Post-closing email templates for a deal advisor writing to the US CEO

When should an advisor send a post-closing note?

Send it two to six weeks after closing, once the first integration meetings have happened and before the acquirer finalises which of the US company's systems will be migrated, merged or switched off. The note asks the CEO for one thing: a short, private look at whether years of records could be licensed before they are reshaped.

Use it when you advised on a cross-border deal, you have a working relationship with the US CEO, and the company looks like a fit: 50+ full-time employees at peak (contractors excluded), several years of documented operations, many business systems. The guide to post-acquisition opportunities explains the timing and the reasoning behind it.

Template 1: the first note to the US CEO

Subject: One question before the system migrations

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Template 2: copying the new owner

Where the acquirer controls IP and data decisions, include them from the start so the CEO is not caught between two parties.

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Template 3: the follow-up

Send once, seven to ten days after the first note.

Template 4: the close-the-loop reply to a yes

How should I personalize each template?

Mention one fact about the integration timeline that the CEO told you, not one inferred from the data room. The introduction email builder can adapt the wording, and there are further email templates for wind-down advisors if the company is closing rather than integrating.

What follow-up timing works?

What must never go in the note?

• Any description of the company's confidential records, customers or data room content.
• Promises of a deal, a price or a payment date.
• Reward amounts. Refer to the reward as a share of SourceX's fee and point to the program terms.
• Claims that the company will qualify. Qualification is SourceX's decision after screening.
• Pressure about timing beyond the factual point that a retired system may delete data.
• Content from the sale process that was confidential to the buyer or seller.

Disclosure and rewards

Partners earn 25% of the eligible platform fees SourceX actually collects from the referred company's licensing deals, capped at $100,000 per referred company. The reward is paid only after the buyer pays and SourceX receives its fee; a lead, meeting or signed agreement alone does not trigger payment, and no reward is guaranteed.

Advisors should check their engagement letters, professional rules and the acquirer's expectations on disclosing a reward before they send anything. The referral earnings calculator shows how the formula works, and the W-8BEN-E guide covers the tax form a non-US firm may be asked for. For the wider role, see the pages for M&A advisors, international restructuring professionals and closing a US subsidiary.

Next step

Choose the template, fill in the five fields and send it to one CEO this week. To be credited, register as a partner first so you have a referral link ready.