# WMS rollout data introduction email | SourceX

Canonical: https://refer.sourcex.si/resources/wms-rollout-introduction-email
Last updated: 2026-10-20

Send this email only after the owner or CEO has said yes in conversation. It has a subject line naming the trigger, three short paragraphs (why now, what records exist at metadata level, your disclosure) and a single ask: may SourceX contact the authorized person. It names systems, years and record types; it never contains order data, customer names, exports or screenshots. Below the draft, each line is annotated with its purpose and what must stay out of it.

This template is part of the [WMS rollout guide for warehouse automation advisors](/guides/moment-wms-rollout-warehouse-automation-advisors). The facts it uses come from the [15-minute owner meeting](/resources/wms-rollout-meeting-agenda) and the [archive context checklist](/resources/wms-rollout-archive-context-checklist).

## The draft, ready to adapt

Illustrative. Brackets are placeholders to fill from the owner meeting and the checklist.

> **Subject:** Introduction: [Company] and SourceX, before the legacy WMS is retired on [date from the project plan]
>
> Hi [Owner or CEO name], and hello [SourceX contact],
>
> [Owner name], as we discussed, the new WMS goes live in [month], and the legacy system, which holds pick-exception and correction history since [year], will be switched off on [date]. You asked to hear how SourceX works before then. SourceX licenses approved business data directly from companies for AI training and evaluation, and manages the agreement, rights review, data preparation, delivery and payout.
>
> At a description level only: the legacy WMS logs short picks and reallocations by work order and order line; returns are recorded in [ERP name] with an RMA number, reason code and disposition, and [carry / do not carry] the original order line. That covers roughly [years] years and [volume range] order lines a year across [number] sites. [Name, title] is authorized to discuss this, and counsel has [not yet / already] reviewed customer contract terms. No records have been shared.
>
> For transparency: I am a SourceX referral partner. If a license completes and SourceX pays [Company], SourceX may pay me a referral reward separately; it never reduces what [Company] receives. [SourceX contact], could you reach out to [Name] directly to explain next steps?
>
> [Your name, firm, phone]

## Line-by-line annotation

| Line | Why it is there | Never put in it |
|---|---|---|
| Subject | Names the company and a real, documented trigger so the reader knows why now | "Urgent", a guessed date or a dollar figure |
| Greeting to both parties | Makes clear the owner agreed to the introduction | Anyone who has not opted in |
| Rollout and switch-off sentence | Ties timing to the company's own project plan | A deadline you inferred or a vendor's policy stated as the company's date |
| What SourceX does | One accurate sentence so the owner is not surprised later | Claims about buyers, prices or guaranteed acceptance |
| Records described | Lets SourceX judge fit at metadata level: systems, keys, years, volume | Customer names, SKUs, order numbers, exports, screenshots |
| Join-key phrase | States honestly whether returns link back to the order line | "Fully linked" unless the owner confirmed it |
| Authorized person and counsel | Shows who can decide and where rights stand | Your opinion on whether rights are clear |
| "No records have been shared" | Confirms the partner stayed at metadata level | Any exception to that |
| Disclosure | Discloses your financial interest before anyone decides | A forecast of your reward or the company's payout |
| The ask | One action for SourceX, with the owner's consent already given | Requests for the owner to send data to you |

## Why the disclosure paragraph is not optional

You have a financial interest in the introduction, and the reader would not assume it. U.S. advertising rules offer a useful benchmark: the Federal Trade Commission's Endorsement Guides say that when a connection between an endorser and a seller, including payment, might affect how much weight people give the endorsement and the audience would not expect it, the connection should be disclosed clearly and conspicuously. A private introduction is not an advertisement, but the same reasoning applies to trust. Put the disclosure in the body, in plain words, not in a signature footnote.

The disclosure also states the most important program fact for the owner: the reward is paid separately by SourceX and never comes out of the company's payout.

## Adapting the middle paragraph to what the meeting found

The records paragraph changes most between companies. Use the variant that matches the answers you actually heard.

| What the meeting found | Records sentence to use |
|---|---|
| Exceptions and returns both kept, linked by order line | "Short picks and returns are both recorded, and returns carry the original order line." |
| Exceptions kept, returns in another system with no shared key | "Short picks are logged in the WMS; returns are in [ERP] and are matched by order number only, not by line." |
| Returns kept, exception history thin | "Pick-level history is limited; returns with reason and disposition codes go back to [year]." |
| Archive plan not settled | "The archive format after switch-off is still being decided by [Name]." |

Systems differ, so describe the client's own fields. As one documented example, Dynamics 365 Supply Chain Management writes a work exceptions log entry for each short pick event and records returns with an RMA number, a reason code on the header and disposition codes on the lines. If the client's system has equivalents, name them; if not, say what it does keep.

## Checks before you press send

- [ ] The owner said yes to this introduction, and you noted the date.
- [ ] Every number is a range or a count the company gave you.
- [ ] No attachment comes from the company's systems.
- [ ] The switch-off date is from the project plan or contract, or the sentence is removed.
- [ ] You have signed the Channel Partner Agreement and registered.
- [ ] The company plausibly meets the baseline: 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.

Attribution goes to the first valid introduction within the 90-day window and is credited when the company submits a verified application; one partner per company. What stays unknown until SourceX reviews it: whether these records match current dataset needs, the outcome of the rights review, de-identification and any offer. A reward becomes payable after SourceX has paid the referred company under its signed agreement and the payout conditions in the program terms are met, including finance approval and your tax and payment details.

To build a version for a different trigger, use the [introduction email builder](/tools/introduction-email-builder) or the [email preparation worksheet](/resources/a-reusable-worksheet-for-introduction-email-preparation). The [wealth advisor introduction email](/resources/wealth-advisor-business-owner-client-introduction-email) shows the same structure for a different relationship, and [fractional CFOs in logistics](/guides/fractional-cfo-for-logistics-companies) covers another route into the same companies.

## 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.

Before you send the draft, [register as a partner](/register), confirm the company against [who qualifies](/who-qualifies) and read the [program terms](/terms) so the disclosure paragraph matches them.

## Sources

- https://www.ecfr.gov/current/title-16/chapter-I/subchapter-B/part-255/section-255.5
- https://learn.microsoft.com/en-us/dynamics365/supply-chain/sales-marketing/sales-returns
- https://learn.microsoft.com/en-us/dynamics365/supply-chain/warehousing/work-exceptions-log
- https://refer.sourcex.si/terms