Send the recap within an hour of every call

Turn the transcript into a short recap in the buyer’s words, with what you agreed and the next step with a date, and send it before they’ve moved on.

By Angelo Natale15 minAfter every sales call

What it does

The recap is the buyer’s best tool for selling you inside their company. If it lands within the hour, in their words, with the numbers they said and a dated next step, they forward it. If it lands two days later as “great chatting!”, it gets archived. An AI assistant drafts it from the transcript in a minute. You check it and send it.

What you need

  • A call recorder that transcribes
  • Claude or ChatGPT
  • Your CRM

How it works

  1. Record and transcribe the call

    Ask at the start: “Mind if I record, so I can send you good notes?”

  2. Draft it from the transcript

    Prompt for Claude or ChatGPT, with the transcript attached
    Here's the transcript of my sales call with [NAME], [TITLE] at [COMPANY].

Draft a recap email from me to them, under 150 words:
1. One line of thanks, no fluff.
2. What they told me, in their words: the problem, what it costs them, and what they want to change. Quote their numbers exactly.
3. What we agreed.
4. The next step, with the date and who does what.
5. Anything I promised to send, and when.

Plain words. Don't add anything they didn't say. If something in the transcript is unclear, mark it [CHECK].

  3. Check every number and promise

    Fix anything marked [CHECK]. Every promise needs a date, and every number has to be theirs, said the way they said it.

  4. Send it within the hour

    To everyone who was on the call, and anyone they said needs to see it.

  5. Log it on the deal

    Paste the recap into the deal, and set the next step and its date. If the next step slips, the deal shows up in your quiet deals view.

What good looks like

Every call has a recap in the buyer’s inbox within the hour, good enough that they forward it.

An example, not a client story. “Maria, thanks for the time today. You said rebuilding the schedule takes your dispatcher about 6 hours a week, and two customers left last year over late pickups. You want sick calls handled without redoing the day. We agreed I’d set up a test with your real routes. Next step: Thursday at 2pm, with you and Dan from IT. I’ll send the setup checklist by tomorrow at noon.”

Mistakes to skip

  • “Great chatting!” with nothing they can forward.
  • Your words instead of theirs.
  • A next step with no date.
  • Sending it the next day.

More playbooks

All 64 playbooks →

Rather not run it yourself?

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