Twenty seconds instead of five minutes
You say what was discussed, in your own words and in any order.
100% local · GDPR-compliant without the cloud
Phone call notes template and telephone message template
Good phone call notes record who called, what it was about and what happens next. Download a phone call notes template and a classic telephone message template free as Word or PDF, no sign-up needed. And see how the same note takes twenty seconds, simply by telling SpeechToWork what was discussed.
- 4 partscall with, topic, key details, next steps.
- JSONsent to your CRM by webhook, if you want.
- 100%stays on your computer. Nothing is sent to the internet.
Download the call notes templates
DOCXPhone call notes template for WordWord document · 38 KB · fill in on your PCPDFPhone call notes template as PDFPDF · 45 KB · ready to printDOCXTelephone message template for WordWord document · 37 KB · two per pagePDFTelephone message template as PDFPDF · 52 KB · two per page
The call notes template fits on one A4 page: caller, reason for the call, key details, what was agreed, call back and next steps with owner and due date. The telephone message template is the classic slip for taking a message for a colleague, two to a page with a cutting line.
Free, no sign-up, no email address. In the Word versions the tick boxes are clickable; the PDF versions are made for printing.
Phone call notes template to copy
- Date and time
- Call from / to
- Company
- Phone / email
- Reason for call
- Discussed / key details
- Agreed
- Next steps: who, what, by when
- Taken by
Tip: select the template and copy it into Word or save it as an Outlook template. The last line matters more than the layout: call notes without “who does what by when” are just a reminder.
Telephone message template: the classic message slip
A telephone message template is for calls you take on behalf of someone else. It needs to be filled in within seconds and passed on, so it asks only for the essentials.
- For
- From / company
- Phone
- Date and time
- Tick
- Telephoned / Please call back / Will call again / Returned your call / Urgent
- Message
- Taken by
Phone call notes go further: they are your own record of a conversation, with what was discussed, what was agreed and who does what next. They are filed with the client or in your CRM, while the message slip usually ends up on a colleague's desk.
Why call notes still go missing
The template is not the problem. The problem is the moment after you hang up: the next call is waiting, the note gets put off, and by later half of it is forgotten. What ends up in the CRM is a keyword without a date and without an owner.
Speaking is faster than filling in forms. With SpeechToWork, you hold a key after the call and say in twenty seconds what happened. The software does the rest.
How the call note is created by voice
- Tap the record key twice, choose “Note” in the ring around the mouse, hold the key and talk freely.
- SpeechToWork sorts what you said: call with, topic, key details, next steps.
- Tasks appear as a checklist with owner and deadline.
- The note lands in the program where your cursor is, such as your CRM or Outlook.
- It is also saved as a file and can go to n8n, Make or your CRM by webhook, if you explicitly switch that on.
- Your own tasks from the note land on your task list, and the note flows into your activity log.
An example
What you say. What appears.
You sayJust spoke to Mr Walker from Walker Joinery, he needs a new website because the old one doesn't work on mobile. Budget around three and a half thousand pounds. I'll send him a quote by Friday and he'll send me copy and logo by Wednesday. Next meeting on the second of October at ten at his place.
In your programCall with: Mr Walker, Walker Joinery
Topic: New website, as the current one does not work on mobile devices.
Key details:
- Budget: approx. £3,500
- Next meeting: 2 October, 10 am, at his premises
Next steps:
☐ Me: send quote (by Friday)
☐ Mr Walker: send copy and logo (by Wednesday)
Your advantage
Why SpeechToWork fits this job.
Tasks do not get lost
Every commitment becomes a task with owner and deadline, even if you only mention it in passing.
Client data stays with you
Names, budgets and agreements are processed locally and not sent to an AI service.
Privacy
Local means local. No compromises.
Speech recognition and the language model are installed on your PC and run there. What you dictate ends up in your program and nowhere else. How the data flow works.
No upload
Audio and text stay on your computer. There is no server listening in and no AI provider in the background.
GDPR made simple
No third party processes your dictations. So there is no data processing agreement to sign and no international transfer to assess.
Works without internet
Once installed, SpeechToWork works offline. Only the licence check needs a connection.
Good to know
Frequently asked questions
What should phone call notes include?
Date and time, the caller's name and company, a callback number, the reason for the call in one or two sentences, the key details discussed, what was agreed and the next steps with owner and deadline. If several people answer calls, also note who took the message, so any questions go to the right person.
What is the difference between call notes and a telephone message?
A telephone message is a short slip for a call you took on someone else's behalf: who called, when, their number, whether to call back, and a brief message. Phone call notes are your own record of a conversation, with the details discussed, what was agreed and the next steps with owner and due date.
Can I download the templates in Word and print them?
Yes. The phone call notes template and the telephone message template are free to download above as Word documents to fill in on your PC and as PDFs ready to print, with no sign-up. The call notes fit on one A4 page, and the message slips print two to a page.
Can I write the call note straight into Outlook or my CRM?
Yes. SpeechToWork inserts the finished note wherever your cursor is: in an Outlook task, an email, a notes field in your CRM or a Word document. No integration is needed for this. If you prefer a fixed layout, paste the template above into Word or save it as an Outlook template.
Does SpeechToWork record the phone call itself?
No. For the call note, you speak after the call yourself and summarise it. Only your own voice is recorded, which keeps things simple from a legal point of view. Recording the conversation itself requires everyone to be informed and to agree, and in many countries it is only allowed with consent.
How does the note get into my CRM?
Either directly by dictating into the notes field, or automatically: every call note is also saved as a structured JSON file. Enter a webhook address in the settings and SpeechToWork sends the fields to your automation tool, such as n8n or Make, which then creates the entry in your CRM.
Read on
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- All features, no payment details
- Ends automatically, nothing to cancel
- Your dictations never leave your computer, not even in the trial
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