Template · offices and professional firms

File note template — short, factual, easy to find.

A file note records what was discussed about a matter in a meeting or phone call — so that someone can still understand it a year from now. With a template and an example.

Go to template Have it filled in automatically

Last updated: 3 October 2026 · by juunote · juunit GmbH

What goes into a file note

A few fixed details make the difference between a scrap of paper and a proper record.

MatterReference number, client matter, project or customer — what the note belongs to.
When and howDate, time and type: phone call, meeting, video call.
People involvedWho took part, with their role and company.
FactsWhat prompted it and what was described — factual, without judgement.
Outcome and agreementsWhat was discussed, decided or promised.
Deadlines and follow-upWhat needs doing by when, and when the file comes up for review again. Plus: who wrote the note.

Template to fill in

Download it as a Word file, print it or paste it straight into Word, Outlook or OneNote — tables and headings stay intact.

file-note-template.docx Word file

File note

Matter / ref. no.
Date, time
Type: Phone call / meeting / video call
People involved

Reason

Facts

Outcome and agreements

Deadlines and tasks

What	Who	By

Follow-up date
Written by

Example: client meeting

A file note on a meeting about selling a commercial property.

Completed exampleFile note · Becker GmbH8 October 2026 · Meeting · 35 min

Facts

Becker GmbH plans to sell its commercial property in 2027. The notary appointment is planned for February 2027, with a purchase price of around €1.2 million.

Client’s questions

Tax consequences of a sale in 2027
Timing of the handover

Agreed

Calculation of the tax consequences by 24 Oct
Client sends land register extract and draft contract

Deadlines

FLCalculation to client24 Oct
YouFile follow-up27 Oct

Tips

What makes a good file note

Write it promptly — Straight after the conversation — a day later the details are gone.
Stay factual — What was said, not what you think of it. Put direct quotes in quotation marks.
Clear to others — Write it so that a colleague covering for you can carry on without having to ask.
Enter deadlines straight away — A deadline in the note is no substitute for the calendar.
File it with the matter — A file note nobody can find is no help.

With juunote

Your file note writes itself while you listen.

juunote listens in on client meetings and phone calls on your computer and puts them into your structure: facts, questions, agreements, deadlines. Transcription runs locally, the audio is discarded, and the minutes are stored encrypted on your device.

No bot in the meeting
Transcription on your computer
Finished minutes in your template

Try free for 14 days How it works

Questions

Questions and answers

What is the difference between a file note and minutes?

Minutes document a meeting in full, following a fixed structure. A file note is shorter and records what was discussed about a particular matter — often from one side only, for example after a phone call.

Does a file note need to be signed?

No, a signature is not required. The author’s name and the date do make it traceable, though.

How long should a file note be kept?

As long as the file it belongs to. Law and tax firms are subject to professional retention periods; for companies, the retention periods of German commercial and tax law apply if the note is part of those records.

Can I record a phone call for the file note?

Only with the other person’s consent (§ 201 StGB, German Criminal Code). Ask at the start whether you may have notes taken.

Note: This page provides general information and is not legal advice. For your specific case, please ask your legal or data protection adviser.