A client preference sheet that records where every detail came from
This client preference profile gives a luxury concierge or lifestyle team one page per person for dining, hotels, gifting, wellness and events. Each preference carries its source and the date it was last confirmed, so your team knows what to trust.
Why a preference sheet needs a source and a date
Most guest preference sheets are a list of likes and dislikes. They work for a week. Then a colleague adds “prefers a high floor” after one stay, someone else notes “no lilies” from a florist’s comment, and nobody can tell which facts the client actually said and which were guesses. Six months later, a guess gets treated as gospel.
This profile adds two small columns to every line: where the fact came from (said by the client, observed by your team, passed on by an assistant, or vendor feedback) and when it was last confirmed. That’s what turns a list into a record you can rely on, and it tells you which details to check before a birthday dinner or a long trip.
The client preference profile
Seven sections. In the Word download each preference has columns for details, source and last confirmed, plus a change log at the end. Copy the pages for each person in the household.
Client preference profile
About this profile
- Name and relationship
- Who this page describes: the principal, a partner, a child or a frequent guest.
- Profile owner
- The team member responsible for keeping this profile current.
- Source key
- S said by the client, O observed by your team, A passed on by an assistant, V vendor feedback.
- Last full review
- The date someone last went through every section with the client or their assistant.
Dining
- Favorite restaurants by city
- The places they return to, and the table or server they like.
- Cuisines they love
- Cuisines and dishes to steer toward when suggesting somewhere new.
- Allergies
- Medical allergies only, with severity. Never mix these with dislikes.
- Dislikes
- Foods they avoid by choice, kept apart from allergies so a chef knows the difference.
- Wine and spirits
- Producers, vintages, cocktails, or a preference for alcohol-free options.
- Table and timing
- Booth or banquette, quiet corner or terrace, and the time they like to sit down.
Hotels and travel
- Preferred hotels and brands
- Properties by city, plus brands they won’t stay with.
- Room preferences
- Room type, high or low floor, connecting rooms, view.
- In-room setup
- Pillow type, temperature, minibar items to add or remove, flowers or no flowers.
- Flights
- Seat, meal, lounge and connection preferences beyond what the intake form holds.
- On arrival
- Who meets them, what should be waiting in the room, and what they need first.
Gifting and sizes
- Clothing and shoe sizes
- Sizes by brand where they differ, for gifts and travel emergencies.
- Ring and glove sizes
- For jewelry and accessories.
- Favorite brands and stores
- Fashion, home and beauty brands they buy for themselves.
- Flowers and florists
- Favorite flowers and colors, and the florist they trust in each city.
- Never send
- Items, scents, colors or brands that should never be given as a gift.
Wellness
- Trainers and practitioners
- Trainers, therapists and practitioners they see, by city.
- Spas and treatments
- Preferred spas and treatments, and any preference for a therapist.
- Dietary regimen
- Current eating plans, fasting days or supplements a private chef should know about.
- Fitness while traveling
- Gym, pool, studio or running route requirements on the road.
Entertainment and events
- Teams and sports
- Teams they follow and where they like to sit at games.
- Artists and performances
- Music, theater, opera or comedy they enjoy, and what they’ve already seen.
- Event style
- Black tie or casual, crowds or private rooms, early or late nights.
- Charities and causes
- Causes they support, useful for galas and gifts made in their name.
Pet peeves and never again
- Pet peeves
- Small things that spoil an experience, such as strong fragrance or a room by the elevator.
- Never again vendors
- Restaurants, hotels or suppliers that let them down, and what happened.
- Topics to avoid
- Subjects staff and vendors should not raise.
How to build a profile over time
- 1
Start from the intake conversation
Anything the client mentions in the first call goes straight in, marked S for said by the client with that day’s date. Expect a thin profile at first; that’s normal.
- 2
Add what you notice after every booking
After a dinner, a stay or a gift, note what landed and what didn’t. Mark it O for observed, so the next person knows it hasn’t been confirmed with the client.
- 3
Confirm before it matters
Before a milestone birthday or a long trip, check the observed and vendor-sourced lines with the client or their assistant, and update the dates.
- 4
Review the whole profile once a year
Go through every section, retire what is stale, and record the review date at the top. Log each change in the change log so the history stays visible.
Tips for profiles your team will trust
- Keep allergies and dislikes apart
- A chef treats “allergic to shellfish” very differently from “doesn’t enjoy shellfish”. Mixing them either puts a client at risk or limits their menu for no reason.
- Write specifics, not adjectives
- “Likes quiet restaurants” helps nobody. “Corner table, away from the bar, sits at 8:30” can be booked tonight by anyone on the team.
- Give the never send list real weight
- One wrong gift undoes years of good ones. Record scents, flowers, colors and brands to avoid, and check the list before every gift order.
- Profile the people around the principal
- Partners, children and frequent guests deserve their own page. Remembering that a principal’s daughter is vegetarian is often what clients notice most.
Where a preference sheet stops working
A document works while one person maintains it. Once several team members serve the same client, copies drift, the source and date columns get skipped in a hurry, and the person booking a table at 11pm can’t find the current version on their phone.
In MyRolodex, preferences live on a shared member profile that every request draws on, so the allergy is in front of whoever books dinner. Intelligent insights then use those preferences and upcoming dates to suggest what a member might need next, explain why, and wait for a person to approve them.
Take the client preference profile with you
Everything above, in a copy you can edit, share with your team and adapt to the way you work.
Client preference profile: common questions
Anything else, write to hello@myrolodexcrm.com.
What is a client preference sheet?
It is a record of how a client likes things done: restaurants, tables, hotel rooms, flights, gifts, wellness and the things to avoid. Concierge and lifestyle teams use it so any team member can book something the client will enjoy without asking them again.
Why record the source of each preference?
Because a preference the client told you is more reliable than one a colleague inferred after a single stay. Recording the source and the date last confirmed shows which details to check before something important.
Should each family member have their own profile?
Yes. Use one profile per person: the principal, a partner, each child and frequent guests. Household details such as staff and residences belong on the client intake form instead.
Can a hotel or private club use this preference sheet?
Yes. Hotels and clubs often use the dining, room and event sections as a guest preference sheet. Drop the gifting and wellness sections if you don’t offer those services.
How often should preferences be confirmed?
Confirm anything older than a year, or anything observed rather than said, before relying on it for an important booking. A full review once a year keeps the whole profile current.
Your members expect you to remember. Now your whole team can.
Or write to hello@myrolodexcrm.com