ParrotNotes

Free Contact List Template

Fill in a contact list in the page: a list of your customer accounts, the team's phone list, or everyone on a job site. Pick a starting point, edit or clear the example rows, add as many people as you need, sort A to Z, then print it, save it as a PDF or download a CSV for your spreadsheet or CRM.

A template, not legal advice. A contact list holds personal details: keep it where only the people who need it can see it.

What goes in a contact list

  • Title, date, prepared by

    Which list this is ("Customer contact list, West territory"), when it was last updated and who keeps it, so people know whether to trust the numbers.

  • Name and role

    The person's full name and what they do: buyer, owner, site superintendent, inspector. The role tells the next person who to call for what.

  • Company, team or trade

    The account on a customer list, the team or region on a phone list, the company and trade on a job site (GC, electrical, plumbing).

  • Phone and email

    The number that actually reaches them, with the country code if anyone abroad will call (+1 for the US and Canada), and their work email.

  • Notes

    The detail that saves a wasted call: best time to reach them, which site they are on, who covers for them, their account number.

Keep the list current

A contact list is only useful while it is right. Put the date at the top and update it when someone changes job, a new account comes on, or a subcontractor leaves the site. Sort A to Z before you print so people can find a name fast.

Write phone numbers the same way on every row. The international form starts with + and the country code, as set out in the ITU's E.164 numbering plan: +1 for the US and Canada, +49 for Germany, +52 for Mexico. Written that way, a number can be dialled from abroad as it stands.

Download the CSV to bring the list into a spreadsheet or a CRM import, or print it for the van, the site office wall or the front desk. Empty rows are left out of both.

Calling down the list? Log each call with the call log template.

Signing people in on site or at a meeting? Use the sign-in sheet template.

Contact list, phone list, CRM, address book

Contact list
One page of the people that matter for a purpose: your accounts, your team, a job site. This template.
Phone list
A contact list cut down to names and numbers, for the wall or the van. Use the team phone list preset and leave email and notes empty.
CRM
The system of record for customers, with the history of every deal and call. A contact list can start one: download the CSV and use your CRM's import.
Address book
Everyone you have ever saved on your phone or in email. A contact list is the short, shared version for one job.

Tips for a list people actually use

  • One person per row

    Not "Front desk / Maria / Tom". Give each person their own row and role, so a call goes to the right one.

  • Add the role, not just the name

    On a job site nobody remembers names; they remember "the electrician's foreman". The role column makes the list work for new people.

  • Note who covers for whom

    When the main contact is out, who picks up? One line in the notes saves a day of waiting.

  • Date it and replace old copies

    Print the date on the list and throw out the old one, or the wrong number keeps getting called.

For field reps and team leads keeping track of accounts: CRM data entry, key account management, sales territory management, the construction daily report.

Sources

The list says who to call. The call is where the detail is.

A contact list tells you who to call and how. ParrotNotes records each customer call and visit and turns it into the transcript, a summary and action items, so what each contact said sits with your notes instead of in your head. Free for 100 minutes of recording a month.

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Contact list questions