Your team's calls and callbacks on one page
Give each rep a copy. Copy it, print it, or download the Word or Excel file. In Excel, Outcome is a drop-down and the counts add up on their own.
Sales call log: [your name]
Date: [date]. Calls planned: [number].
Calls
| Time | Name and company | Number | New or follow-up | Outcome | What they said | Next step and date |
|---|---|---|---|---|---|---|
| [Time] | [Name, company] | [Number] | [New or follow-up] | [One word from the list] | [One line] | [What you'll do, and the date] |
Outcomes: pick one per call
- Spoke: booked. A meeting is in the diary.
- Spoke: call back. They gave you a day to call again.
- Spoke: no. Write down why.
- Gatekeeper. You spoke to someone else. Get the right name.
- Voicemail. Write down when you'll try again.
- No answer.
The day's count
- Calls made: [count]
- Spoke to the person: [count] (every "Spoke" row)
- Meetings booked: [count]
- Calls per meeting booked: [number] (calls made divided by meetings booked)
- Callbacks due next: [names and dates]
Download for Excel Download for Word
What to put in a call log
A call log is one row for each phone call, saying who you rang, when, what happened and what comes next.
| Column | What it gets you |
|---|---|
| Time | Which hours people pick up, once you have a few weeks of rows |
| Name and company | The right person to ask for next time |
| Number | No digging for it when the callback comes up |
| New or follow-up | Whether calls are finding new people or circling the same ones |
| Outcome | Totals that add up, because everyone uses the same six words |
| What they said | The one line your rep wants to read before calling back |
| Next step and date | Who's due a call, and when |
Other call logs add call length or a department. Add a column if someone will read it. If it stays blank for a week, delete it.
Three rules that keep a call log filled in
- Fill in the row before dialling the next number.
- Use the same six outcome words, so one rep's "no answer" means the same as another's.
- Give every call where someone spoke a next step and a date.
What the count tells you
The bottom of the page takes two minutes. Reps count calls made, conversations and meetings booked, then copy their callbacks into the calendar.
Calls per meeting booked is the number to watch. One day is too noisy, so use four weeks. In a made-up month, 800 calls and 40 meetings come to 20 calls per meeting, and now a rep knows what next month's meetings will take.
A filled-in call log: 10 calls, 4 conversations, 1 meeting
Aisha Rahman is a made-up rep, calling made-up people. She's planned 40 calls for Thursday 24 September, and these are her first 10, with the numbers left out.
| Time | Name and company | New or follow-up | Outcome | What they said | Next step and date |
|---|---|---|---|---|---|
| 9:02 | Tan Wei Ming, Harbour Dental | New | No answer | Try Fri 25 Sep, 8:30 am | |
| 9:06 | Lena Goh, Kestrel Logistics | Follow-up | Spoke: booked | Wants prices for 12 drivers | Demo Tue 29 Sep, 10 am |
| 9:11 | Front desk, Northgate Print | New | Gatekeeper | The owner is Sam Ong, in after 2 pm | Call Sam, 2:30 pm |
| 9:15 | Ravi Menon, Brightside Cafe | New | Voicemail | Left a 20-second message | Try Fri 25 Sep |
| 9:19 | Joy Lim, Apex Tuition | Follow-up | Spoke: call back | Sets next year's budget in October | Call Mon 5 Oct |
| 9:24 | Mark Chen, Tide Gym | New | Spoke: no | Signed with another supplier in August | Try again in March |
| 9:28 | Nur Aina, Oakline Realty | New | No answer | Try Mon 28 Sep, 4 pm | |
| 9:31 | Ben Ho, Summit Clinics | Follow-up | Voicemail | Emailed the one-pager as well | Try Mon 28 Sep |
| 9:36 | Kim Yeo, Leafy Florist | New | Spoke: call back | Asked for a customer example | Send it, then call Wed 30 Sep |
| 9:41 | Omar Aziz, Cobalt Freight | New | No answer | Try Thu 1 Oct, 3 pm |
It adds up to 10 calls made. She spoke to the person 4 times: Lena, Joy, Mark and Kim. One meeting booked means 10 calls per meeting so far. Her next callbacks are Sam at 2:30 pm, then Wei Ming and Ravi on 25 September.
How to change it for each kind of calling
| When it's | Change this |
|---|---|
| A cold calling block | Fill in Name and company for the whole list first, so reps only type the outcome between dials. |
| Follow-ups | Start from the Next step column, oldest date first. Read What they said before dialling. |
| Inbound calls | Write "In" under New or follow-up, and put how they heard of you in What they said. |
| One log for the team | Add a Rep column and keep one sheet. Agree the outcome words first, or the counts won't match. |
| A rep's first month | Count every day, even when it's small. After four weeks, calls per meeting is their own number to plan from. |
Marketing calls to Singapore numbers
If your reps market to people on Singapore numbers, add a DNC checked column with the date of the check. The PDPC says of a Do Not Call check: "Results are valid for 21 days from the date the check was conducted." The Act leaves out "any message sent to an organisation other than an individual acting in a personal or domestic capacity", so read the rules against who you call.
Counting calls without adding up the sheet
This log works, and it holds what no count can: who said what. It's also the tab somebody has to remember to fill, and you only see the total once someone adds it up.
Palby Sales Tracker does the counting. A call is one tap on the rep's phone, or /log in a private Telegram chat, and the board moves within seconds. A wrong tap can be undone. Nothing can be dated more than 7 days back, late entries get marked, and you can read every edit for 14 days. It can't prove a logged call happened. Names and callbacks stay in your log. See how calls are logged.
30 minutes. You choose the day and the time.
Book a walkthroughKeep reading
- Activity tracking
Common questions
The time, who was called, their number, whether it's new or a follow-up, the outcome, what they said, and the next step with a date. At the bottom, count calls made, conversations and meetings booked.
A call log is one row per call, filled in as you go. A report is what you read each week: calls made, meetings booked and what's stuck. Our [weekly sales report template](/sales-tracker/templates/weekly-sales-report) does that part.
Download the Excel file, or upload it to Google Drive and open it in Google Sheets. To build your own, use the seven columns above, a drop-down on Outcome and COUNTIF for the counts.
Every call where they spoke to someone gets a next step and a date. Before logging off, they copy the next callbacks into their calendar.
As few as a rep will fill in between dials. This one has seven. If a column stays blank all week, delete it.
Yes. They're calls made, and without them you can't work out how many calls it takes to book a meeting.
Divide calls made by meetings booked. 40 calls and 2 meetings is 20 calls per meeting. Use four weeks of logs, since one day tells you very little.
No, you don't need a CRM for this. One sheet per rep, or one shared sheet with a Rep column, does the job.
Yes. Copy it, print it or download it, with no sign-up and no email.
Sources
- PDPC, check numbers against the Do Not Call Registry, pdpc.gov.sg, read 2 November 2026
- Personal Data Protection Act 2012, Eighth Schedule, read 2 November 2026