Examples for a showing recap, call summary, buyer and client notes, deal notes, open-house leads, and sphere-of-influence follow-up — structured for your Google Sheet.
Use these field note-taking patterns as a guide, not a script. One clear fact per thought works best.
Property showing notes
Buyer reactions, preferences, and observations go to Notes.
“Liked the quiet backyard.”
Writes: Notes (append)
“Did not like the kitchen. Needs more storage.”
Writes: Notes (append)
Budget & stage
Money and pipeline status overwrite the latest value.
“Budget is now 750k.”
Writes: Budget
“Budget up to one point one million.”
Writes: Budget
“Moved to Showing.”
Writes: Stage → Showing
“Stage is viewing.”
Writes: Stage → Showing
“Moved them to Offer.”
Writes: Stage → Offer
“Deal is Closed.”
Writes: Stage → Closed
“Mark stage Lost. They went with another agent.”
Writes: Stage → Lost · Notes
Phone, lead type & name
Contact details and who they are as a lead.
“Her number is 510-555-1488.”
Writes: Phone
“They are a Buyer now, not a seller.”
Writes: Lead Type → Buyer
“They are a Seller.”
Writes: Lead Type → Seller
“Switch lead type to Renter.”
Writes: Lead Type → Renter
“Update the name to Linda Park-Nguyen.”
Writes: Name
Neighborhoods
Areas usually append. Say “only” / “instead” when they changed their mind.
“Also interested in West Portal.”
Writes: Area (append)
“Actually she changed her mind. Instead of downtown she only wants Sunset.”
Writes: Area (replace)
Follow-up dates
Relative dates resolve against today (US).
“Follow up tomorrow.”
Writes: Next Follow-up
“Follow up next Friday.”
Writes: Next Follow-up
“Ping her Friday.”
Writes: Next Follow-up
“Follow up next week.”
Writes: Next Follow-up
“Schedule next Monday.”
Writes: Next Follow-up
“Just spoke with her today.”
Writes: Last Contact
“Just got off the phone with her just now.”
Writes: Last Contact
“Spoke today. Follow up tomorrow.”
Writes: Last Contact · Next Follow-up
Next steps
Name a concrete task when you want Next Step filled — not just “follow up”.
“Next step is send two West Portal listings tomorrow.”
Writes: Next Step · Next Follow-up
“Next step is email comps. Follow up next Tuesday.”
Writes: Next Step · Next Follow-up
Several fields at once
You can pack a few clear updates into one recap.
“Source is Zillow. Stage is Under Contract. Budget up to 900k.”
Writes: Source · Stage · Budget
“Source is Open House.”
Writes: Source
New client
From Clients → New client, start with a name, then enrich.
“New client is Jordan Lee. Phone 415-555-0199. Buyer looking in Noe Valley. Budget around 1.2M. Source is Referral. Stage is New.”
Writes: New row (Name + fields)
“Client name is Avery Chen.”
Writes: Name (new row)
Corrections
Say you changed your mind when Notes or Areas should replace, not append.
“Actually, replace the notes. She only wants a condo now.”
Writes: Notes (replace)
“Scratch that. Forget about the townhome notes. She wants a condo with parking.”
Writes: Notes (replace)