# Mis-pick recovery referral brief template | SourceX

Canonical: https://refer.sourcex.si/resources/mis-pick-recovery-referral-brief-template
Last updated: 2026-10-19

A mis-pick recovery introduction needs eight facts, all metadata: company size, the systems on each side of the 3PL contract, years of history, approximate recovery counts, who administers each system, the open rights question, any real access date and the person who can authorize a licensing discussion. Fill the template below from one conversation with the customer operations head. It never contains a ticket, a photo, an order number or a customer name.

This template is part of the [mis-pick recovery guide](/guides/workflow-mis-pick-recovery). It turns what a 3PL account advisor already knows about a client into a one-page handoff the company can forward internally. A completed Illustrative example follows the blank form.

## The blank brief: eight fields, metadata only

Copy this table and fill the right-hand column. If an answer is not known, write "unknown" rather than estimating.

| Field | What to write | Where the answer comes from |
|---|---|---|
| 1. Company and size | Industry, full-time headcount at peak, countries where the data sits | Company website, the customer operations head |
| 2. Systems | Ticketing tool, order platform, 3PL portal, where set compositions live | Customer operations head, ecommerce lead |
| 3. Years of history | First year with usable complaint and replacement records, per system | Ticketing tool admin, a report |
| 4. Volume | Recoveries per year, as a range, by reason tag if a report exists | An existing dashboard or monthly report |
| 5. Linkage | Whether tickets carry the order number and the reshipped order links to the original | Customer operations head |
| 6. Owners | Who administers each system; whether the 3PL holds any part | Customer operations head |
| 7. Open question and real dates | The rights question nobody can answer yet; contract or subscription dates that end access | The 3PL agreement and vendor terms, as read by the company |
| 8. Authorized contact | Name and role of the executive who can approve a licensing discussion | Customer operations head |

Fields 5 and 7 carry the most weight. Linkage says whether recoveries can be followed from complaint to correction, which the [system map](/guides/mis-pick-recovery-records-across-systems) explains in detail. The open question says what the company's counsel needs to read before anything else happens.

## Filling it from one conversation

None of the eight fields needs a file. Ask the customer operations head these in a single call and write the answers in their words:

- "How many people work here full time at the busiest point of the year?"
- "Which ticketing tool do you use, since when, and is anything older archived somewhere?"
- "Roughly how many wrong-item complaints a month? Is that in a report you already have?"
- "When an agent approves a replacement, does the new order point back to the original?"
- "Who looks after the ticketing tool, and who at the 3PL handles reporting?"
- "Is any contract or subscription date coming up that would end access to either side?"
- "Who would decide whether to discuss licensing this history?"

The access question needs care. Use only dates that appear in the company's contract or the vendor's documentation. Zendesk, for example, documents that data in an expired account is deleted 90 days after cancellation, and that its export tools are not available on Team plans, though every plan can use its API. Those facts matter only if the company is actually changing tools or plans; never imply a deadline that does not exist.

## Completed brief: a 240-person outdoor gear seller (Illustrative)

The company, systems and figures below are fictional and show the level of detail to aim for.

| Field | Entry |
|---|---|
| 1. Company and size | Direct-to-consumer outdoor gear seller; 240 full-time staff at peak season; U.S. based, all records in English |
| 2. Systems | Zendesk for customer service; Shopify for orders; 3PL's warehouse portal; set compositions in the 3PL's assembly sheets |
| 3. Years of history | Six years of tickets in Zendesk; pick history visible for the current three-year 3PL term |
| 4. Volume | About 3,100 recoveries a year, roughly a third tagged "wrong component" (from the monthly CX report) |
| 5. Linkage | Order number is a required ticket field since 2022; reshipped orders tagged and linked to the first one |
| 6. Owners | CX operations manager administers Zendesk; ecommerce lead owns Shopify; 3PL account manager controls portal reports |
| 7. Open question and real dates | Whether the 3PL agreement lets the company license records derived from the 3PL's pick data; 3PL term ends next March per the contract |
| 8. Authorized contact | Head of customer operations to convene; CEO to approve, advised by general counsel |

Read it as a reviewer would. Field 5 shows four years of strong linkage and two older years where some tickets may lack an order number. Field 7 names one real date and one real question. Field 8 separates the person who arranges the meeting from the person who decides, which the [decision tree](/questions/who-can-license-mis-pick-recovery-records) explains.

## Five checks before it is forwarded

| Check | Passes when | If it fails |
|---|---|---|
| Headcount | 50 or more full-time staff at peak, contractors excluded | The company does not qualify; stop |
| Metadata only | Every entry is a count, a range, a year, a system name or a role | Delete the detail and describe it in general terms |
| No customer data | No names, addresses, photos, order numbers or ticket text | Remove it and tell the sender why |
| Real dates only | Every date comes from a contract or vendor document | Replace it with "none known" |
| Decision-maker named | Field 8 names an executive, not the ticketing admin or the 3PL contact | Go back to the customer operations head |

The [client opportunity brief generator](/tools/client-opportunity-brief-generator) formats the same fields if you prefer a guided form. If the company holds more than recovery data, the [inventory and fulfillment data page](/data-types/inventory-and-fulfillment) describes the wider record family.

## After the brief is sent

The company reads the brief and decides whether to apply. If it does, SourceX reviews eligibility, rights and fit with the company's authorized contact. Until then, nobody knows whether buyers want recovery histories, how much customer data must be removed, what the 3PL agreement allows, or whether an offer follows.

The introduced company needs 50+ full-time employees at peak (contractors excluded), documented operating history, rights to license 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. Partners sign the Channel Partner Agreement before submitting introductions; the first valid introduction within the 90-day window is credited when the company submits a verified application.

## 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 all eight fields are filled and the five checks pass, [register as a partner](/register), confirm the company on [who qualifies](/who-qualifies) and read the [program terms](/terms) before sending the brief.

## Sources

- https://refer.sourcex.si/terms
- https://support.zendesk.com/hc/en-us/articles/6936362778522-Can-I-export-data-from-an-expired-Zendesk-account
- https://support.zendesk.com/hc/en-us/articles/4408886165402-Exporting-ticket-user-or-organization-data-from-your-account