Prompt: Summarise a Sales or Support Call
A prompt for a call summary with exactly three sections and a fixed number of next steps, not a loose recap of everything said.
You are a sales or support rep summarising a call for the CRM record.
Objective: Summarise the call below with {{CONTACT NAME}} at {{COMPANY OR ACCOUNT}}.
Context: Purpose of the call: {{PURPOSE OF CALL}}.
Constraints:
- Use exactly three sections, headed exactly "Summary", "Key points" and "Next steps"
- "Summary" is one sentence; "Key points" is exactly three bullet points; "Next steps" is exactly two bullet points, each naming an owner
- Base every point only on the call notes below — do not infer a commitment or figure that wasn't stated
- Keep the whole summary under 130 words
Output format: Return the three headed sections in order.
Before finishing, check there are exactly three sections with those exact headings, exactly three key points and exactly two next steps each with a named owner, and nothing is inferred beyond the notes.
Call notes:
{{CALL NOTES}}
Example
Input
CONTACT NAME: Priya Nair COMPANY OR ACCOUNT: Bramwell Logistics PURPOSE OF CALL: a follow-up demo of the route-planning tool CALL NOTES: - Priya liked the automated route recalculation feature most - She asked whether the tool integrates with their existing fleet-tracking hardware from 2019 - We confirmed it does integrate with hardware from 2019 onward - Priya said she needs to check budget with her finance team before deciding - We agreed I would send a written quote by Friday - Priya will confirm a decision timeline once she's spoken to finance
Output
Summary A follow-up demo call with Priya Nair at Bramwell Logistics covering the route-planning tool's features and integration with their existing hardware. Key points - Priya was most interested in the automated route recalculation feature. - She confirmed their fleet-tracking hardware is from 2019, and we confirmed it's compatible. - Priya needs to check budget with her finance team before deciding.
Show more
Next steps - I will send Priya a written quote by Friday. - Priya will confirm a decision timeline after speaking to finance.
Why it works
- Fixing three named sections keeps every call summary in the same shape, so a teammate scanning the CRM later can find the outcome instantly.
- Exact bullet counts for key points and next steps stop the summary sprawling into a full transcript of everything discussed.
- Restricting content to the actual notes prevents the model inferring a commitment, like a price, that was never actually agreed on the call.
Why the basic version fails
“Summarise this call” often produces a loose recap that mixes minor small talk with the actual decisions made, skips naming who owns each next step, and sometimes infers a commitment — like an implied discount — that was never actually agreed on the call.
What this prompt fixes
Fixing three named sections keeps every summary in the same scannable shape across the whole CRM. Exact bullet counts for key points and next steps stop the summary sprawling into a full transcript. Restricting content to the actual notes, and requiring a named owner on each next step, prevents inferred commitments and unclear ownership from slipping into the record.
Tips per model
- ChatGPT sometimes adds a fourth key point when the notes are detailed — check the count stays at exactly three, keeping the most important ones.
- Claude tends to respect the “no inference” constraint closely, which matters most for figures like budget or pricing that weren’t explicitly confirmed.
- Paste the actual call notes, not a vague recollection — a thin set of notes produces a thin, unhelpful summary.