Templates
Customer visit report: the visit sheet and a worked example
A customer visit shows you things no video call ever will: the state of the equipment, the stock levels, a competitor’s machine in the corner of the workshop, the mood of the team. The visit report makes sure none of it gets lost. Write it before you drive off, in six sections, then send the customer the part that concerns them that same evening. Here is the visit sheet to copy, a filled-in example and the two emails that follow.
Facts checked on October 6, 2026
When to write it
- What we recommend
- In the car, before you start the engine, while everything is fresh.
When to send it
- What we recommend
- The same evening for the customer, the next morning at the latest.
Two audiences
- What we recommend
- The customer gets the commitments, your team gets the observations.
What sets it apart
- What we recommend
- What you saw on site, which no email would have told you.
Follow-through
- What we recommend
- The next visit or the next contact, with a date.
01What a visit teaches you, and how fast it fades
A field sales rep often fits three or four visits into a day. By evening, the details blur: who mentioned a move, at which site the competitor’s machine was down, which workshop manager seemed reluctant. Those details are exactly what makes a visit worth the drive. They explain an order that is coming, flag a risk, and prepare the next negotiation.
So a visit report differs from ordinary meeting notes by one section: the observations made on site. What you saw, not only what you were told. It is also the section you do not always share with the customer. A competitor’s equipment spotted on the floor, or tension inside a team, belongs in the internal note.
02The six-section visit sheet
The people you meet matter as much as the decision maker: a site manager or a technician often sways the final call. The on-site section keeps what you observed apart from what you were told. Commitments are split between yours and the customer’s, because you will chase each of them in a different way.
03A filled-in example
Two facts in this example would never have reached you by email: the competing machine on trial and the low stock. The first changes how urgent the account is; the second opens an order right away. The late deliveries raised by the maintenance manager need an answer before any new proposal goes out.
04The emails that follow the visit
The customer email restates both sides’ commitments and deals with any negative point straight away. The internal email gives your colleagues in logistics or technical support what they need to act, without having to go through you.
05The short version, by message
Sent from the car park, this message shows the visit was not forgotten the moment you walked out, and it announces the full summary.
06When the customer does not keep their commitments
- Follow up the day before the deadline they set themselves, not the day after. It is a reminder, not a reproach.
- If the promised document does not arrive, offer to go through it on a five-minute call.
- Do not let their missed commitment hold up yours : send your proposal on the date you promised.
- Prepare the next visit by rereading the last report. Customers notice when you remember.
07Mistakes to avoid
- Filling in the whole week’s visit sheets on Friday.
- Sending the customer your internal observations, such as the competitor kit you spotted.
- Leaving out the people you met who do not make the decision.
- Writing the report before you start the car.
- Separating what you saw from what you were told.
- Answering any complaint in that evening’s email.
08In Kasar: dictate the report on your way out
A visit has no recording, so the report is written by hand, straight on the meeting record. Open the event from the calendar and type what was said, what was decided and what you promised in the Notes section. The text saves as you leave the field and sits on its own, apart from any summary. Then add the follow-up tasks from the Tasks panel of the meeting, or ask Leo to create them for you.
On your phone, Leo works by voice. Dictate the visit as you walk back to the car: he logs it on the record and sets up the follow-up tasks. With no signal at the far end of an industrial estate, the voice memo waits on the phone and goes out when the network returns, with relative dates such as “tomorrow” read from the moment you spoke. For your video meetings, use the client meeting notes template instead, and browse the other sales meeting notes templates.
Frequently asked questions
The visit sheet is the form you fill in, usually with fixed sections. The report is what you draw from it for the customer and for your team. In practice, a good visit sheet completed on the day already holds the entire report.
Yes, even three lines. A visit with no written trace does not exist in the account history. The day a colleague takes over the account or a dispute comes up, those three lines are worth a great deal.
For a handful of visits a month, yes. Beyond that, the spreadsheet drifts away from the rest of the customer history: the emails, quotes and calls live somewhere else. A report filed on the customer record reads right next to everything else.