Free call log template
Write down every call as it happens: the time, who it was, their number, why they called and what you agreed. Add a follow-up when something needs doing, and the log shows what's open, due today or overdue. A By Day tab counts incoming, outgoing and missed calls and the minutes spent on each day.
Pro Want callbacks sorted by who owes them and when, plus a dashboard? See Call Log Pro →| Date | Time | Direction | Name | Company | Phone | Reason | Notes | Minutes | Follow-up | Follow-up by | Done | Follow-up status |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Nov 2, 2026 | 8:12 AM | Incoming | Linda Carter | (614) 555-0142 | No heat | Furnace won't start. Booked a tech for 1 pm today. | 6 | None needed | ||||
| Nov 2, 2026 | 9:05 AM | Outgoing | Ray Supply Co. | Ray Supply Co. | (614) 555-0187 | Parts order | Ordered 2 igniters and a blower motor. Delivery Wednesday. | 4 | Confirm the parts arrived | Nov 4, 2026 | Done | |
| Nov 2, 2026 | 10:40 AM | Missed | Unknown caller | (380) 555-0113 | No voicemail. | 0 | Call back once | Nov 2, 2026 | Done | |||
| Nov 2, 2026 | 1:30 PM | Incoming | Tom Becker | Becker Dental | (614) 555-0166 | Quote request | Wants a quote for a new rooftop unit for the office. | 9 | Send the rooftop unit quote | Nov 5, 2026 | Done | |
| Nov 2, 2026 | 3:15 PM | Outgoing | Linda Carter | (614) 555-0142 | Job follow-up | Checked the furnace is running. Happy with the visit. | 3 | None needed | ||||
| Nov 3, 2026 | 8:30 AM | Incoming | Grace Liu | (614) 555-0121 | Maintenance plan | Asked about the yearly tune-up plan. Sent the price sheet. | 7 | Call back to book if she signs up | Nov 10, 2026 | Done | ||
| Nov 3, 2026 | 11:20 AM | Incoming | Mark Ellis | Ellis Property Mgmt | (614) 555-0194 | Billing question | Thinks invoice 2291 was charged twice. | 5 | Check invoice 2291 with accounts | Nov 4, 2026 | Overdue | |
| Nov 3, 2026 | 2:00 PM | Outgoing | Sarah Novak | (380) 555-0158 | Appointment reminder | Left a voicemail about Thursday's 9 am visit. | 1 | None needed | ||||
| Nov 3, 2026 | 4:45 PM | Missed | Grace Liu | (614) 555-0121 | Voicemail: wants to sign up for the tune-up plan. | 0 | Call back to book the tune-up | Nov 4, 2026 | Done | |||
| Nov 4, 2026 | 8:05 AM | Incoming | Ahmed Saleh | (614) 555-0177 | AC noise | Outdoor unit rattling. Booked for Friday morning. | 4 | None needed | ||||
| Nov 4, 2026 | 9:50 AM | Outgoing | Grace Liu | (614) 555-0121 | Booking | Booked her tune-up for Nov 12. Card on file. | 6 | None needed | ||||
| Nov 4, 2026 | 12:15 PM | Incoming | Dana Whitfield | City Permits Office | (614) 555-0100 | Permit | Permit for the Oak St install is approved. Pick up at the counter. | 3 | Pick up the Oak St permit | Nov 6, 2026 | Due today | |
| Nov 4, 2026 | 3:30 PM | Outgoing | Mark Ellis | Ellis Property Mgmt | (614) 555-0194 | Billing question | Confirmed the double charge. Refund on the way. | 4 | Email Mark the refund receipt | Nov 5, 2026 | Overdue | |
| Nov 5, 2026 | 8:40 AM | Incoming | Tom Becker | Becker Dental | (614) 555-0166 | Quote request | Asked where the quote is. | 2 | Send the rooftop unit quote today | Nov 5, 2026 | Done | |
| Nov 5, 2026 | 10:10 AM | Incoming | Priya Shah | (380) 555-0135 | Thermostat | New smart thermostat won't connect to Wi-Fi. Walked her through a reset. | 14 | None needed | ||||
| Nov 5, 2026 | 1:25 PM | Missed | Unknown caller | (614) 555-0109 | Voicemail too quiet to hear. | 0 | Call back once | Nov 6, 2026 | Due today | |||
| Nov 5, 2026 | 4:00 PM | Outgoing | Ray Supply Co. | Ray Supply Co. | (614) 555-0187 | Parts order | Blower motor backordered. New date Nov 11. | 5 | Call Ahmed Saleh if his repair needs the motor | Nov 7, 2026 | Open | |
| Nov 6, 2026 | 8:15 AM | Incoming | Ahmed Saleh | (614) 555-0177 | AC noise | Running 20 minutes late is fine with him. | 2 | None needed | ||||
| Nov 6, 2026 | 9:30 AM | Incoming | Becky Moore | Moore Family Farm | (740) 555-0148 | Quote request | Wants a heat pump quote for the farmhouse. Site visit needed. | 11 | Book a site visit | Nov 10, 2026 | Open | |
| Date | Day | Calls | Incoming | Outgoing | Missed | Minutes |
|---|---|---|---|---|---|---|
| Nov 2, 2026 | Mon | 5 | 2 | 2 | 1 | 22 |
| Nov 3, 2026 | Tue | 4 | 2 | 1 | 1 | 13 |
| Nov 4, 2026 | Wed | 4 | 2 | 2 | 0 | 17 |
| Nov 5, 2026 | Thu | 4 | 2 | 1 | 1 | 21 |
| Nov 6, 2026 | Fri | 2 | 2 | 0 | 0 | 13 |
| Nov 7, 2026 | Sat | 0 | 0 | 0 | 0 | 0 |
| Nov 8, 2026 | Sun | 0 | 0 | 0 | 0 | 0 |
| Week total | 19 | 10 | 6 | 3 | 86 |
| Item | Count |
|---|---|
| Today's date | Nov 6, 2026 |
| Calls logged | 19 |
| Incoming | 10 |
| Outgoing | 6 |
| Missed | 3 |
| Total minutes on the phone | 86 |
| Average call length (minutes) | 5.4 |
| Follow-ups open | 6 |
| Follow-ups due today | 2 |
| Follow-ups overdue | 2 |
| Follow-ups done | 6 |
| Calls by reason | |
| Quote request | 3 |
| Billing question | 2 |
| Parts order | 2 |
| No heat | 1 |
| AC noise | 2 |
| Maintenance plan | 1 |
What's inside
- One row per call with date, time, incoming, outgoing or missed, name, company, phone number, reason and notes
