This template belongs to the roadside repair authorizations guide, which explains which records make a breakdown decision readable. Fill the blank form during one call with the fleet manager, then compare your draft with the completed Illustrative brief further down.
The blank brief
Copy the form. Each field takes a short phrase, a number or "unknown". Nothing in it should require opening a record.
| Field | What to write |
|---|---|
| 1. Company | [What it hauls or delivers; own fleet or leased; full-time staff at peak] |
| 2. Fleet | [Rough number of power units; regions run] |
| 3. Workflow | Approving roadside repairs away from the contracted network, against a spending limit |
| 4. Systems | [Driver app or telematics; service desk, in-house or outsourced; fleet system; purchasing; payables] |
| 5. Years of history | [Years of approvals in the fleet system; years of quotes that survive] |
| 6. Record volume | [Rough out-of-network repairs a year; rough share needing a manager's approval] |
| 7. Record owner | [Role that maintains the approval records] |
| 8. Authorized contact | [CEO, or the owner where the owner runs the company] |
| 9. Open question | [The one link nobody can confirm yet] |
| 10. Access event | [Retirement, license end or provider switch, with its documented date, or "none set"] |
| 11. Not included | No tickets, quotes, invoices, screenshots, exports, driver or vendor names |
Field 11 never changes. It tells the reader, before they ask, that nothing confidential has moved.
How to fill each field without touching a record
Company and fleet. Headcount matters because the introduced company needs 50+ full-time employees at peak, and contractors are excluded. Fleets that rely on owner-operators should count employed drivers and staff only.
Systems. Name system types, not screens. The key distinction is whether the service desk was run in-house or by an outside provider, because an outside provider's notes may sit under its contract.
Years of history. Ask for two numbers. Approvals in the fleet system may go back years, while some supporting records have short federal minimums: driver vehicle inspection reports are kept for three months, and repair records for one year where the vehicle is housed. The brief should say which classes go back how far, without implying that short-lived records still exist.
Record volume. A rough annual count of out-of-network repairs is enough. The fleet manager can estimate it from purchase order counts without opening anything.
Open question. For roadside approvals it is usually one of three links: whether quotes were attached to tickets or left in a shared mailbox, whether the approver and limit were stored as fields, or whether outside repairs were coded to a system rather than booked as a lump sum. A fourth link matters when a repair cleared a roadside inspection violation: the carrier certifies the correction within 15 days and keeps its copy for 12 months, so ask whether that copy was ever tied to the repair order. "Yes, partly or no" is enough for each.
Access event. Write a date only if it is documented. The retention timeline shows which records fade first and why.
A completed Illustrative brief
Illustrative only. The company, counts and dates are fictional and written for this page.
| Field | Completed value |
|---|---|
| 1. Company | Regional food distributor, own truck fleet, 420 full-time staff at peak |
| 2. Fleet | About 180 power units, three states |
| 3. Workflow | Roadside repairs away from the contracted network, with a service desk limit |
| 4. Systems | Driver app, in-house service desk tool, fleet system, purchasing, payables |
| 5. Years of history | About 7 years of approvals; quotes only where attached to tickets |
| 6. Record volume | About 600 out-of-network repairs a year; roughly a third over the limit |
| 7. Record owner | Fleet manager |
| 8. Authorized contact | CEO |
| 9. Open question | Whether quotes before 2022 sit in tickets or only in a shared mailbox |
| 10. Access event | Fleet system set to read-only at fiscal year end, per the project plan |
| 11. Not included | No tickets, quotes, invoices, screenshots, exports, driver or vendor names |
And the same facts as the short note the fleet manager forwards:
"A 420-person regional distributor with its own truck fleet has about seven years of roadside repair approvals in a fleet system that goes read-only at fiscal year end. Records cover service desk tickets, vendor quotes where attached to tickets, approvals against a spending limit, work orders and invoice variances. Open question: whether older quotes are attached to tickets. Contact: the CEO, who can authorize a licensing discussion."
The warm introduction brief shows the tone for that note and how to disclose that you may receive a referral reward.
What the brief leaves out, and why
- Records of any kind. Partners never ask for or handle raw client records. A brief that attaches a sample invoice has already moved data the company has not approved sharing.
- Driver, vendor and customer names. They add nothing to the decision and raise privacy and contract questions.
- Spend, savings or a value estimate. Nobody can estimate value before SourceX reviews rights and preparation needs, and a number in the brief reads as a promise.
- Opinions on rights. Whether the records can be licensed is settled by SourceX's rights review, not by the brief. The who-can-license page explains which roles weigh in.
Five checks before you send it
- Every value is a count, a span of years, a system type or a role.
- Headcount counts full-time employees at peak, not owner-operators.
- The authorized contact is the CEO, who can approve a licensing discussion, not only the person who holds the data.
- The access event has a documented source, or says "none set".
- You have signed the Channel Partner Agreement, since partners sign it before submitting introductions.
The introduced company also needs 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. The first valid introduction within the 90-day window is credited when the company submits a verified application. Consultants who see these records during audits, such as DOT compliance consultants or agents handling a fleet insurance renewal, can use the same form.
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 brief names an executive who can approve the discussion and every field is metadata, register as a partner, check the fleet on who qualifies and read the program terms before the fleet manager forwards it.