Keep these three things.
- Match each statement to evidence of the right kind.
- Record source date, checked date and important limits.
- Remove or qualify a claim when its evidence cannot support it.
Give each source a specific job
A company’s hiring page can establish that a role is advertised. It cannot establish that the team is struggling. Your product document can describe a supported feature. It cannot establish a customer’s return on investment.
Create a small ledger: the statement, source, date, what it supports and what it does not. Keep external company facts separate from your own offer claims. That separation makes it easier to check which part of a note needs attention.
Treat files as evidence, not decoration
A PDF, spreadsheet or presentation can be useful context, but its file type does not establish its reliability. Record who produced it, its date and whether it is approved for the use you intend. A draft forecast should not become a reported customer result.
For a spreadsheet result, keep the definitions and arithmetic beside the number. For a case study, keep the customer’s permission, relevant conditions and the exact result they approved. Do not upload confidential material to a tool unless your business is authorised to share it there.
Preserve the limits when writing
A result from one pilot is a result from that pilot. If you use it, preserve the sample, period and conditions needed to understand it. Do not silently turn “one team observed” into “customers save” or a hypothetical calculation into a measured outcome.
If evidence is missing, write a factual description of the offer instead. You can explain what your product is intended to help with without inventing proof that it has already delivered a particular commercial result.
Check freshness and resolve disagreements
Two sources may disagree because a role changed, a page was updated or one description refers to a different business unit. Mark the disagreement and use the original current source where it resolves the question. If it does not, leave the fact uncertain.
A source check is complete only when the draft reflects its limits. Update or remove the sentence, then check the recipient and action. Keeping an evidence trail is a practical review habit, not a guarantee that every source is correct.
Evidence ledger · illustrative
Statement: Morrow Studio is advertising a client-services lead role.
Source: fictional company careers page. In a real record, store the exact URL and dates.
Supports: a role is advertised. Does not support: approvals are broken or budget is available.
Draft decision: ask about the handover; leave the internal situation open.
Continue the method
Use an observed event, a careful interpretation and a visible unknown.
Give the specialist evidence and explicit limits before requesting outreach.
This is practical editorial guidance, not a report of customer performance. Product previews show example work; available actions depend on the live Scout service and the permissions you configure.