# Portfolio wind-down referral: a contact plan | SourceX

Canonical: https://refer.sourcex.si/guides/how-to-preserve-a-conversation-when-a-company-winds-down
Last updated: 2026-11-05

Ask the CEO while the CEO is still in the seat. A licensing conversation survives a wind-down only if four things are written down before the team disperses: whether the company wants the conversation at all, who will hold that decision at each phase of the shutdown, where the records will sit and on whose instructions, and how to reach the decision-maker once company email stops working. Keep custody, control and the introduction as separate entries, and let retention and legal duties come first.

For a VC portfolio operations lead, a shutdown arrives as a board deck and a timeline. The fund's job in that moment is not to rescue an asset. It is to make sure that, if the company wants a licensing discussion, the people who can hold it are still reachable when it happens. Funding history plays no part in whether the company fits; the CEO's answer and the records do.

## How a shutdown ends conversations nobody declined

Most licensing conversations in a wind-down are not refused. They lapse, because the person who could have said yes left, or because nobody could find them afterwards.

| What happens | What it does to the conversation | What the plan records |
|---|---|---|
| The CEO resigns once the board approves the wind-down | No one with authority remains to agree | A named successor for each phase |
| A formal process begins | Control moves away from management | The controller's name and counsel |
| The company's domain lapses | Messages to every old address fail | A route each person agreed to share |
| Subscriptions are cancelled | The records under discussion disappear | Where each copy sits and its deletion date |
| The fund partner who held the relationship moves on | The relationship owner disappears | A second owner at the fund |
| The company had already talked to SourceX | Any introduction is a duplicate | The CEO's answer on earlier contact |

The domain row is the one that surprises people. ICANN's Expired Registration Recovery Policy requires registrars to send the registrant at least two reminders before a domain expires, roughly a month and a week ahead, and to interrupt the domain's existing resolution path for a period after expiry while it can still be renewed. ICANN's own guidance for registrants warns that this interruption stops services tied to the domain, email included. During a shutdown those reminders may go to an inbox nobody reads, and on the day resolution stops, every address on the fund's contact sheet for that company stops with it.

The formal-process row is just as abrupt. In a chapter 7 case, the federal courts' guide explains, an impartial case trustee is appointed to administer the case and liquidate the debtor's nonexempt assets; for a business, the court may let the trustee run it for a limited period if that helps creditors. From that day the conversation belongs to the trustee, whatever the former CEO wanted.

## Find the archive, and whoever can still decide

Two questions, kept apart because they change at different times.

**Where are the records, and on whose instructions?** The company's own systems, a cloud vendor, a managed service provider, a buyer of some assets, a storage provider. Each holder has its own clock: a cancellation date, a deletion schedule, a hold. The [custodian-first guide](/guides/an-archive-introduction-should-start-with-the-current-custodian) covers the questions to put to a holder.

**Who can say yes today, and who will after the next step?** While the company operates, the CEO decides. After dissolution, whoever the board and the governing law authorize to wind up the company's affairs acts for it, and counsel confirms who that is; [who can sign for a dissolved corporation](/questions/who-can-sign-for-a-dissolved-corporation) sets out the general position. If the company or its assets are sold, the acquirer's CEO decides for what the buyer bought. In an assignment for the benefit of creditors, a receivership or a bankruptcy case, the CEO alone may not be enough, because the estate's controller decides; [the authority of receivers, assignees and trustees](/compare/receiver-vs-assignee-vs-trustee-authority) is compared separately, and so is [the chapter 7 trustee's role](/questions/chapter-7-trustee-role).

Size and history are judged at the company's peak, not on the skeleton team left at the end. Wound-down companies can qualify, and not every one does: SourceX's screening page names archives deleted during the shutdown as the usual way they fail.

## The authorized wind-down contact plan

One page. The company owns it and the CEO approves it; the fund's relationship owner keeps a copy only with the CEO's agreement. Every entry is a name, a date or a route, never a record.

| Field | What to write | Who supplies it | Revisit when |
|---|---|---|---|
| The CEO's answer | Yes, no or not now, with the date and the words used | The CEO | Only if the CEO reopens it |
| Decision-maker today | Name and role | The CEO | Any resignation |
| Successor by phase | Who decides after the CEO leaves, after dissolution and in any formal process | The board, through the CEO or counsel | A board resolution, a filing or an appointment |
| Durable route | An address each person agreed to share that does not depend on the company domain, such as counsel's office | Each named person | The domain's renewal date |
| Custody note | Which systems hold the records, who holds each copy and any cancellation or deletion date | The company's administrator, through the CEO | Each cancellation |
| Duties owner | The counsel who reviews holds, retention and deletion obligations | The company | Any claim, demand or regulator's request |
| Introduction window | The dates in which the company would take a first call | The CEO | Any change of phase |
| Fund's role | The relationship owner, a backup, and the rule that the fund holds no records and no logins | The fund | A partner's departure |
| Stop conditions | A no, a controller's refusal, records gone, earlier contact with SourceX | Everyone named | When any of them occurs |

The durable route is the field that matters most once the domain lapses. Nobody should collect a personal address without that person offering it; counsel's office is usually the cleanest answer, because it outlives both the domain and the job titles.

**Method note.** The plan's fields come from SourceX's terms and screening page, the federal courts' chapter 7 guide and ICANN's expired-registration policy, all checked on 2026-10-27. It records names, dates and routes. It does not measure demand for the records, their quality or any payout, and it does not decide who holds authority under a given state's law; counsel does that.

## A wind-down on three separate tracks (Illustrative)

Illustrative. A generic company with invented dates; nothing here describes a real shutdown or implies an outcome.

