SOP 003: Gather Evidence

Fresh Last Updated: January 2, 2026

Document Control
SOP ID	GBP-003
Version	1.0
Status	Active
Purpose	Collect and prepare documentation for your GBP reinstatement appeal

Overview

Your evidence package is critical to your appeal's success. This SOP guides you through gathering, preparing, and organizing the proof that your business is legitimate.

Evidence Preparation Flow

The NAP Consistency Rule

Critical Requirement

Your business Name, Address, and Phone number on EVERY document must match your GBP profile PERFECTLY.

Example:

• Document says: "123 Main St."
• GBP says: "123 Main Street"
• PROBLEM: "St." ≠ "Street"
• FIX: Edit your GBP to match "123 Main St." OR get documents with "Street"

Document Tiers

Tier 1: Essential Documents (Required)

These are the minimum required to prove legitimacy:

Document	Purpose	Notes
Business License/Registration	Proves legal entity	Include DBA filing if using trade name
Tax Certificate	Federal/state validation	IRS letter with EIN or state tax permit
Utility Bill	Proves physical presence	Recent bill in business name at listed address
Business Insurance	Shows active operation	Certificate of Liability Insurance

Utility Bill Alternative

If utilities are included in your lease, provide a business invoice showing your address and mention this in your appeal message.

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Tier 2: Strongly Recommended

These significantly strengthen your case:

Document	Purpose	Notes
Photos of Permanent Signage	Proves physical presence	Sign info must match GBP exactly
Branded Work Vehicles	Proves legitimate operation	See special requirements below
Business Cards/Letterheads	Supports identity	Must show business address
Company Uniforms	Visual brand proof	Photos of branded uniforms/clothing

Special: Work Vehicle Photography

Vehicle Photo Requirements

A simple photo of a branded van is NOT enough. You must prove it's an actual work vehicle.

Required for Vehicle Photos:

1. Open vehicle doors
2. Photograph specialized equipment inside
3. Show professional-grade tools specific to your trade

Good Examples:

• HVAC: Refrigerant gauges, vacuum pump, recovery machines
• Plumber: Drain inspection camera, hydro-jetting equipment
• Auto Glass: Resin injectors, UV curing lamps

Bad Examples:

• Generic household tools (hammer, basic screwdriver)
• Empty van interior
• Just exterior shot of vehicle

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Tier 3: For Difficult Cases

Use these when first appeal was denied or case is complex:

Document	Purpose	When to Use
Lease/Mortgage Agreement	Proves right to be at address	Address disputes, shared spaces
Video Walkthrough	Undeniable proof of operation	Denied appeals, high-risk industries

Video Walkthrough Requirements

Video Specifications:

• Length: 60-90 seconds
• Quality: Clear, stable footage (use tripod if needed)

Video Must Include:

1. Street sign showing your location
2. Building exterior with address visible
3. Business entrance
4. Interior workspace
5. Equipment/inventory relevant to your trade

Script Start:

"This is [Business Name] located at [Full Address]..."

File Preparation Checklist

Step 1: Scan Documents

Requirement	Status
High-resolution scanner used	[ ]
All scans in color	[ ]
Text is legible and clear	[ ]
No blurry or cut-off sections	[ ]
All pages of multi-page docs included	[ ]

Step 2: Name Files Clearly

Use descriptive, professional file names:

Good	Bad
Business_License.pdf	scan001.pdf
Utility_Bill_Jan2026.pdf	photo.jpg
Storefront_Sign.jpg	IMG_4521.jpg
Vehicle_Interior_Equipment.jpg	van.jpg

Step 3: Organize Into Folder

Create folder structure:

GBP_Appeal_Evidence/
├── 01_Business_License.pdf
├── 02_Tax_Certificate.pdf
├── 03_Utility_Bill.pdf
├── 04_Insurance_Certificate.pdf
├── 05_Storefront_Sign.jpg
├── 06_Vehicle_Exterior.jpg
├── 07_Vehicle_Interior_Equipment.jpg
└── 08_Business_Cards.jpg

Step 4: Create ZIP File

1. Select all files in your evidence folder
2. Right-click → "Send to" → "Compressed (zipped) folder"
3. Name it: [BusinessName]_GBP_Appeal_Evidence.zip

Why ZIP?

You'll have a 60-minute timer during the appeal process. Having everything in one ZIP file makes uploading fast and stress-free.

Evidence Quality Checklist

Item	Quality Check	Status
Business License	Clear, current, shows NAP	[ ]
Tax Certificate	Official document, shows NAP	[ ]
Utility Bill	Recent (within 3 months), shows NAP	[ ]
Insurance	Current policy, shows NAP	[ ]
Signage Photos	Clear, readable, matches GBP	[ ]
Vehicle Photos	Shows equipment, professional quality	[ ]
All Documents	NAP matches GBP exactly	[ ]
All Files	Named logically	[ ]
ZIP File	Created and tested	[ ]

Verification

Before proceeding, confirm:

• [ ] Minimum Tier 1 documents collected
• [ ] NAP consistency verified across ALL documents
• [ ] All files scanned in high quality
• [ ] Files named clearly
• [ ] ZIP file created and ready
• [ ] Evidence package stored in accessible location

Troubleshooting

Issue	Solution
Document has wrong address	Get updated document OR update GBP to match
Utility not in business name	Use lease agreement or business invoice instead
No permanent signage	Use branded vehicle, uniforms, or letterhead
Work from home (SAB)	Focus on vehicle, equipment, uniforms, invoices

Next Steps

With evidence package complete:

Proceed to → SOP 004: Submit Appeal

See Also

• SOP 002: Audit Profile Compliance
• Evidence Preparation Workflow
• Quick Reference: Checklists