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How to Decline, Reopen, or Delete a Lead

Learn how to decline a lead you will not take on, reopen a declined lead, and permanently delete a lead or spam.

If your firm decides not to take on a prospective client, decline the lead. Declining keeps everything they shared for your records and can be undone. Deleting removes the lead for good and is meant for spam or records you are sure you do not need.

🚫 How to Decline a Lead

  1. Open the lead from your Leads list.

  2. Click Decline at the top right.

  3. In the Decline this lead? window, add a Reason if you like. It is optional and only your team sees it.

  4. Click Decline lead.


The lead moves to the Declined tab. The prospective client can no longer open their portal. If they follow an old sign-in link, they see Your access to this portal has ended and are asked to contact your firm.

✉️ EstateMin does not email the prospective client when you decline their lead. Send your own non-engagement letter if relevant.

↩️ How to Reopen a Declined Lead

  1. Open the lead from the Declined tab.

  2. Click Reopen.

  3. Click Reopen lead to confirm.


The lead goes back to Submitted, or to In progress if they had not submitted yet, and the prospective client can open their portal again. EstateMin does not email them, so let them know yourself.

🗑️ How to Delete a Lead Permanently

  1. Open the lead.

  2. Click the bin icon at the top right.

  3. Read the Delete this lead permanently? window. Deleting removes the prospective client's portal, everything they shared, and the lead's history.

  4. Tick I understand my firm may need this record for conflict checks.

  5. Click Delete permanently.

⚠️ Deleting a lead cannot be undone. A lead never reaches Clio, so EstateMin may hold your firm's only record of what this prospective client told you. Consider declining instead if you may need the record for conflict checks.

💡 Good to Know

  • You can decline or delete a lead at any stage before it is converted. A converted lead is a matter and cannot be deleted from Leads.

  • Deleting a lead frees the prospective client's email, so they could start again from one of your intake links.

  • Hover over the Declined status in the Leads list to see the reason you gave.

  • Reasons can be up to 500 characters.

  • For all Leads articles, see What Are Leads in EstateMin?

💬 Need Help?

Use the chat bubble in the lower-right corner of EstateMin or email [email protected] for support.

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