A logistics software company peaked at 190 full-time employees and has 40 left when its board approves an orderly wind-down. The fund's operations lead holds the relationship with its CEO.

| Week | Custody | Control | Introduction decision |
|---|---|---|---|
| 0: board approves the wind-down | Every system running; the administrator still employed | CEO | The operations lead asks whether the company wants a licensing conversation; the CEO says yes and it goes in the plan |
| 2: layoffs announced | The administrator's last day set for week 8 | CEO; the board names the CFO wind-down officer from week 10 | The CEO approves the plan, with the CFO as successor and counsel's office as the durable route |
| 4: introduction | Records in place; nothing exported for the referral | CEO | The operations lead, already signed to the Channel Partner Agreement, submits, and the company files its application |
| 8: administrator leaves | Ticket and CRM subscriptions extended one term, at the company's choice | CEO | Review continues directly between the company and SourceX |
| 10: CEO resigns | No change | Wind-down officer | The conversation moves to the CFO through the plan's route |
| 14: domain renewal date | No change | Wind-down officer | The domain lapses; the counsel route carries on |
| 20: dissolution filed | Copies held by a storage vendor under the company's written instruction | Wind-down officer, on the board's authority as counsel confirms | No new introduction is needed; every next step is the company's |

Custody moved twice, control moved once, and the introduction happened once, in week 4, while all three were still simple. Had creditors pushed the company into an assignment in week 12, control would have passed to the assignee, and the plan's stop rule would apply: the conversation continues only if the assignee wants it.

## Retention duties come before any introduction

The plan never outranks the company's legal obligations. Litigation holds, regulatory retention periods, customer contracts that require return or deletion, and personal data rules all apply first, and counsel decides how. Licensing is something the company may choose inside those limits, never a reason to keep what must be deleted or to delete what must be kept. The [comparison of litigation holds and data destruction in a wind-down](/compare/litigation-hold-vs-data-destruction-wind-down) sets out that tension, and the [private equity wind-down playbook](/guides/private-equity-portfolio-company-wind-down) builds the records step into the wider shutdown sequence.

The fund's own position needs one sentence of honesty too. A fund that is both a shareholder and a registered partner should say so to the CEO and the board before the plan is approved. The reward is paid separately by SourceX and is never taken out of what the company receives, but the board should hear about the fund's interest from the fund, not discover it.

## Pick a window, or stop

There are three workable windows, in falling order of ease:

1. **Before announcements.** The CEO and the administrators are present, and one call settles the answer and the plan.
2. **Between layoffs and dissolution.** Through the successor the plan named, using the durable route.
3. **Inside a formal process.** Only through the controller and its counsel, on their timetable.

Stop when the CEO says no, when a controller declines, when the records are deleted under a required schedule, when nobody can be named as the decision-maker, or when the company turns out to have had an application, relationship or earlier valid introduction with SourceX, which makes it a duplicate.

Credit follows dated records. The first valid introduction of a company new to SourceX, made inside the 90-day attribution window, is credited once the company files a verified application. The published terms say nothing about what happens to credit if the fund's relationship owner leaves the program while the company is still in review; that is for SourceX to decide when it arises, so name a backup owner in the plan and keep the record clean. There is no cap on rewards, but the USD 50,000 floor applies once per referred company and not again on a repeat, which matters when a wind-down sells a subsidiary to a group.

## Where the plan can fail

- **People decline to share a route.** The plan cannot compel anyone, and a successor who will not be reached ends it.
- **A formal process takes over.** A trustee's duties run to the estate and its creditors, and a licensing conversation competes with everything else the trustee must do.
- **Demand is unknown.** Whether the records match a current SourceX program is decided in review, and a well-kept plan can still end in a decline.
- **Keeping records costs money.** Extending subscriptions spends the company's cash; a fund paying to keep custody alive would mix its interest into the company's decision.
- **Rights shrink the scope.** Customer contracts and personal data can remove most of what looked promising.

**A measurable test.** For the next three portfolio wind-downs, record the date the CEO was first asked, the date the CEO left and whether the plan's route still reached the successor six months later. If CEOs keep leaving before anyone asks, move the question to the board meeting that first discusses options.

## Next step

> **Refer a company. No cap on rewards.** Default reward on a company's first qualifying transaction: the greater of $50,000 plus 5% and 15% of Actual Supplier Payout, with no cap; further qualifying transactions first agreed within 12 months of the first Closing pay 15%. Eligibility and payment conditions apply, including the USD 100,000 Minimum Transaction, and a signed Schedule A or addendum can differ. A lead, meeting or signature alone does not trigger payment.

When the CEO of a company that is winding down wants the conversation and has approved a contact plan, [register for a partner link](/register), confirm the company against [who qualifies](/who-qualifies) and read the [program terms](/terms) before the team starts to leave. More transition guides sit in the [guides hub](/guides).

Keeping a portfolio company's options open is referral work; deciding whether SourceX itself deserves a place in a portfolio is another matter, and readers weighing that can request materials through the [SourceX investor page](https://sourcex.si/investors).

This article is for information only and is not an offer to sell or a solicitation of an offer to buy securities. Any offering by SourceX is made only to verified accredited investors through its offering documents.

## Sources

- https://refer.sourcex.si/terms
- https://refer.sourcex.si/who-qualifies
- https://www.uscourts.gov/court-programs/bankruptcy/bankruptcy-basics/chapter-7-bankruptcy-basics
- https://www.icann.org/en/contracted-parties/consensus-policies/expired-registration-recovery-policy/expired-registration-recovery-policy-21-02-2024-en
- https://www.icann.org/resources/pages/registrant-about-errp-2018-12-07-en
- https://sourcex.si/investors