
Taking client notes by voice
Typing on a phone between clients is the main reason notes do not get written. In Veloce you can talk for about 30 seconds after a visit, for example "Mrs. Lim loved the emerald pendant, wants to compare two sizes, budget around 50K, birthday next week". AI sorts it into preferences, wishlist, budget and a follow-up reminder. You review it before saving, and everything sits on one client page with sizes, purchases, quotes and key dates.
FAQ
- What should be included in client notes?
- Contact details and preferred channel, sizes, likes and dislikes, wishlist items, key dates and occasions, a rough budget, purchases and open quotes, and a dated next step.
- What is a clienteling notes template?
- It is a fixed set of fields you fill in for every client, such as sizes, preferences, wishlist, key dates, budget, purchases and next step. Using the same fields every time makes notes faster to write and easier to search.
- How soon after a visit should I write notes?
- As soon as possible, ideally within a few minutes, while the details are fresh. Voice notes help because you can capture the visit in about 30 seconds.
- Is it okay to keep personal details about clients?
- Keep only details that help you serve the client, store them securely, and follow your local data-protection law and employer policy. Ask for consent where it is required.
Want to try it?
Veloce is a client book app for front-line sales: talk for 30 seconds to log a client, get reminded of birthdays and follow-ups, and see who to call when new stock arrives. Free 14-day trial, no credit card required.