Why do i need A contact report if i can remember what was said?

During my few weeks at Samanea PR, i got to know the most important thing to do after meeting a client....
being able to write a Contact Report.

Sounds simple, but it has to include detailed information regarding your meeting with the client and the following is what i had learnt about writing a contact report.

-It is done after meeting with a client, even after a simple phone-call.. a contact report has to be prepared.
-It includes detailed information of what was said at the meeting and by whom.
-It includes any agreements or conclusions arrived to during the meeting.
-It also marks the date as well as the number of people present.
-After typing it and making sure that its in the right format, it is then sent back to the client, with the dIsclaimer that if its not responded to, within the given time frame to make any alterations then the information on the report would be considered to be true, so the client cannot go back on their word.
-It is advisable to save it to PDF format before sending it out to the client ,because in that way the information will not be edited or altered with, for whatever reason.

Advantages of the contact report
-It shows or it sets itself as a reminder to the firm of their progress with the client.
-it can also be noted as a review of information.
-For the client to know what you are up to and what you have achieved.
-It benefits the firm to know where their time is going.
- It gives the firm a timeline, to know what has to be done and by when.
-It legitimizes the work being done.

Best of Luck.
Crystal
LUCT