Free template
Client call notes template for agencies
What the client approved, what they want changed, and what falls outside the brief, written down while everyone still agrees on what was said.
The template
Copy it, or download it and fill it in by hand.
Client call notes
Send the approvals and changes back to the client the same day and ask them to reply if anything is wrong.
| Client and project | |
|---|---|
| Call | Kick-off, review, feedback round or status. |
| Date | |
| Client side | Names and roles. |
| Our side | |
| Work reviewed | Deliverable and version. |
Approved
| What the client approved | By | When |
|---|---|---|
| In their words where you can. | Who on the client side. | Time in the call. |
Changes requested
| Change | Deliverable | When |
|---|---|---|
| Specific: what, where. | Which piece of work. | Time in the call. |
Outside the brief
Anything asked for that is not in the scope of work. Agree how it will be quoted.
Our next steps
| Action | Owner | Due |
|---|---|---|
| Starts with a verb. | One person. | A date. |
Questions for the client
What you need from them before the next round, with a date.
The same template, filled in by Velkri
A 45-minute review on Google Meet
- Client and project
- Kestrel Coffee, brand refresh
- Call
- Review, round 2
- Date
- 9 Oct 2026
- Client side
- Dana (marketing lead), Sam (founder)
- Our side
- Ana Silva, Jonah Weiss
- Work reviewed
- Logo lockups v3, packaging concepts v1
Approved
| What the client approved | By | When |
|---|---|---|
| Logo lockup B for launch | Dana | 18:40From: Client review · 18:40 |
Changes requested
| Change | Deliverable | When |
|---|---|---|
| Warmer brown on the cup sleeve | Packaging v1 | 27:15From: Client review · 27:15 |
| Drop the tagline from the small mark | Logo lockups | 21:02From: Client review · 21:02 |
Outside the brief
- Menu boards for the two new shops: not in scope. Ana to send a quote.From: Client review · 35:50
Our next steps
| Action | Owner | Due |
|---|---|---|
| Send the final brand book | Ana Silva | 10 OctFrom: Client review · 41:10 |
| Quote for menu boards | Ana Silva | 13 OctFrom: Client review · 36:20 |
Questions for the client
- Final shop count for packaging print run, by 15 Oct.
Confirmed by Ana Silva
Velkri joined the review, sorted what Dana said into approvals, changes and out-of-scope asks, and linked each to its moment. When the client later asks “did we approve that?”, the answer is one click away.
How to use it
Four habits that make it work.
- 1
Write the approvals in the client’s words
“Go with B” is clearer later than your summary of it. Note who said it and when.
- 2
Make each change specific
Which deliverable, which part, what change. “Make it pop” is a question to ask back, not a change.
- 3
Catch scope creep on the call
Anything outside the brief goes in its own section, with how you will quote it. It is easier to say on the day.
- 4
Send it back the same day
Email the approvals and changes to the client and ask them to reply with corrections. Silence becomes agreement.
Questions
Agency client call notes
What should client call notes include?
Who was on the call, the work reviewed, what the client approved, the changes they asked for, anything outside the brief, your next steps, and what you need from the client.
Should I record client calls?
With the client’s agreement, yes: a recording settles “we never agreed to that”. Velkri’s notetaker joins Meet, Zoom and Teams and links each approval to the moment it was said.
How do I stop feedback rounds going on forever?
Write down each round’s changes and approvals, and send them back for the client to confirm. When round three repeats round one, you can show it.
Stop filling it in by hand.
Velkri takes the notes on your calls and in the room, proposes each decision and action, and your team confirms them.