What to Write in Your CRM Contact Notes (And What Not To)

Contact notes are the difference between a CRM that helps you build relationships and a CRM that is just an address book. The professionals who write useful notes have more meaningful interactions, remember critical details, and build stronger rapport.

What to Record

• Personal details mentioned in conversation — Spouse's name, children, hobbies, vacation plans, health issues they shared. These details, surfaced before your next interaction, transform generic outreach into personal connection.
• Professional context — Their current role, what they are working on, challenges they mentioned, goals they shared. This is the foundation for providing relevant value.
• Communication preferences — Do they prefer email or phone? Morning or afternoon? Brief or detailed? Honoring preferences shows respect.
• Action items — What did you promise to do? What did they promise? Follow-through builds trust.

What Not to Record

• Judgments — "Seemed disinterested" or "not very smart" has no place in a CRM. You might share access with a colleague someday.
• Sensitive information — Financial details, health conditions, or personal matters that were shared in confidence should be noted with discretion.
• Excessive detail — A paragraph after every interaction is unsustainable. Two to three bullet points capture what matters.

Making Notes a Habit

The best time to write notes is immediately after the interaction — in the car after a meeting, on the train after a coffee, right after hanging up the phone. After 24 hours, you have forgotten half the details. A CRM with good mobile access makes this practical.

Related Reading

• Relatable vs Follow Up Boss: Full Comparison
• CRM Data Hygiene: How to Keep Your Contact Database Clean
• Personal CRM vs Spreadsheet: When to Make the Switch
• The 15-Minute CRM Routine That Transforms Your Business