Write for the onward conversation

The person you meet may not be the final decision-maker or the only person who needs to understand your work. A document linked from the profile can summarise the relevant problem, approach and open questions. Use language that stands alone without your spoken explanation. Avoid assuming that every internal reader shares the original contact’s priorities or level of technical knowledge.

Make the limits easy to repeat

State the current status of the discussion and distinguish an overview from a tailored proposal. If the resource includes product capabilities, describe the relevant capabilities accurately and direct availability questions to the appropriate current source. The first contact should not need to improvise answers or make commitments on your behalf. A good shared document supports an informed internal conversation and makes the next meeting more productive.

Imagine this

Hypothetical scenario

A hypothetical manager forwards a team-profile overview to an administrator and a department lead. The document explains the intended workflow and identifies questions about ownership and rollout. It does not imply that the company has already chosen the product or agreed commercial terms.

Make it practical.

Use this checklist as you read. Checks are not stored.

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