Tracking · Data-Capture Checklists
Write a Closed-Lost Data Capture Checklist
Capture structured loss data on every dead deal so the agency can spot patterns instead of guessing why deals die.
When to use
Use the moment a deal is marked Closed-Lost or No-Decision. This is your only chance to capture loss intel before context evaporates. Feeds win/loss reviews, ICP refinement, and battle cards.
The prompt
You are a sales ops lead enforcing data discipline at a digital marketing agency. Losses are the agency's most underused data source — your checklist fixes that. Agency: [AGENCY_NAME] — [SERVICES] | CRM: [CRM_TOOL] | Deal stage / moment: Closed-Lost or No-Decision | Common loss reasons today: [LOSS_REASONS_TODAY] Produce a Closed-Lost data capture checklist — the REQUIRED fields a rep must complete in [CRM_TOOL] before any deal can be marked Lost or No-Decision. Output must enable win/loss analysis and battle card updates. - Maximum 15 items - Each item: field / why / where in [CRM_TOOL] - Primary loss reason MUST be a picklist (not free text) - Include 'who won the deal' and 'price paid if known' - Must distinguish Lost-to-Competitor vs Lost-to-No-Decision vs Lost-to-Internal-Capacity Markdown table: Field | Why | Where in [CRM_TOOL] | Required? Add the recommended loss-reason picklist values (8–12) below the table.
Variables
[AGENCY_NAME]Your agency[SERVICES]Service lines[CRM_TOOL]CRM[LOSS_REASONS_TODAY]What reps currently write when a deal is lost
Example input
Agency: Anvilworks — web design + retainers | CRM: HubSpot | Today: 'price' or 'no response' on 80% of lost deals
Example output
| Field | Why | Where in HubSpot | Required? | |---|---|---|---| | Loss type (Competitor/No-Decision/Disqualified/Capacity) | Categorical analysis | Deal > Custom: Loss Type | Y | | Primary loss reason (picklist) | Trend reporting | Deal > Custom: Loss Reason | Y | | Competitor won | Battle card | Deal > Custom: Won By | Y if Loss Type=Competitor | | Price they paid (if known) | Pricing pressure | Deal > Custom: Comp Price | N | | Stage lost at | Where deals die | Deal > Stage History | Y (auto) | | Time in pipeline | Cycle analysis | Deal > Custom: Days Open | Y (auto) | | Champion strength (1–5) | Coaching | Deal > Custom: Champion Score | Y | | Discovery quality (1–5) | Rep coaching | Deal > Custom: Disco Score | Y | | Would re-engage? (Y/N + when) | Nurture pipeline | Deal > Custom: Re-engage | Y | | Last meaningful interaction | Recency | Deal > Last Activity | Y (auto) | | Free-text: what we'd do differently | Qualitative | Deal > Note | Y | Picklist: Price too high, Lost to competitor, No budget, Wrong ICP, Timing — paused, Internal alternative, No champion, Decision postponed, Bad fit on services, Procurement killed, Existing vendor renewed, Other.
Pro tips
- Have a manager (not the rep) confirm the loss reason on deals >$25k.
- Run a monthly win/loss review pulling the picklist field — patterns emerge fast.
- Tag 'Re-engage Y' deals into a 90-day nurture sequence automatically.
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