The Showing Notes Prompt
Phase Two  ·  The Note-Taking Prompt

From the car
to the CRM

A prompt that takes whatever you dictate after a showing — messy, out of order, stream of consciousness — and turns it into a CRM entry, a follow-up email draft, and a clear next action.

You already talk into your CRM after showings. This doesn't change that habit. It just sits in the middle — you dictate to Claude instead of directly to the CRM, and what comes out the other end is structured, usable, and sounds like you.

How it works

The flow

After a showing, open Claude on your phone. Paste your voice prompt at the top (the one you built in Phase One). Then paste the note-taking prompt below it. Then just talk — hit the microphone and say whatever you'd normally say. Don't organize it. Don't clean it up. Just get it out.

Claude will sort it. You'll get three sections back. Review, make small edits, copy the CRM entry into your CRM, send or schedule the email, and note the next action somewhere you'll see it.

Important This only works well if you did Phase One first. The voice prompt is what makes the email draft sound like you. Without it, the output will be competent but generic. Paste both prompts together at the start of every session.
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The prompt

Paste this after your voice prompt

This is the instruction set. It tells Claude what to do with your raw dictation. You paste this once per session, then dictate freely below it.

The Note-Taking Prompt — copy and save this I'm going to give you raw dictation from right after a showing or client call. It will be unorganized — I may repeat myself, trail off, or mention things out of order. That's fine. Your job is to turn it into three clean outputs.

Output 1 — CRM Entry
Write a clean, factual summary I can paste directly into my CRM. Use this structure:
Client name and contact info (if mentioned) / Property address / Client type (buyer, seller, both) / Motivation and timeline / Budget or price range signals / Key concerns or objections / Property reaction (what they liked, what worried them) / Current status in their search or sale process

Keep it tight. No filler sentences. Write it like notes, not a story.

Output 2 — Follow-Up Email Draft
Write a follow-up email I can send tonight or tomorrow. Use my voice (described above). The email should: acknowledge something specific from the showing or conversation, address any concern they raised without over-explaining it, keep the relationship warm without being pushy, and end with a clear but low-pressure next step. Subject line included. Keep it under 200 words.

Output 3 — Next Action
One sentence. What is the single most important thing I should do next for this client, and when should I do it? Format: Action — Timeline.

Here is my dictation:
[Paste or dictate your notes here]
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What you get back

Sample output structure

After you paste your dictation, Claude returns something that looks like this:

CRM Entry

Client: Sarah & Tom Weller — sarah@email.com / 612-555-0182
Property: 4812 Maple St, Edina
Type: Buyers — relocating from Chicago, motivated
Timeline: Need to be in by August
Budget: Comfortable up to $620K, prefer under $600K
Concerns: Roof age (original), neighborhood appreciation trajectory
Reaction: Strong on layout and yard. Kitchen was a positive surprise. Roof is the blocker.
Status: Second showing requested pending roof inspection info

Follow-Up Email Draft

Subject: Great to walk Maple Street with you today

Sarah and Tom — really enjoyed the showing today. That backyard is going to be hard to beat at this price point.

On the roof — I'm pulling the permit history and reaching out to the sellers' agent for the inspection records. I'll have something concrete for you by Thursday. In the meantime, if anything else came up for you since we left, just shoot me a text.

Talk soon.

Next Action

Request inspection records from listing agent and send to clients — Wednesday morning.

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Making it yours

Tips for better dictation

The prompt handles messy input well, but a few habits will make the output sharper from the start:

  • Say the client's name first, even if it feels obvious
  • Mention the address or at least the city/neighborhood
  • Say what they liked and what worried them — even briefly
  • End with "and the next step is..." even if you're not sure yet — Claude will work with it
  • Don't worry about grammar, filler words, or starting over mid-sentence
Refining over time If the CRM entry consistently misses something you care about — say, always forgetting to note whether they're pre-approved — add it to the prompt. Just add a line under Output 1: "Also note: financing status if mentioned." The prompt is yours to edit.
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The full session setup

What to paste at the start of every session

  • Your voice prompt (from Phase One)
  • The note-taking prompt above
  • Your raw dictation below both

That's the complete setup. It takes about thirty seconds once it becomes habit. Everything else Claude handles.

Phase Two of two. Once this is running smoothly, the next step is building a weekly pipeline review prompt — so you can talk through your active clients on Sunday night and come out with a prioritized call list for the week.