# Subcontractor reconciliation brief template | SourceX

Canonical: https://refer.sourcex.si/resources/subcontractor-evidence-reconciliation-referral-brief-template
Last updated: 2026-10-20

A subcontractor evidence reconciliation introduction fits on one page: who the company is, which record classes it keeps and in which systems, how many years and subcontracts they cover, who sponsors the conversation and who decides, and what nobody can answer yet. Every entry is a count, a year, a system name or a role. Nothing on the page should require opening an evidence package, a deficiency letter or a contract file.

The template is part of the [subcontractor evidence reconciliation guide](/guides/workflow-subcontractor-evidence-reconciliation). It gives a contract compliance consultant a handoff the supplier compliance director can forward to an executive unchanged. The blank form comes first, then a completed Illustrative version.

## The fill-in brief

Three blocks, eleven lines. Copy it as plain text. Where an answer is not known, write "not known yet"; a blank line reads as an oversight, an explicit unknown reads as care.

> **Block A: Company**
> A1. Sector and main contract types (for example base operations, facilities, IT services)
> A2. Full-time headcount at peak, contractors excluded
> A3. Countries where the records are held; language of the records
>
> **Block B: Records**
> B1. Business task in one sentence
> B2. Record classes kept (flowdown lists, evidence packages, reviewer notes, deficiency letters, approvals, closeouts)
> B3. Systems that hold them
> B4. Volume and span: active subcontracts per year, years of history, counts if a report exists
> B5. One hard case type on file, described as a pattern
>
> **Block C: People and limits**
> C1. Sponsor (who knows the records)
> C2. Decision-maker (who can authorize a licensing discussion) and any adviser who must clear it
> C3. Real dates and known restrictions; what stays unknown until review

## Guidance for each block

**Block A** decides eligibility before anything else is read. The headcount in A2 must exclude contractors, which can be a large share of the workforce in a subcontract-heavy business. A3 matters because eligibility depends on location and, for some regions, on the language of the data.

**Block B** is the substance. B1 should name the work, not the software: "reconciling subcontractor compliance evidence against the flowdown list in force for each modification" says more than "supplier portal data". B2 lists classes, not files. In B4, the number of modifications matters as much as the number of subcontracts, because for commercial subcontracts FAR 52.244-6 makes several flowdowns conditional, so the applicable list can change with each modification. B5 should describe a pattern such as "evidence that cited a superseded scope revision", never a specific subcontractor or date; the [worked exception example](/guides/subcontractor-evidence-reconciliation-exception-examples) shows what that pattern looks like in full.

**Block C** separates roles that are often confused. The sponsor in C1 is usually the supplier compliance director. The decision-maker in C2 is usually an officer, with general counsel advising; the [decision tree for these records](/questions/who-can-license-subcontractor-evidence-reconciliation-records) explains why. In C3, list only dates the company has given you from its own plans or contracts, such as a recompete or a portal decommissioning, and restrictions it already knows about.

## Worked example: federal facilities contractor (Illustrative)

The company and every figure below are fictional.

| Line | Entry |
|---|---|
| A1. Sector | Federal facilities contractor; base-operations and maintenance contracts |
| A2. Headcount | About 340 full-time employees at peak, contractors excluded |
| A3. Location and language | U.S.; all records in English |
| B1. Business task | Reconciling subcontractor compliance evidence against the flowdown list in force for each modification |
| B2. Record classes | Flowdown lists, evidence submissions, reviewer notes, deficiency letters, approvals, closeouts |
| B3. Systems | Supplier portal, project platform, contract files, quality log, compliance mailbox |
| B4. Volume and span | About 60 active subcontracts a year over 9 years; submission counts to be confirmed by the portal administrator |
| B5. Hard case type | Evidence citing a superseded scope revision, cleared by conditional approval and a supplemental submission |
| C1. Sponsor | Supplier compliance director |
| C2. Decision-maker | COO, with general counsel advising |
| C3. Dates, restrictions, unknowns | Two subcontractor transitions planned at the next recompete, when their portal accounts close; possible controlled information; export fields, subcontractor confidentiality terms and SourceX's current data needs unknown |

Read it as a reviewer would. B4 is honest about what is estimated. B5 gives SourceX a reason to look further without exposing anything. C3 names a real event from the company's own plan and lists three unknowns rather than hiding them. The [system map for these records](/guides/subcontractor-evidence-reconciliation-records-across-systems) helps fill B3 and spot which joins might be weak.

## The unresolved question to state plainly

Every good brief carries one question the company cannot yet answer. For this workflow it is usually: when evidence applies to a previous scope, does the record show which revision the reviewer compared it against? If the answer is "sometimes" or "not before 2022", write that. A known gap is part of an accurate description.

Two other limits belong in C3 when they apply. Retention under FAR 4.703, generally 3 years after final payment unless a clause says longer, explains why older records may exist, but it gives no permission for reuse. And NARA describes controlled unclassified information as information subject to safeguarding or dissemination controls under law, regulation or government-wide policy; if the company handles it, say "possible CUI" and leave the assessment to counsel and SourceX.

## Before you hit send

- **Eligible size.** A2 is 50 or more full-time employees at peak.
- **Metadata only.** No subcontractor names, contract numbers, evidence files or personal data anywhere on the page.
- **Real dates only.** Every date in C3 comes from the company.
- **Decision-maker named.** C2 is an executive, not the portal administrator.
- **Unknowns written down.** C3 lists at least one.

If you are worried that raising the subject will feel like a sales pitch, read [whether referring clients hurts the relationship](/questions/does-referring-clients-hurt-relationship). Consultants placed through another firm should check the [subcontractor agreement guide](/guides/fractional-cfo-subcontractor-agreement) first. The [client opportunity brief generator](/tools/client-opportunity-brief-generator) offers a guided version of the same fields.

The introduced company needs 50+ full-time employees at peak (contractors excluded), a 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 eleven lines are filled and the five checks pass, [register as a partner](/register), confirm the contractor on [who qualifies](/who-qualifies), and read the [program terms](/terms) before the brief goes to the supplier compliance director.

## Sources

- https://refer.sourcex.si/terms
- https://www.acquisition.gov/far/52.244-6
- https://www.acquisition.gov/far/4.703
- https://www.archives.gov/cui/about