Client discovery notes template

CLIENT DISCOVERY NOTES

**Client / organisation:** ____________________
**Meeting date and time:** ____________________
**Participants and roles:** ____________________
**Notes owner:** ____________________

Fill only from the source. Write "Unknown" for missing information and
"Not agreed" for an unaccepted action. Add a row for each separate item
in the tables; delete unused blank rows. Label any later confirmation
with its source and date instead of treating it as a meeting agreement.

## Client objective
What outcome did the client say they want? Keep their wording where useful.

## Current constraint
What does the client say is making that outcome hard today?

## Evidence and observations
| What was said or observed | Who or what is the source? | Transcript line, document or example reference | Confirmed or still open? |
|---|---|---|---|
| ____________________ | ____________________ | ____________________ | ____________________ |

## Working interpretation
What might the objective and constraint mean? Label this as your interpretation, not the client's fact.

## Discovery question still to answer
| Question | What we know so far | Evidence reference or person to ask |
|---|---|---|
| ____________________ | ____________________ | ____________________ |

## Suggestions raised, not agreed
- ____________________

## Agreed discovery next step
**Step:** ____________________
**Owner:** ____________________
**Due date (if agreed):** ____________________
**What evidence or result will this produce?** ____________________
**Agreement reference:** ____________________

## Other agreed follow-up
| Action agreed in the meeting | Owner | Due date (if agreed) | Evidence reference |
|---|---|---|---|
| ____________________ | ____________________ | ____________________ | ____________________ |

## Open point that could change the next step
What remains unknown, and why could it change the plan?

## Check-back
**Next conversation (if agreed):** ____________________
**Client confirmation needed from:** ____________________
**Checked by and date:** ____________________

CLIENT DISCOVERY NOTES

Client / organisation: Northline Cold Storage (fictional)
Meeting date and time: 21 October 2026, 10:00–10:40
Participants and roles: Leah Ortiz, operations lead; Maya Chen, account lead; Arun Patel, implementation consultant
Notes owner: Maya Chen

Client objective
Leah wants dispatch staff to see which orders need a temperature review before a truck leaves.

Current constraint
Leah says staff check a shared inbox and a spreadsheet, then ask a supervisor when the order status looks old.

Evidence and observations
| What was said or observed | Who or what is the source? | Transcript line, document or example reference | Confirmed or still open? |
|---|---|---|---|
| Leah says delays usually become apparent when the driver is ready. | Leah Ortiz, meeting statement | Recap, 21 Oct, 10:12 | Client report; timing not measured |
| Three handoffs were described for a delayed order. | Leah Ortiz, walkthrough | Notes from 21 Oct, 10:19 | Process description; sample size unknown |

Working interpretation
The handoff may be the main source of delay. This is a hypothesis; the team has not checked order records.

Discovery question still to answer
| Question | What we know so far | Evidence reference or person to ask |
|---|---|---|
| How often does a temperature review delay dispatch? | Leah does not have a count in the meeting. | Ask Leah for a recent anonymised sample; 21 Oct, 10:26 |

Suggestions raised, not agreed
- Maya suggested adding a status flag. Leah did not agree to a design choice.

Agreed discovery next step
Step: Leah will send an anonymised list of ten recent delayed orders with timestamps, if available and permission to share is confirmed.
Owner: Leah Ortiz
Due date (if agreed): 28 October 2026
What evidence or result will this produce? A timeline for each supplied order, showing recorded waits and gaps. A sample of delayed orders cannot establish how often delays occur across all orders.
Agreement reference: Recap, 21 Oct, 10:31; conditional on permission to share the sample

Other agreed follow-up
| Action agreed in the meeting | Owner | Due date (if agreed) | Evidence reference |
|---|---|---|---|
| Maya will review the sample and bring back any gaps in the timeline. | Maya Chen | 30 October 2026 | Meeting notes, 21 Oct, 10:34 |

Open point that could change the next step
The timestamps may be incomplete, and permission to share the sample is not confirmed. Maya proposes discussing a smaller sample if needed; that fallback has not been agreed. The frequency question needs complete counts of delayed orders and total orders for the same defined period.

Check-back
Next conversation (if agreed): 2 November 2026
Client confirmation needed from: Leah Ortiz, on whether the sample can be shared in anonymised form
Checked by and date: Maya Chen, 21 October 2026

Produce client discovery notes in the supplied template's field order, using only the supplied recap or authorised transcript. Before submitting material, the reader must remove confidential or identifying data and confirm permission to use the chosen service.

Use these fields: Client / organisation; Meeting date and time; Participants and roles; Notes owner; Client objective; Current constraint; Evidence and observations; Working interpretation; Discovery question still to answer; Suggestions raised, not agreed; Agreed discovery next step (Step, Owner, Due date if agreed, What evidence or result will this produce?, Agreement reference); Other agreed follow-up; Open point that could change the next step; Check-back (Next conversation if agreed, Client confirmation needed from, Checked by and date).

Preserve supplied source references for statements and actions, including any conditions on agreement. Do not invent locators. Label client reports separately from measured observations and your working interpretation. Put suggestions in their own field. Preserve missing facts as "Unknown" and unaccepted actions as "Not agreed"; never infer a decision, owner or due date. State what the discovery step cannot establish when the source provides a limit. Leave Checked by and date for the human reviewer. A person must confirm every name, decision and due date, and each action owner, against the source before sharing the notes.