# License reclamation referral brief template | SourceX

Canonical: https://refer.sourcex.si/resources/license-reclamation-exceptions-referral-brief-template
Last updated: 2026-10-19

A company introduction about license reclamation exceptions fits on one page: company size, the asset manager, identity system and service desk by name, years of history per record class, rough candidate volumes, the share with a written decision, the known gap, the owner and authorized contact, and one open question. Fill it in from a ten-minute conversation with the head of IT asset management. Nothing in it should come from a file you were shown.

This template belongs to the [license reclamation exceptions guide](/guides/workflow-license-reclamation-exceptions). Copy the blank brief below, then use the completed example to check the level of detail.

## How to use this template

Three rules keep the brief useful and safe:

1. **Metadata only.** Record what exists, how much, how long, which system and who owns it. No account names, device names, ticket text, sign-in values or screenshots.
2. **Ranges, not counts.** "About 250 to 350 candidates a cycle" is enough. Write "not known" rather than guess.
3. **Separate explaining from authorizing.** The asset management head explains the records; an executive authorizes a licensing discussion. The [who can license decision tree](/questions/who-can-license-license-reclamation-exceptions-records) shows how to find that person.

## The blank brief

| Field | What to write | Source of the answer |
|---|---|---|
| Company and size | Sector, country, full-time headcount at peak (contractors excluded) | Company website, the asset management head |
| Business task | The reclamation and true-up cycle, in one line | Asset management head |
| Systems | Plain-text names of the asset manager, identity system, service desk and where true-up worksheets live | Asset management head |
| Years of history | First year of assignment history, candidates, tickets and worksheets | Asset management head or administrator |
| Candidate volume | Candidates per cycle, as a range | Asset management head |
| Decision coverage | Rough share of candidates with a written objection or approval | Asset management head |
| Known gap | Where evidence expired or was never captured | Asset management head |
| Records owner | Executive who owns IT operations data | Asset management head, then confirmed |
| Authorized contact | The person who agreed to an introduction | That person |
| Open question | One thing the records might show that nobody has checked | Your conversation |

## A completed brief (Illustrative)

Invented for this page. A fictional multi-site veterinary hospital group; the same company appears in the [worked shared-device case](/guides/license-reclamation-exceptions-exception-examples).

| Field | Completed entry |
|---|---|
| Company and size | Veterinary hospital group, United States, 540 full-time employees, 22 sites |
| Business task | Quarterly license reclamation and an annual true-up for the office suite and two clinical apps |
| Systems | A software asset manager, a cloud identity system, an IT service desk; true-up worksheets in a procurement folder |
| Years of history | Assignment history since 2020; candidates since 2021; tickets since 2019; worksheets since 2020 |
| Candidate volume | About 300 candidates a cycle |
| Decision coverage | Estimated 1 in 15 candidates has a written objection or approval; most shared-device cases ticketed since 2022 |
| Known gap | Raw sign-in logs not exported before 2023; earlier evidence survives only where values were pasted into tickets |
| Records owner | Chief operating officer |
| Authorized contact | Chief operating officer, who agreed to a short call; privacy lead to join later |
| Open question | When a shared device appeared to be an inactive user, does the record show who decided and on what evidence? |

**Why this example works.** The known gap is stated plainly, and it rests on a documented default: Microsoft states that Entra sign-in logs are kept seven days on the Free tier and 30 days on P1 and P2 unless routed elsewhere, so evidence from before an export started is usually gone. The open question is specific: Microsoft's shared computer activation gives each user on one computer a separate licensing token that renews while they use the apps, which is why shared workstations confuse single-signal rules. The volume comes from the candidate table, which tools such as ServiceNow populate through a scheduled reclamation job.

The [client opportunity brief generator](/tools/client-opportunity-brief-generator) can format these answers, and the [warm introduction brief](/resources/a-warm-introduction-brief-for-a-business-owner) shows a covering note that discloses your possible referral reward. For a brief written around a migration rather than a true-up, compare the [CRM migration handoff checklist](/resources/a-data-opportunity-handoff-checklist-for-a-crm-migration).

## What stays out of the brief

- Candidate lists, account names or device names
- Ticket numbers, ticket text or sign-in values
- Exports, screenshots or logins to any tool
- Software contract terms or vendor names beyond plain-text tool names
- Any view on whether the records can legally be licensed

If the asset management head offers any of these, decline politely and say SourceX's review will ask for what it needs under the company's own controls.

## Checks before you send it

1. **Qualification.** The company needs 50+ full-time employees at peak (contractors excluded), a documented operating history, rights to license the records and an authorized contact. Companies in the U.S., Canada and the EU qualify, as do companies in the UK, Australia, New Zealand, India, Singapore, South Africa, Latin America, the UAE and Saudi Arabia when at least 90% of the data is in English.
2. **A real authorized contact.** A named person who agreed, not a guessed title.
3. **Partner agreement.** Partners sign the Channel Partner Agreement before submitting introductions. Credit goes to the first valid introduction within the 90-day window, recorded when the company submits a verified application.

Unknown until SourceX reviews it: the employee-data and vendor-terms position, de-identification needs, buyer interest and any terms. Software advisors who run selection projects will find more on the [software selection consultant page](/for/software-selection-consultant).

## Next step

> **Refer a company. Earn up to $100,000.** Default reward: 25% of Actual Supplier Payout, capped at $100,000 cumulatively per referred company. Eligibility and payment conditions apply, and a signed Schedule A or addendum can differ. A lead, meeting or signature alone does not trigger payment.

When the brief is complete and the authorized contact has agreed to an introduction, [register as a partner](/register), confirm the company against [who qualifies](/who-qualifies) and read the [program terms](/terms) before you submit it.

## Sources

- https://refer.sourcex.si/terms
- https://learn.microsoft.com/en-us/entra/identity/monitoring-health/reference-reports-data-retention
- https://learn.microsoft.com/en-us/microsoft-365-apps/licensing-activation/overview-shared-computer-activation
- https://support.servicenow.com/kb?id=kb_article_view&sysparm_article=KB1178718