This email is part of the helpdesk migration guide. Send it after the 30-minute meeting agenda closes on "introduce now"; the partner playbook explains how you got there.
The draft
Replace everything in braces from your meeting notes. Keep it under 200 words.
Subject: {company}'s support history before the old helpdesk is canceled
Hi {first_name},
Following our meeting, a short note before the old instance is canceled on {cancellation_date}. We asked whether the export will keep full ticket threads and documented outcomes. {admin_name} confirmed that closed tickets go back to {first_year} and that escalations and resolutions are written in internal notes.
SourceX licenses approved business data directly from companies for AI training and evaluation, and handles the agreement, rights review, data preparation, delivery and payout. Nothing is shared unless {company} agrees terms. So that my position is clear: I am a SourceX referral partner and may receive a reward from SourceX if a qualifying license completes. SourceX pays it separately, it does not reduce what {company} would receive, and it has no bearing on the migration.
If you are open to it, I will introduce you to SourceX. They would start with a description only: roughly how many years and tickets, which systems hold them, and who can approve a discussion. No tickets or exports. Reply "yes" and I will connect you, or "not now" and I will leave it there.
{your_name}
Line-by-line annotation
| Line | Why it is there | What never goes in it |
|---|---|---|
| Subject line | Names the company and the dated event, so the email is easy to find and forward | "Opportunity", "earn" or any figure; it reads as a pitch |
| "Before the old instance is canceled on {date}" | Ties the email to a real, documented access event | Invented deadlines or pressure lines |
| "We asked whether the export will keep full ticket threads and documented outcomes" | Restates the question the owner already heard, in the same words | A verdict on the export you have not verified |
| "{admin_name} confirmed..." | Credits the facts to the person who gave them, at metadata level | Ticket counts you pulled yourself, customer names or screenshots |
| "SourceX licenses approved business data..." | One accurate sentence on what SourceX does | Claims about buyers, named AI labs or guaranteed demand |
| "Nothing is shared unless {company} agrees terms" | Reassures the owner that the next step costs nothing | Any suggestion that records are already being reviewed |
| The disclosure sentences | Makes your interest explicit before any introduction | Vague wording such as "I may be compensated" without naming SourceX |
| "No bearing on the migration" | Separates your project role from the referral | Any link between the referral and project pricing or scope |
| "They would start with a description only" | Sets the metadata-only boundary in writing | A request to export, sample or send anything |
| "Reply yes... or not now" | Gives a one-word way to say no | Follow-up threats or "last chance" language |
Why the disclosure is explicit rather than tucked away: the FTC's Endorsement Guides call for clear and conspicuous disclosure of a connection between an endorser and a seller that the audience would not expect and that could affect how much weight they give the recommendation, and they list the chance of payment as such a connection. Whether those guides apply to a private email is a question for your own advisers; writing the disclosure plainly costs nothing and removes doubt either way.
What never goes in the email
- Records of any kind. No tickets, exports, screenshots, sample threads or report files, even if the admin offers them.
- Customer or employee names. Describe record types, not people.
- Reward figures as a promise. The default reward is the greater of $50,000 plus 5% and 15% of Actual Supplier Payout, with no cap, and it is paid only after the conditions in the terms are met. Quoting a number invites the owner to treat it as likely.
- Product claims you have not checked. Say what Zendesk's documentation says, or say nothing. A CSV export leaves out ticket comments and descriptions; a JSON export includes comments except on tickets over 1 MB; Zendesk usually archives tickets 120 days after closure, and archived tickets stay reachable through search and the API. Do not go further than that.
- Copies to SourceX. Wait for the owner's yes.
ZendeskAdapting it when the answers differ
| What the meeting found | Change to the draft |
|---|---|
| The export is CSV only | Replace the second sentence of paragraph one with: "The current plan is a CSV export, which leaves out comment threads, so the choice of route is still open." |
| Outcomes are in fields, not notes | Replace "written in internal notes" with "recorded as solved reasons and escalation groups" |
| The owner wants a colleague to lead | Address the email to both and name the colleague as the contact SourceX should work with |
| No cancellation date yet | Drop the date and write "before the old instance is retired" |
| The owner asked about the reward | Add: "The terms are on SourceX's rewards page" and link it, rather than quoting a figure |
The introduction email worksheet helps collect the placeholders, and the company introduction checklist for helpdesk ticket threads confirms the facts before you write.
After the owner replies
On "yes", submit the introduction through your partner account with the authorized contact's details and the meeting notes, then step back; SourceX works with the company directly. On "not now", record the date and do not chase. Sign the Channel Partner Agreement before submitting. Attribution goes to the first valid introduction within the 90-day window, credited when the company submits a verified application, with one partner per company.
Fit still matters: 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 70% of the data is in English. What stays unknown until SourceX reviews it: the rights review, de-identification needs, SourceX's current data needs and any offer. The rewards page sets out every payment condition, and CX consultants will find more plays on the CX consultant referral page.
Next step
Refer a company. No cap on rewards. Default reward on a company's first qualifying transaction: the greater of $50,000 plus 5% and 15% of Actual Supplier Payout, with no cap; further qualifying transactions first agreed within 12 months of the first Closing pay 15%. Eligibility and payment conditions apply, including the USD 100,000 Minimum Transaction, 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, check the company against who qualifies and read the program terms, so the disclosure in your email matches the terms you signed.