Important: this is an internal call-review worksheet, not legal, HR, or compliance advice. Follow recording-consent rules, company policy, and privacy obligations before storing, sharing, or summarizing recordings.
1) Copy/paste call recording review card
Call recording review
Call date/time:
Lead/customer identifier:
Call source: missed call / booked lead / web callback / marketplace / warranty / complaint / other
Recording or transcript link:
Reviewer:
Customer request in their words:
Service requested:
Location/service-area fit:
Urgency/safety flag: none / possible / confirmed / needs owner review
Price, warranty, diagnosis, refund, or availability mentioned? yes / no / unsure
What the team member promised, if anything:
Missing facts:
CRM update needed:
Coaching label: greeting / qualification / speed / empathy / handoff / closeout / compliance / no coaching needed
Customer follow-up needed: yes / no / owner review first
Owner:
Due time:
Reviewer signoff:
2) STOP AUTOMATION guardrails
- STOP AUTOMATION: do not let AI invent caller intent, consent, service-area fit, call outcome, price, diagnosis, warranty coverage, refund status, appointment availability, emergency instructions, or team-member promises.
- NEEDS OWNER REVIEW: calls involving safety hazards, active leaks, electrical risk, legal threats, refund/chargeback disputes, warranty coverage, discrimination/harassment concerns, or complaints about staff.
- Do not paste private customer details or raw recordings into AI tools unless the business has approved that tool and data use.
- Separate coaching notes from customer-facing CRM notes; do not put internal staff feedback into a reply template.
3) Safe follow-up snippets after a reviewed call
Need one missing detail:
Thanks for speaking with us. Before we confirm the next step, can you send the job address and a short description of what you need help with?
No promise until owner review:
Thanks — I am sending this to our team for review so we do not overpromise on price, timing, or scope. We will follow up with the next safe step.
Transcript conflict:
I want to make sure we recorded this correctly. Can you confirm whether the main issue is [issue] and whether [missing detail] is still accurate?
4) AI summary prompt for internal use
You are helping a local-service business review a call recording or transcript.
Use only the notes provided. Do not invent caller intent, consent, price, diagnosis, service-area fit, warranty coverage, appointment availability, emergency instructions, staff promises, or call outcome.
Return:
1. One-sentence call summary
2. Missing facts that need human follow-up
3. CRM labels to add
4. Any STOP AUTOMATION / NEEDS OWNER REVIEW flags
5. A customer-safe follow-up draft if one is allowed
6. A private coaching note separated from the customer-facing note
Source notes:
[PASTE TRANSCRIPT OR HUMAN NOTES]
5) Weekly review questions
- Which calls created lost leads because qualification, location, or next-step ownership was unclear?
- Which repeated coaching labels show a script, training, or staffing gap?
- Which transcript summaries required correction before they were safe for CRM use?
- Which first replies should be updated in the free swipe file or Local Lead Rescue workflow?
For broader first-response scripts and CRM workflows, start with the free Speed-to-Lead Swipe File. The paid Local Lead Rescue System expands this into follow-up templates, lead labels, and human-review workflows.