How to keep customer contact preferences on file
Customers answer faster when you reach them the way they prefer. A one-line preference note saves missed visits and awkward calls.
- Ask once, at booking. Ask: call, text or email, and what times are best. Write the answer where the whole team can see it.
- Record the gate and pet notes too. Anything that affects arrival belongs in the same note.
- Note who to contact. For landlords, property managers and couples, record who approves work and who is simply on site.
- Respect quiet hours. If a customer says no calls before 9, write it down and follow it.
- Review before each visit. Whoever dispatches reads the note first, so nobody asks the same question twice.
Common questions
Where should this note live?
Wherever your team already looks before a visit: the customer record, the job, or a shared sheet. Pick one place.
What if the customer changes their mind?
Update the note the same day so the next person sees the new preference.
See also the contractor guides and free tools.
General information, not legal or financial advice. Verify with your attorney or accountant.
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