How to Write a Contact Report
A contact report documents all the topics discussed during meetings, conference calls and phone calls. One such example of a contact report is used during fundraising; it summarizes the topics a fund development professional discusses with a potential donor. The report helps you to clarify any misunderstandings or questions about which parties shared what information. Writing a contact report can seem difficult and useless, but in the long run it can save time and minimize frustration.
Ask all the names of everyone in the meeting, conference call or phone call. Write them down at the top of your paper, along with the date and time the meeting began and ended.
Take notes on all important aspects of the meeting, phone call or conference call.
Type your contact report referring to your meeting notes. Include the name of the company and the person representing the company, as well as the other company's name or its representative.
Log the date and the means of contact. In business cases, document the names of all employees or people who were involved in the meeting; what happened of importance in the meeting; who said what; what information was discussed and what was accomplished; the next item to speak about or whether everything was settled; and in the former case, the date of the next meeting.
Look over the contact report and make sure that nothing is missing. Add any missing details.
Send the contact report, either by email, fax or postal mail.