- A follow-up and due date for any call that needs action, with a checkbox to tick it off
- Follow-up status works itself out: None needed, Open, Due today, Overdue or Done
- A By Day tab with calls, incoming, outgoing, missed and minutes for each day of the week
- A summary with total minutes, average call length, open and overdue follow-ups, and calls by reason
- Room for 50 calls, and works in Google Sheets and Excel
How to use it
Download your copy
Click "Free download" to save the .xlsx file. It opens in Excel, or in Google Sheets: open a blank sheet (sheets.new) and choose File, then Import, then Upload. The sample is a week at a small heating and cooling company's front desk.
Set today's date
On the Summary tab, the first value is the date the log counts from. Type =TODAY() there so Due today and Overdue stay current.
Log calls as they happen
Keep the sheet open and add a row for each call: date, time, direction, name, number and a line of notes. Missed calls count too.
Add a follow-up when needed
If you promised to call back or send something, write it in Follow-up with a date. Leave both blank if nothing else needs doing.
Tick off follow-ups
Click the Done box when it's handled. It drops out of the open count on the Summary tab.
Set the week on By Day
Type the first date of the week in the top cell of the By Day tab. The other six days fill in, and so do the counts.
Tips
Write the promise, not the chat
Notes like "Refund on the way, email receipt" are what you need later. Skip the small talk.
Keep reasons consistent
Pick a short list of reasons, like Quote request or Billing question, and reuse them. The Summary counts each one so you can see what people call about most.
Search by number
Press Ctrl+F (Cmd+F on a Mac) and type part of a phone number to find every call with that person.
Start a new tab each month
Right-click the Call Log tab, choose Duplicate, rename it and clear the rows. Old months stay in the same file.
Questions
What should a call log include?
The date and time, who called or who you called, their phone number, the reason, short notes and any follow-up. This template also tracks minutes and whether each call was incoming, outgoing or missed.
Can I use it as a phone log or communication log?
Yes. It works as a phone log as is. For a communication log, add Email, Text or Meeting to the Direction column, or rename it Method. Everything else works the same.
Can more than one person use it at once?
Yes. Share your Google Sheets copy with the team. Each person adds their calls on a new row, and you can add a Taken by column if you want to see who logged what.
Does it record calls automatically?
No. It's a log you fill in by hand. Your phone system or carrier may let you export call history, which you could paste into the Date, Time and Phone columns.
How do I add more than 50 calls?
Insert rows above the last row and copy the Follow-up status formula down. Then stretch the ranges in the Summary and By Day formulas, or start a new tab each month.
Is it free, and does it work in Excel?
Yes. Download the .xlsx file and open it in Excel or Google Sheets. In Excel the Done column uses a TRUE or FALSE dropdown instead of a checkbox.
Pro version
Call Log Pro
A call log for your front desk that gives every callback an owner and a due date, lists what's overdue and due today, and shows when your calls get missed.
No callback gets forgotten
Every follow-up gets a person and a due date. The Follow-ups tab lists everything still open, overdue first, and flags what's due today.
A callback list for each person
Pick a name at the top of Follow-ups to see just their callbacks, then print it or keep it open next to the phone.
Fast to fill in
Direction, who took it, reason, outcome, owner and priority are all dropdowns. Type the caller, their number and one clear line about what they wanted.
See when calls get missed
By Hour shows calls for every hour and weekday, with the share that went to voicemail or wasn't answered, so you can see when you need more cover.
Know how each person is doing
By Person shows calls taken, talk time, follow-ups owned, how many were done on time and what's overdue right now.
A Dashboard for any period
Pick today, this week, this month or a longer period to see calls, missed calls, how many were called back and talk time, plus charts by hour and by day.
| Free | Pro |
|---|---|
| One call log | Call log with dropdowns for everything |
| Follow-up date and done box | Follow-ups with an owner, priority and Overdue / Due today / Done late statuses |
| · | Follow-ups list sorted by due date, per person, printable |
| Calls by day | Dashboard with a period picker and charts |
| · | Calls by hour and weekday, with missed-call share |
| · | Calls and follow-ups per person |
| · | Repeat callers flagged by phone number |
$19 one-time
7 tabs: Start Here, Dashboard, Follow-ups, Call Log, By Person, By Hour and Setup. You get two copies: one filled in with a sample office's calls so you can see it working, and a blank one ready for your own.
Get Call Log Pro for $19- Instant download after checkout
- Works in Google Sheets and Excel
- Yours to keep and reuse every year