Disqualification Handling

Disqualification Handling

Processes leads that didn't pass ICP qualification. Instead of ignoring them, this composite handles each category appropriately: polite rejection, referral request, or nurture routing. No inbound lead should feel ghosted.

When to Auto-Load

Load this composite when:

• User says "handle the disqualified leads", "draft rejection emails", "what do we do with the ones that didn't qualify?"
• inbound-lead-qualification has completed and disqualified/near-miss leads need handling
• User has a list of leads that don't fit and wants appropriate responses

Architecture

[Disqualified Leads] → Step 1: Categorize → Step 2: Draft Responses → Step 3: Route to Destination
                              ↓                      ↓                         ↓
                     4 handling categories    Tailored email per type    Nurture/CRM/archive

Step 0: Configuration (Once Per Client)

On first run, establish response preferences.

{
  "sender_name": "",
  "sender_title": "",
  "company_name": "",
  "tone": "warm-professional | casual-friendly | formal",
  "nurture_sequence_tool": "Smartlead | HubSpot | Mailchimp | CSV export | none",
  "referral_incentive": "none | mention mutual value | offer resource",
  "include_resource_link": true,
  "resource_url": "",
  "resource_description": "",
  "feedback_survey_url": "",
  "do_not_contact_list": "Supabase | CSV | none"
}

On subsequent runs: Load config silently.

Step 1: Categorize Disqualified Leads

Input

Leads from inbound-lead-qualification with sub-verdicts. Categorize each into one of four handling paths:

Category 1: Right Company, Wrong Person → REFERRAL REQUEST

Trigger: mismatch_type = right_company_wrong_person

• The company fits ICP but the person who came inbound isn't a buyer/champion/user
• Example: A marketing intern at a perfect-fit company downloaded a whitepaper
• Goal: Get an introduction to the right person at that company

Identify the referral target:

• Using the ICP's buyer personas, determine who at this company we SHOULD be talking to
• If enrichment data or CRM has other contacts at the company, note them (but still ask for the intro — warmer than cold outreach)

Category 2: Close But Not Quite → NURTURE (FUTURE FIT)

Trigger: sub_verdict = near_miss_nurture OR score 30-49 without a referral opportunity

• Company is almost ICP but not today — too small, too early stage, wrong geography (but expanding), missing a key requirement that might change
• Example: A 15-person startup that's clearly growing fast but below your 50-employee minimum
• Goal: Stay on their radar. When they hit the threshold, you're top of mind.

Category 3: Clearly Outside ICP → POLITE DECLINE

Trigger: sub_verdict = disqualified_polite OR score < 30

• Not a fit now and unlikely to become one
• Example: A freelancer, a student, a company in an excluded industry
• Goal: Decline gracefully. Don't burn bridges — they might refer someone, post about you, or their situation might change unexpectedly.

Category 4: Special Flags → ROUTE DIFFERENTLY

Trigger: sub_verdict = disqualified_competitor OR pipeline_status = existing_customer

• Competitor employee: Do NOT send a rejection email. Log for competitive intelligence. No outreach.
• Existing customer: Do NOT treat as disqualified. Route to customer success / account management. May be an upsell or support need.

Output

Each lead tagged with: handling_category, handling_action, referral_target_persona (for Category 1)

Step 2: Draft Responses

Category 1 Response: Referral Request Email

Objective: Thank them, subtly indicate they may not be the right person, and ask for an introduction — without making them feel dismissed.

Structure:

1. Thank them for their interest (reference what they did — demo request, download, etc.)
2. Acknowledge their role — show you understand what they do
3. Pivot to the right person — frame it as "wanting to make sure the right person gets the most value"
4. Make the ask easy — provide a specific persona/title to connect you with
5. Offer something in return — a resource relevant to THEIR role (not just the buyer's)

Template framework:

Subject: Thanks for checking us out, [First Name]

Hi [First Name],

Thanks for [downloading our guide on X / requesting a demo / signing up for the trial].
[One sentence connecting their action to a genuine insight — "it's a great resource for
understanding Y."]

