Company Profile Checklist: 15 Things to Verify Before You Send It

Before sending a company profile, verify fifteen things: that every fact is current, that the opening paragraph says what you do and for whom, that claims have proof behind them, that contact details work, and that the file itself is clean. Ten minutes on this checklist catches most of the errors that make a profile look careless.

Why a Final Check Matters

A company profile is often read without you in the room. It gets forwarded, skimmed and compared with other vendors’ documents. A wrong phone number, an outdated service or a typo in your own company name tells the reader that your other details may be unreliable too. This is true whether you wrote the profile by hand, used a template, or had an AI tool such as Compaino draft it. A generated draft is a strong start, but you are the only one who knows what changed last month.

Part 1: Accuracy

1. Company name, legal name and spelling. Check the name against your registration, website and invoices. Make sure capitalization is consistent throughout.

2. Services and products. Confirm every service listed is still offered and nothing you now offer is missing. Retired offerings are the most common stale detail.

3. Dates, numbers and locations. Verify founding year, headcount ranges, office locations and any statistics. If a figure cannot be sourced, remove it or soften it to something you can defend.

4. Names and titles. Check that each person listed is still with you and that titles are current.

5. Credentials and certifications. List only those you hold and that have not expired. Never imply an accreditation you do not have.

Part 2: Clarity

6. The opening answers the obvious question. The first paragraph should state what you do, for whom and where, in plain language. If a stranger cannot summarize your business after reading it, rewrite it.

7. Audience fit. A profile for an RFP committee reads differently from one for an investor or a distributor. Decide who is reading and check that the emphasis suits them.

8. No filler. Replace phrases like "innovative solutions" and "world-class service" with specific statements about what you deliver.

9. Consistent terminology. Use the same name for each service and product throughout. Switching terms confuses readers and weakens search and AI citation.

Part 3: Proof

10. Every claim has support. For each strong claim, ask what a skeptical reader would ask for. Examples include a client type served, a project category, a certification or a named result. If you cannot provide support, tone the claim down.

11. Permissions for names and logos. Only mention clients, case studies or partners with their permission.

12. Honest scope. State what you do not do when it saves time for both sides. Clear boundaries build credibility.

Part 4: Usability and File Hygiene

13. Contact details and links work. Click every link and test the email address and phone number. Include a clear next step.

14. Visual check. Look for broken layouts, low-resolution logos, inconsistent fonts and text that is hard to read on a phone. Many readers open attachments on mobile.

15. File name, size and format. Name the file clearly, such as "YourCompany-Company-Profile.pdf", not "final_v7_new". Keep the size small enough to email, and check document properties for stray author names or hidden comments.

Make the Check Part of Your Routine

Run this list whenever you send the profile to a new audience, and again on a regular schedule. For ideas on timing, see How Often Should You Update Your Company Profile?. If you regenerate your profile from your website, review each section against current facts before it goes out. For common pitfalls to watch for, see Company Profile Mistakes That Make Buyers Skip to the Next PDF.

Agencies handling many client profiles can turn this checklist into a standard review step. See the agency plans for bulk generation. If you have no website yet, the questionnaire flow builds a profile from your answers, and the same checks still apply.

Frequently Asked Questions

How long should the final review take?

For a one- or two-page profile, about ten minutes. Longer documents or those with many figures take more time.

Who should review it?

Ideally someone other than the author, since fresh eyes catch errors that the writer reads past.

Should I re-check an AI-generated profile?

Yes. AI drafts can misstate details or rely on out-of-date website text. Verify facts before sending.

Key Takeaways

• Verify facts first: names, services, numbers, people and credentials.
• Make sure the opening paragraph tells a stranger what you do and for whom.
• Back strong claims with proof or soften them.
• Test every link and contact method, and check the file on mobile.
• Use the checklist each time you send the profile to a new audience.

Need a draft to check? Generate a company profile from your website and preview it free.