When the customer’s company must sign off
Get a B2B testimonial through your customer’s approval process
In larger companies the person who loves your product is rarely the person allowed to say so in public. Give your champion everything their comms or legal team needs in one forwardable email, and the yes comes faster.
- The ask to your champion
- A note they can forward to comms or legal unchanged
- A plain summary of exactly what you will publish
What changes when the approval is asked for up front
Ask first, approve later
- The champion records something, then their comms team sees it for the first time
- Comms asks where it will appear and nobody has written it down
- A finished video gets pulled because the company name was not cleared
- Weeks pass between “happy to help” and anything you can publish
Scope approved, then collected
- Comms approves a one-page scope before anyone records
- The champion knows what they can and cannot mention
- You publish the approved answer only where the scope allows
- The approval email is on file if anyone asks later
Templates
Write your approval pack
Fill in the details once. Every template below updates, ready to copy into your email.
- 1. The ask to your champion
Subject: Would [Acme Logistics] be open to a short testimonial?
Hi [Dana], You mentioned [how dispatch planning changed] has made a real difference. Would you be open to sharing that in a short testimonial for [our website and sales presentations]? I know [Acme Logistics] may need to approve anything public, so I have written a one-page summary you can forward to whoever signs off. Nothing is recorded or published until they have said yes. Shall I send it over? [Alex] [Routewise]
- 2. Note for the champion to forward to comms or legal
Send this to the champion; it is written for the person they forward it to.
Subject: Approval request: customer testimonial for [Routewise]
Hello, [Routewise] has asked [Dana] to give a short testimonial about [how dispatch planning changed]. Before anything is recorded, we would like [Acme Logistics] to approve the scope below. What we would publish: a short video, audio note or written statement from [Dana], with their name, job title and the company name [Acme Logistics]. Where: [our website and sales presentations]. What is excluded: pricing, contract terms, confidential figures, and anything about other vendors. Review: [Dana] sees the final version before it is published, and you can ask us to remove it at any time. If any part of this needs to change, such as leaving out the company name, tell us and we will adjust the scope. Thank you, [Alex] [Routewise]
- 3. Scope summary to attach
TESTIMONIAL SCOPE Customer: [Acme Logistics] Speaker: [Dana] Topic: [how dispatch planning changed] Format: video, audio note or written, chosen by the speaker Attribution: name, job title, company name (or as approved) Published on: [our website and sales presentations] Not included: pricing, contract terms, confidential numbers, comparisons naming other vendors Removal: on request by [Acme Logistics] at any time Contact at [Routewise]: [Alex]
- 4. Confirmation once approved
Subject: Confirmed: testimonial scope approved
Hi [Dana], Thanks for getting this cleared. To confirm, [Acme Logistics] has approved a testimonial about [how dispatch planning changed] for [our website and sales presentations], with the attribution and exclusions in the scope summary. Here is the link to record or write it whenever suits you: [your StoryProof link] I will send you the final version before it goes live. [Alex]
Templates are filled in your browser. Nothing you type is sent or stored.
The problem, solved
After comms says yes: the B2B snags StoryProof handles
The approval itself happens by email. These are the problems that show up once it is granted.
- Problem 1
Legal cleared words, but not a video
Enterprise comms teams often approve a written statement while ruling out anything on camera, and a form that only records video loses the testimonial outright.
How StoryProof solves it
Send one link and let the champion respond in the format their company cleared: typed text, an audio note or a recorded video, all in the browser.
- Problem 2
The champion mentioned our contract price
Enthusiastic customers drift off script, and one stray figure or competitor name breaks the scope their employer signed and puts your next reference at risk.
How StoryProof solves it
Submissions land in a review queue rather than on your site, so you can measure each one against the approved scope before choosing whether to publish.
- Problem 3
A sales-deck quote surfaced on our homepage
Some approvals cover private sales use only. When a colleague grabs any good quote for a public page, the customer’s comms team notices.
How StoryProof solves it
Label every story with the places its approval allows, then hand-pick the contents of each widget so restricted ones are simply never added to public pages.
- Problem 4
Their company wants it taken down today
After a reorganisation or a policy change, a customer can withdraw permission, and they expect the quote gone from every page quickly.
How StoryProof solves it
Embedded widgets fetch their testimonials from StoryProof on each load, so changing a widget’s selection there updates every page it sits on without a site release.
In StoryProof
Collect and publish within the approved scope
Step 1 of 4
Send the link only after approval
Use the confirmation email to share the collection link. The champion chooses video, audio note or written text.
Step 2 of 4
Check the answer against the scope
Nothing is public until you approve it. Hold back any answer that mentions pricing or confidential numbers, even in passing.
Step 3 of 4
Tag it with its approval limits
Tag the testimonial with where it may appear, such as “website only” or “sales use”, so nobody reuses it beyond the agreement.
Step 4 of 4
Add it only to the widgets that match
Choose which approved testimonials each widget shows, so an answer cleared for sales presentations does not end up on a public page.
Before you start
Things to agree before you start
StoryProof does not run the approval for you
The approval happens by email between you, the champion and their company. StoryProof starts at collection.
Anonymous is an option
If the company name cannot be cleared, a job title and industry can still be persuasive. Offer it rather than losing the testimonial.
Removal requests come first
If the customer asks for a testimonial to come down, unpublish it promptly. A fast removal keeps the relationship and future references.
Approval may not survive a job change
If your champion leaves the company, their testimonial still speaks for the old employer. Check with the customer’s comms team whether it should stay up with the old title, be updated or come down.
FAQ
Questions people ask
Short answers to what usually comes up next.
Who at the customer usually approves a testimonial?
Most often corporate communications or marketing, sometimes legal, and in regulated industries compliance. Ask your champion who signs off before you send anything.
What if comms only approves a written quote, not video?
Accept it. The same collection link takes a written answer, and a short, specific quote with a named company is still strong proof.
How long does a corporate approval usually take?
It varies by company. A one-page scope that answers where, what and how to remove removes most of the back-and-forth that slows it down.
Can I reuse an approved testimonial somewhere the scope did not list?
Not without asking again. Send the champion a short note naming the new place, and file their company’s reply with the original approval.
Should I offer to draft the testimonial for the champion?
Offer prompts rather than finished wording. A draft written by the vendor tends to read like marketing copy, and comms teams often look harder at words their own staff did not write.
Still have a question? Ask the StoryProof team or book a demo.
Collect it once the scope is cleared
Create the form your champion will use, and keep each testimonial tagged with what was approved.
Last updated 2026-11-04.