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How to Decline a Lead in HubSpot

Learn when and how to decline a lead in HubSpot, and how to select the right Decline Reason for accurate reporting.

Not every lead will move forward in the sales process. Accurately logging declined leads ensures Orchestra understands why opportunities don’t progress, keeps the Lead Pipeline clean, and helps focus our time on the best-fit opportunities.

When to Use “Declined”

A lead should be marked as Declined when:

  • Orchestra determines the opportunity isn’t viable (budget, scope, timing, capabilities, values).

  • The lead themselves chooses not to continue or stops responding.

👉 Remember: Declining a lead is not failure. It’s a critical step in ensuring accuracy and efficiency across the pipeline.

Decline Reasons

When moving a lead to Declined, you must select a Decline Reason. Choose the most accurate option from the list below:

Decline Reason Definition / Example
Insufficient Budget Client’s budget too low for quality work delivery.
Industry/Issue Area Knowledge Lack of knowledge or expertise in the client’s industry.
Outside Capabilities Services requested fall outside Orchestra’s offerings.
Capacity/Timing Team unavailable during client’s required timeline.
Poor Fit Signals

Red flags about expectations, process, or culture.

For example, unrealistic review cycles, off-hours demands.
Values Mismatch

Work conflicts with Orchestra’s values

For example, we never work with tobacco companies.
Lead Declined

Prospect chose not to continue or stopped responding.

Inactive or unresponsive leads will be removed after 90 days unless placed on Hold.
Client Conflict Opportunity conflicts with an existing Orchestra client.

Best Practices

  • Always select a Decline Reason — leaving this blank reduces reporting accuracy.

  • Add a short note for context (e.g., “Budget confirmed at $5k max”).

  • Confirm with #HubSpot (or your manager) if you’re unsure which category fits best.

  • Move leads to Declined as soon as it’s clear they won’t move forward — don’t let unqualified leads linger in other stages.

✅ Quick Reference Checklist

Use this checklist when marking a lead as Declined:

  • Move the record to Declined in the Lead Pipeline.

  • Select the most accurate Decline Reason from the dropdown.

  • Add a brief context note in the record.

  • Confirm the update saves and shows in the lead’s activity timeline.