The draft is part of the management contract transition guide. Send it only after the 15-minute meeting agenda ended in "introduce" and the archive context checklist confirmed what survives the shutoff.
Before the draft: settle who receives it
The hardest part of this email is the address line. In a management change, three companies can claim a piece of the maintenance history, and only one of them should receive it.
| If the checklist shows | The recipient is | Why |
|---|---|---|
| The manager's portfolio-wide process records stay with the manager | The outgoing manager's owner, CEO or COO | Its triage rules, vendor panel and closure standards are its own operating history |
| The agreement gives property-level records to the owner, and those are the substance | The property owner's asset management lead or general counsel | The owner controls what would be licensed, and must qualify on its own |
| Nobody has read the books-and-records clause yet | Nobody, for now | Introducing the wrong company wastes everyone's time and strains the transition |
The property owner side has a real claim even when it is not the recipient. The IREM Code of Professional Ethics expects members to keep accurate, auditable records and make them available to the client, and its duties continue toward former clients. That is why the email states control as the company described it, rather than as you assume it.
Two more checks: the decision-maker agreed to the introduction after hearing about your referral interest, and you have signed the Channel Partner Agreement.
The draft
Illustrative. Brackets are placeholders. If you cannot fill one from what the company told you, cut the sentence.
Subject: Introduction: [Company] and SourceX, closed work order history
Hi [Decision-maker name],
Ahead of [Company]'s handover of the [portfolio description] on [handover date], your team and I reviewed what happens to the maintenance history. As [Systems lead name] described it, [system name] holds about [number] years of closed work orders with closure sign-offs, follow-up inspections and invoices linked to each one, and under your management agreement those process records stay with [Company].
You are the person who can decide whether that history is worth discussing with SourceX. SourceX licenses approved business data directly from companies for AI training and evaluation and handles the agreement, rights review, data preparation, delivery and payout. I have not seen, exported or kept any work orders, photos or invoices.
To be transparent, I am a SourceX referral partner. SourceX may pay me a reward from its own funds if a qualifying license completes, and it never reduces what [Company] receives. Would a 20-minute call with SourceX about record types, years and systems be useful?
[Your name]
About 170 words. If it grows, check the table below for something that crept in.
Why each line is there, and the detail it must never carry
Read the draft and this table side by side.
| Line | Job it does | Must never carry |
|---|---|---|
| Subject: "closed work order history" | Names the record type in operations language | "Data sale", "monetize", a dollar figure, or the incoming manager's name |
| "Ahead of [Company]'s handover... on [handover date]" | Anchors the email in a dated event the recipient already knows | Reasons for the change of manager, or criticism of either party |
| "[system name] holds about [number] years of closed work orders" | Gives system and time span: what exists and how long | Building names, unit numbers or work order counts nobody measured |
| "closure sign-offs, follow-up inspections and invoices linked to each one" | Says the history is evidence, not just a list of dates | Any specific repair, tenant complaint, vendor or invoice amount |
| "under your management agreement those process records stay with [Company]" | States control as the company described it | A legal opinion of your own, or a clause number you have not read |
| "You are the person who can decide..." | Confirms authority and hands over the choice | Pressure from the access shutoff date |
| "SourceX licenses approved business data..." | One accurate line on what SourceX does and handles | Buyer names, prices or promises about demand |
| "I have not seen, exported or kept any work orders, photos or invoices." | Reassures the recipient nothing left the company | A hint that you kept an export from the transition work |
| "To be transparent, I am a SourceX referral partner..." | Discloses your interest and that SourceX funds the reward | The reward amount, or wording suggesting the company pays |
| "A 20-minute call... record types, years and systems" | A small, metadata-only ask | Requests for exports, logins or a sample work order |
Why "linked to each one" earns its place
Because a closed work order on its own is a date. What makes the history useful is the chain from request to dispatch to invoice to verified closure, stored as timestamped fields. AppFolio's partner API documentation, for example, lists a work order status and a CompletedOn timestamp for when it changed to completed. A flat export often keeps the dates and drops the links. If the checklist marked closure evidence as at risk, write "with closure sign-offs linked for [years]" instead, or drop the claim.
The same email when the facts are less tidy
Change one sentence; keep the disclosure and the ask exactly as drafted.
| Situation | Replace the second sentence of paragraph one with |
|---|---|
| Closure evidence is linked only in recent years | "...holds about [number] years of closed work orders, with closure sign-offs linked from [year] onward..." |
| The company keeps a read-only copy after shutoff | "...and [Company] will keep a read-only copy of [system name] after access for the portfolio ends..." |
| The recipient is the property owner, not the manager | "...and under the management agreement the property's maintenance records come to [Owner company] at handover..." |
The introduction email builder produces other openings, and the exit planners' introduction email shows a version for a different transition. If a transition services agreement governs access after handover, the transition services agreement page explains how that period usually works.
Fit and reward checks before you send
- Size and history. 50+ full-time employees at peak (contractors excluded) and a documented operating history. Smaller managers fall outside the program even with excellent records.
- Location and language. 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.
- Rights. The company must have rights to license the records. Tenant information and owner restrictions are for the rights review, not the email.
- Attribution. The first valid introduction within the 90-day window is credited when the company submits a verified application, with one partner per company.
- Reward. Illustrative only: if the company were paid $800,000 for a qualifying completed handoff, the default reward would be $100,000, the per-company cap. The email, a meeting or a signature alone triggers nothing; the rewards page lists each condition.
What stays unknown until SourceX reviews it: buyer interest in maintenance histories, the rights review result, de-identification scope and any offer. The property management licensing fit page describes which property records tend to qualify.
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.
Once the controlling company is clear and its decision-maker has agreed, register as a partner, confirm who qualifies, and keep the program terms open while you adapt the draft.