It takes under thirty minutes after each meeting, and yet it is the work advisors put off most often. But the meeting record is not a formality: it protects the client, it protects you, and in a compliance check it is the first document that gets opened.
What the meeting record is for
The record shows what your recommendation was based on: what the client wanted, what situation they are in and why you recommended this particular product. If the client comes back in two years saying the product does not suit them, the record is the only thing that shows how the meeting really went.
What belongs in the record
- The client’s requirements and goals. What they want and why. For example, a mortgage on a flat worth CZK 4.2 million with a monthly payment under CZK 18,000.
- Needs and financial situation. Family, income, commitments, savings, household risks. For investments, also the time horizon and attitude to risk.
- Recommendation. The specific product and its main parameters.
- Reason for the recommendation. How the recommendation matches the requirements and needs. This is the part most often missing from records.
- Risks and limitations. What you discussed with the client, for example a rate change after the fixed period ends or insurance exclusions.
- Next steps and signatures. What was agreed, who sends what, and by when.
The exact requirements are set by law for each type of product and by your network’s rules. Your network’s form always takes precedence; this list serves as a check that nothing has slipped through.
The most common mistakes
- Vague wording. “Client wants to protect the family” says nothing. “If the husband fell ill, the family could not cover the CZK 18,000 payment” says everything.
- Missing reason for the recommendation. The product is in the record, the link to the client’s needs is not.
- Risks not recorded. You discussed them, but there is nothing about it in the record.
- Record written after the fact. In the evening after five meetings, nobody remembers the details.
A template you can use right away
Client: name, date and place of the meeting
Requirements and goals: …
Needs and financial situation: …
Recommendation: …
Reason for the recommendation: …
Risks discussed with the client: …
Next steps: …
Signatures of advisor and client
How to have the record done in minutes
The fastest way is not to write it by hand at all. With the client’s consent, ZAPSIO records the meeting on your phone and prepares the meeting record in the structure above on its own. It flags anything that is missing, and you just review it and download it as a PDF. It also reminds you of dates such as the end of a fixed-rate period, when it is time for the next deal.
Your meeting record done in 2 minutes
ZAPSIO prepares the meeting record from your client meeting. Try it free for 5 days.
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