Enquiry and Call Log

Who this is for

Every enquiry that reaches you, on one line, with the bit that usually goes missing: what happened next. Date and time, who it was, how they found you, what they wanted, the action taken and whether it turned into work.

Sole traders and small businesses taking enquiries by phone, email and web form, reception and office staff logging calls, and anyone who wants to know which source of enquiries is worth the money.

What this helps you track

• Who called, when, and how to get back to them
• Where the enquiry came from, so you can see which sources produce work
• What was asked for, in the caller's own terms
• The follow-up date, so nothing sits unanswered
• How many enquiries converted, counted and expressed as a rate

How to use it

1. Write the business, the period and who is keeping the log at the top.
2. Fill a row while the caller is still on the line — the details you mean to write later are the ones that get lost.
3. Record the source as the caller describes it, not as you assume it: ask how they found you.
4. Put a date in the follow-up column for anything you have not finished, and work down that column each morning.
5. Tick the converted column when the enquiry becomes a booking, order or job.
6. The browser and spreadsheet versions count the enquiries, the conversions and the rate between them.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

What counts as converted?

Whatever your business treats as won: a booked job, an accepted quote, an order placed. Decide once and stay consistent, because the rate at the foot of the sheet is only comparable if the column means the same thing every week.

Should I log every call, including the wrong numbers?

Log anything that was a genuine enquiry, however small. Wrong numbers and sales calls only clog the sheet, though some people keep a tally of them in the notes.

Is this a customer record?

No. This is the first contact and what you did about it. Names you want to keep belong in a customer spreadsheet, and the quote or job that follows belongs on a job tracker.

Can two people share one log?

Yes — add a column note or use the notes area to say who took each call. On the online version several people can keep their own copy and the sheets can be printed and filed together.