Free template · Excel, Word, PDF
Sales visit report template: what to write after every customer visit
A sales visit report records one customer visit: who you met, why you went, how it went and what happens next, with a date. This free template asks exactly that, with every label in English and Arabic, as an Excel workbook, a Word document and a PDF.
- ExcelDrop-down lists, totals worked out for you · 4 KB
- WordTo change and print · 3 KB
- PDFTo print and fill in by hand · 51 KB
Free to use and change. Published · Labels in English and Arabic
What it is for
What a sales visit report is for
Three people read a visit report. The manager, who wants to know what the visit produced. The next person to call the customer, who needs to know what was promised. And the CRM, which needs the answers in fields rather than in a paragraph. A report that serves all three is short, and it is the same every time.
Most visit reports fail in one of two ways: they are written from memory at the end of the week, or the form asks for everything and gets nothing. This template keeps to the questions that decide what happens next, and makes the reason and the outcome a choice from a short list, so a manager can count them across a team.
The template
What goes in it
Every field, in the order it is filled in. The files you download ask exactly these.
The visitالزيارة
- Dateالتاريخ
- The day of the visit
- Time in / time outوقت الوصول / المغادرة
- 10:10 to 10:55
- Sales repمندوب المبيعات
- Who made the visit
- Customer companyالشركة
- As it appears on their card
- Locationالموقع
- Site, branch or office, and city
Who you metمن قابلت
- Nameالاسم
- Full name
- Job titleالمسمى الوظيفي
- Procurement manager, site engineer…
- Mobileالجوال
- With the country code
- Emailالبريد الإلكتروني
- Work email
Why you went, and how it wentسبب الزيارة ونتيجتها
- Reason for the visitسبب الزيارة
- Choose one: Follow-up, Technical meeting, Quotation, Delivery, Payment, Service, New prospect, Other
- What was discussedما تمت مناقشته
- What they asked about, in their words
- Products of interestالمنتجات المطلوبة
- Lines, models, quantities
- Outcomeنتيجة الزيارة
- Choose one: Order received, Quotation requested, Interested, Follow-up needed, Not interested, Didn't meet
- Value, if knownالقيمة التقديرية
- With the currency: SAR 90,000
What happens nextالخطوة التالية
- Next stepالخطوة التالية
- Send quotation, demo, second visit…
- Due dateتاريخ الاستحقاق
- A date, not 'next week'
- Ownerالمسؤول
- Who will do it
- Notesملاحظات
- Anything the next person should know
Example
A filled-in example
A valve supplier's visit to a plant in Jebel Ali, Dubai. The company and the people are made up.
- Date
- 21 October 2026
- Time in / time out
- 10:10 to 10:55
- Sales rep
- Rami Haddad
- Customer company
- ABC Industrial Company
- Location
- Plant, Jebel Ali Industrial Area 1, Dubai
- Name
- Ahmed Al Hassan
- Job title
- Procurement Manager
- Reason for the visit
- Follow-up
- What was discussed
- Replacing 120 needle valves on the gas skid in the December shutdown. Wants 316 stainless, on site by 10 December. Asked whether we hold stock in Jebel Ali.
- Products of interest
- Needle valves, 1/2 inch, 316 SS, 120 pieces
- Outcome
- Quotation requested
- Value, if known
- AED 85,000 (estimate)
- Next step
- Send the quotation with our stock position
- Due date
- 23 October 2026
- Owner
- Rami Haddad
How to
How to write a sales visit report
Seven steps, most of them before you start the car.
- 01
Fill in the visit before you go in
The date, the customer and the place, written in the car park. Ten seconds now saves guessing later.
- 02
Write down who you met, exactly
Name, job title, mobile and email as they are on the card. A first name alone is no use to the colleague who calls next month.
- 03
Choose one reason
A follow-up, a technical meeting, a quotation, a delivery, a payment. One reason a visit makes reports comparable across a team.
- 04
Write what they asked about, in their words
Quantities, models and the dates they mentioned. Their words, not your summary of the mood in the room.
- 05
Choose one outcome
Order received, quotation requested, interested, follow-up needed, not interested, or didn't meet. A visit where you met nobody is still a visit.
- 06
Set the next step, with a date and an owner
“Send the quotation by Tuesday, Rami” is a next step. “Follow up” is not.
- 07
Send it before the next visit
While you still remember the quantity and the date they need it. Those are the first details to go.
Avoid
What makes a report useless
- Writing Thursday's report for the whole week. The details that matter, the quantity and the date they need it, are the first to go.
- Free text for the reason and the outcome. Nobody can count “went well” across a team of ten.
- A next step with no date, or no owner. It will not happen.
- Leaving out the visits that went nowhere. “Not interested” and “Didn't meet” are what show a manager where the time goes.
- A form with twenty fields. Reps stop filling in a form they cannot finish in the car park.
selXP
Doing this eight times a day?
selXP asks the same questions on the phone. With Field Presence switched on, a rep checks in at the customer, picks one of their leads or types the company, and chooses the reason. On leaving they choose the outcome, add a note and set the next step, which becomes a task. The visit goes on the lead's history, and the manager sees it the same day. Field Presence is optional.
How visits work in the app- The same reasons and outcomes as this template
- Saved with no signal and sent later
- The next step becomes a task with a date
- One location reading at check-in and check-out, nothing in between
Questions
Sales visit report: what people ask
What should a sales visit report include?
Who you met, why you went, what they asked about, how the visit ended, and the next step with a date and an owner. Add the date, the time on site and the customer's details. Anything more is optional, and every extra field makes reps less likely to fill the report in.
How long should a visit report take to write?
About two minutes on paper, less on a phone. If it takes longer, the form asks too much. Keep free text to what the customer asked about and the notes, and make the reason and the outcome a choice from a list.
Is the template free to use and change?
Yes. Download it, put your logo on it, change the fields and share it with your team. The lists of reasons and outcomes are a starting point: keep them short, so that reports can still be compared.
Why is the template in English and Arabic?
Many Gulf sales teams report in both, and customers' names and titles often arrive in Arabic. Each label is printed in both languages, so one form works for the whole team. Have someone check the Arabic wording against your company's own terms before you roll it out.
What is the difference between a visit report and a call report?
A call report covers a phone or video call; a visit report covers a meeting in person, so it adds the place and the time on site. The rest is the same: who, why, what was said, the outcome and the next step.
Can I fill in the Excel file on a phone?
Yes, though typing into a spreadsheet on a phone is slow. The Excel file has drop-down lists for the reason and the outcome. For a team making several visits a day, an app that asks the same questions on one screen is quicker.
See it with your team
Leave every meeting with a next step.
Tell us how your team sells: on customer sites, on the road or at exhibitions. We will show you the app with your products, your team structure and your CRM in mind.
- What happens next
- Day 0You send the form. We reply within one working day.
- 30 minA call on your screen: capture, follow-up, CRM and what your managers see.
- Set-upWe build your workspace with you: companies, teams, products, wording.