I took a look at [Company] — [one sentence showing you understand the company].
Given what [Product] does, I think [target persona title, e.g., "your VP of Engineering"
or "whoever leads infrastructure decisions"] would get the most out of a conversation
with us.

Would you be open to making an introduction? Happy to send you a quick blurb you
can forward, so it's zero effort on your end.

[If resource_link configured: "In the meantime, here's [resource] that might be
useful for [something relevant to THEIR role]."]

Thanks,
[Sender Name]

Rules:

• Never say "you're not the right person" or "you don't have buying authority"
• Never use the word "unfortunately" or "however"
• Frame the referral as maximizing value, not correcting a mistake
• Keep it under 120 words
• If you know the specific name of the right person (from enrichment/CRM), mention them: "I think [Name] on your [team] would find this valuable"

Category 2 Response: Nurture Warm-Down Email

Objective: Keep the relationship warm without false promises. Position yourself as a future resource.

Structure:

1. Thank them for their interest
2. Be honest (but tactful) about fit — don't say "you're disqualified", say "given where [Company] is today, the timing might not be perfect"
3. Offer genuine value — share a resource relevant to their current stage/situation
4. Leave the door open — invite them to reach out when circumstances change
5. No hard CTA — this is a soft touch, not a sales push

Template framework:

Subject: [First Name] — thanks for your interest in [Product]

Hi [First Name],

Thanks for [action they took]. I looked into [Company] and really like
[genuine compliment — what they're building, their growth, their approach].

Based on where [Company] is right now, I think [honest reason the timing
isn't right, framed positively — e.g., "you'd get the most value from us
once your team scales past X" or "this tends to be most impactful after Y
milestone"].

In the meantime, [here's a resource / I'd recommend / you might find this useful] —
[brief description of why it's relevant to them NOW, not just to your product].

I'll keep an eye on [Company] — would love to reconnect when the timing
is better. Feel free to reach out anytime.

Best,
[Sender Name]

Rules:

• Never say "disqualified", "not a fit", "don't meet our criteria"
• Frame timing as the issue, not them — "not yet" beats "not ever"
• The shared resource should be genuinely useful to them at their current stage, not just a product pitch
• Keep it under 100 words
• Warm but not overly familiar

Category 3 Response: Polite Decline Email

Objective: Decline gracefully while leaving a positive impression of your brand.

Structure:

1. Thank them for their interest
2. Brief honest explanation — keep it high-level ("we specialize in X and it sounds like you need Y")
3. Redirect if possible — suggest an alternative tool/service if you know one
4. Close warmly

Template framework:

Subject: Thanks for reaching out, [First Name]

Hi [First Name],

Thanks for your interest in [Product]. I appreciate you taking the time to
[action they took].

We're focused specifically on [your niche/ICP in plain language], and it
sounds like [their situation — framed neutrally, not critically] might be
a different use case from what we're built for.

[If you know an alternative: "You might want to check out [Alternative] —
they're strong for [their actual need]."]

[If no alternative: "I don't want to waste your time, but if your needs
evolve, we'd be happy to chat."]

Best of luck with [something specific to their situation],
[Sender Name]

Rules:

• Never apologize ("sorry we can't help") — you're not obligated
• Never be dismissive or condescending
• Keep it under 80 words
• If you can genuinely suggest an alternative, do — it builds goodwill
• Don't over-explain why they don't fit. One sentence is enough.

Category 4: No Email

• Competitor: Add to competitive intel tracking. No outbound response. Log: "Competitor employee [Name] from [Company] engaged via [source] on [date]."
• Existing customer: Draft a brief internal routing note: "Existing customer [Company] ([contact name]) came inbound via [source]. Current plan: [plan]. Account owner: [owner]. Possible upsell signal." Route to CS/AM.

Step 3: Route to Destination

For Each Category: