51+ Sample Client Lists

What Is a Client List?

A client list or customer list refers to a document that lists down every detail about clients who purchased or transacted from your enterprise. It basically contains the names of clients that the business has met currently and even way back from when the business started. Besides the names, other crucial information includes the contact details, type of client, what customers have paid for, and even how often they transact with you. And clients lists have been used by managers and representatives who want to trace down existing or potential customer information.

It has been reported by Temkin Group that most companies earn $1 billion a year and even expect an average of another $700 million by investing in customer experience within three years.

Also, PwC said that 63% of clients are willing to share more of their details with a business that provides them a positive experience.

Why Is a Client List Important?

Client lists are important because they contain the facts and information about clients in one database. The drop-down list will help you remember the names of particular clients, what they bought or paid for, and even how much they spent over time. More so, a client list is helpful for tracking purposes. Maybe you noticed that one client has not been active in transacting with your business for months, and you could contact that client for a possible discount, voucher, or promotion to be more active again. Hence, you can track them for various purposes.

Most importantly, client lists are crucial to businesses in general because these clients are who made such companies be successful too. The business manager, HR,  or even an employee can base from the list to contact certain customers once again and aim to offer a more positive experience. In fact, it has been reported that 63% of clients are willing to share more of their details with a company that promises them a wonderful experience. And a single client list can lead you in reaching the goal of observing a positive experience for such clients.

What Are the Standard Elements of a Client List?

There is no exact format for what client lists should be like. That is because how the client list is prepared will depend on the business’s goals and objectives. But generally, a client list would have the following standard elements:

Names of Clients: Of course, a client list should write down the names of each client involved in a business. The standard is to write their complete legal name for formality purposes of a customer profile. That way, you will not have to forget who is who in terms of client identification. And business owners or workers should practice familiarizing each client through facial recognition too. Expect such names to be listed in numerical order so you can see how many clients are actually patronizing your company.Contact Information: Client lists are also known for noting the clients’ contact information. It can be a client’s phone number, email address, physical address, and more. And it is through these details that businesses find it accessible to communicate with clients anytime, especially if updated numbers and data are recorded in the list. Also, you can send special announcements, promos, and the like using the contact info as your official client call log.Type of Client: Clients in business are usually divided into a set of hierarchies. There are those who are just average customers while some are considered as premiums, especially those who paid to be a premium member or applied for a loyalty program. And those who belong to the premium members often receive freebies and special deals. And the list should clearly show what type of client each customer is.Purchased Items or Services: Some client lists go further by recording what such clients purchased. Whether the clients paid for items or services, it is important to note them down. A common use for that is to know which products and services appeal most to clients and which ones do not benefit sales that much. And a business receipt is one example that can track those purchased goods and services since receipts contain not only which items were bought but also how much was spent in transactions.Account Number: Similar to official receipts, there is a designated reference or account number per receipt. And those are also applicable to a client list where you assign account numbers per client for easy identification. Consider that number as a client’s ID or unique serial number for easy tracking.Activity Patterns: Lastly, do not forget about activity patterns. This section refers to how active or passive clients are in dealing with your company. Those who are active would be those customers who transact at least every few days or weekly. Meanwhile, those passive clients are the ones who least likely make a purchase with you. Consider this part as your basis in checking the duration of how active clients are in transacting with you.

How to Make an Effective Client List

It is time to apply what you have learned recently into making the client list itself. The process is quite easy, particularly when you already have a reference of all your clients’ data already. And things even get easier with sample client list templates that are editable, printable, and accessible anytime. And to ensure you create a client list effectively, be sure to apply these six steps:

Step 1: Assess Your Client List’s Purpose

What is your main reason for making a client list in the first place? Is it to track your clients’ spending habits, to familiarize their names or contact numbers, or maybe to optimize your business by providing a more positive customer experience? Whatever your purpose is, be sure to be reminded of it because it will help you on how to form the client list effectively. For example, you have to include a client’s activity patterns and purchased products if you wish to know their spending habits. Nonetheless, your goals should be met in finishing the list.

Step 2: Create a Draft of the Client Data You Currently Have

You should provide a draft first of all the client data you have at the moment. It does not matter if they are incomplete as long as you can make a draft from the client’s name, contact details, and other relevant information. Once you are done with your draft, you will eventually arrange your details by categorizing the data according to the name, type of client, numbers, etc. Rest assured, an organized set of data will make your final client list easy to read later on.

Step 3: Transfer the Client Data to Your Preferred Sample

First of all, did you already check every sample client list that was listed on top of this article? Check them out! You will simply transfer the client data from your draft to your chosen sample template rather than create a client list from scratch. And that is where things get easier since the samples are premade, meaning you only answer every blank provided or add the finishing touches. Also, you still have to work on the data’s organization to the sample used. Hence, don’t just transfer information without a sense of arrangement.

Step 4: Make Use of the Sample Client List’s Editable Features

Each sample client list allows you to edit the format, content, and design. Be sure to assess your preferred versions whether you want the PDF or MS Word format. You can also make client lists as soft copies besides printed copies. What matters most is that you are happy with the results of the list. Go for whatever is more convenient and user-friendly on your part. Or perhaps, you base on the convenience of who uses the list in the first place.; that is if the list isn’t yours to use afterward.

Step 5: Insert the Necessary Elements of the Client List

Can you still remember that important elements of a client list discussed earlier? Those elements make up a complete client list so check if you have everything covered for your list already. Down from the names to the activity patterns, insert them individually in your document. You may insert more relevant categories too if you wish to add more data into the client list. And most importantly, ask your clients cordially if they are comfortable with listing their information because it also is a matter of privacy for some people.

Step 6: Focus on Observing an Easy-to-Follow List and Update It

Conduct a final evaluation of your client list until you only need retouches and finishing improvements. The key is to use words that are straight to the point, especially when a list is a form of enumeration and not a long paragraph. But, it should still observe enough detail where the client list is actually a reliable reference for client data. Lastly, update the list from time to time in case there are new clients to add to the list and other possible changes.


What are effective ways to increase the number of clients?

Many examples exist on how to boost the number of customers for your business. You can ask for client feedback, reward clients for their loyalty, enhance customer service programs, or maybe observe a customer-driven type of organization.

Who benefits from client lists?

Managers, HR, traders, freelancers, and more can benefit from using client lists. Basically, client lists cater to anyone whose concern is to track and familiarize clients of a certain business; thus, making it easier to get in touch with clients when needed.

How important are clients?

Clients are very valuable considering they help keep your business afloat in the first place. Without clients while selling products and services, how will your business survive? And such customers are smart as well that they would know if they are being used by businesses simply to purchase. The key is to actually treat them as friends rather than assets since business is a give-and-take process, meaning businesses should also think about the welfare of clients in running operations.

Businesses have to be sensitive to their clients. Otherwise, ignoring or offending customers might have them not transact with you once again. It could happen from as simple as forgetting their names. Thankfully, you can prevent mishaps in dealing with clients when you have a comprehensive client list—your best ticket to expanding and building customers over time. Create one now!