project closure presentation sample

Free Project Closeout Templates

By Kate Eby | April 16, 2021

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In this article, you’ll find the most useful free templates for conducting and documenting an efficient project closure. Download, edit, print, and share these closeout templates in Microsoft Excel, Word, PowerPoint, and PDF. 

On this page, you’ll find a construction project closeout checklist , a simple project management closeout report , a project closure meeting template with lessons learned , and other template options.

Construction Project Closeout Checklist Template

Download Construction Project Closeout Checklist Template - Microsoft Excel

This closeout checklist template includes sample entries that you can adapt to your specific project. Add all of the procedures and items you need to successfully complete your project, including the documents that comprise your final construction project closeout report. 

Customize the template by inserting your company logo, your project details, and any additional spreadsheet columns. 

For more construction project management tools, including a punch list template, check out these free Excel construction management templates .

Project Management Project Closure Template

Download Project Management Project Closure Template

Microsoft Word | Adobe PDF | Smartsheet

Create a project closeout document template that enables you to examine performance, outcomes, lessons learned, and recommendations. This template provides a basic outline for creating a comprehensive closeout report. 

This project closure template is appropriate for project managers working in a variety of fields. It enables you to compare project baselines (such as scope, schedule, budget, and deliverables) with actual results. Include analyses of communications management, team performance, and learning outcomes. List any supporting documents in the appendix table.

Simple Project Closeout Report Template

Download Simple Project Closeout Report Template

Microsoft Word  | Adobe PDF

This one-page report provides sections for the project summary, roles and responsibilities, deliverables, project costs, schedule, and lessons learned. The template includes separate sections for planned outcomes and final outcomes to show which elements of the project were more or less successful. 

Include recommendations and approval signatures at the bottom of the template. Create a brief closure document or expand the template to suit your needs.

Project Closeout Meeting Template

Download Project Closeout Meeting Template

Microsoft Excel | Microsoft Word | Adobe PDF  | Smartsheet

Whether you’re conducting a project post-mortem, retrospective, or after-action review, this template provides a sample guide for developing a meeting agenda. It includes example questions regarding project criteria, objectives, performance, highlights, challenges, outstanding tasks, and future considerations. 

Examine the lessons learned from each project phase , and create an action plan to improve future projects. Use the data you collected in the closeout meeting to inform your project closure report.

Project Closeout Plan Template

Download Project Closeout Plan Template

This project closure plan template offers a simple checklist to help you plan and track the project completion process. It includes example questions related to the acceptance of deliverables, knowledge transfer, documentation, administrative tasks, and post-project review. 

Edit the template to include all activities you need for successful project completion. Include a task owner and due date for each item. At the top of the template, note the project title, project manager, and dates for the planned versus actual project closure.

Project Closure Presentation Template

Download Project Closure Presentation Template - Microsoft PowerPoint

Present stakeholders with a project closure review using this Microsoft PowerPoint presentation template. The slides highlight the performance metrics, schedule variances, quality outcomes, budget details, and strengths and weaknesses of the project team. 

Lessons learned, action items, and ideas for future improvements round out the template. A variety of slide formats provide visual interest while allowing adequate room for detailed analysis.

Software Project Closure Report Template

Download Software Project Closure Report Template

Microsoft Word | Adobe PDF

This document serves as a traditional or agile project closure template, providing the foundation for a comprehensive report. If you’re transitioning to a new manager during your project, you can include information on specific tasks, such as handovers and reassignments. 

The template provides section headings and tables for an easy-to-read format. Template segments include project overview, competition criteria, outstanding issues and risks, contract closure with vendors, documentation management, lessons learned with action plan, and project closure approvals.

Engineering Project Closeout Report Template

Download Engineering Project Closeout Report Template

Microsoft Excel | Microsoft Word | Adobe PDF 

Suitable for engineering, construction, and government-funded projects, this closeout report template provides a concise yet thorough outline. Create a record of the project’s initial and final costs, as well as schedule changes, funding sources, supplier contract information, and final deliverables. 

Attach all required documents and attain sign-off authorization for project closure acceptance. Modify the template based on the type and scope of your project to customize your closeout report.

What Is a Project Closure Template?

Project closure templates save project managers time by providing organized checklists for completion planning, post-mortem agendas for project review, and formal closeout reports for approval signoff from clients and internal stakeholders. 

By offering all of these capabilities, closure templates enable you to do exactly what this final phase of the project lifecycle requires: pay close attention to detail and document accurately. Make the templates work for you by customizing them for your business, project, and client needs. To learn more about the elements involved in closing a project and conducting an effective review, see “ The Complete Guide for a Successful Project Closeout .”

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Project Closure PowerPoint Templates For Presentations:

The Project Closure PowerPoint templates go beyond traditional static slides to make your professional presentations stand out. Given the sleek design and customized features, they can be used as PowerPoint as well as  Google Slides templates . Inculcated with visually appealing unique and creative designs, the templates will double your presentation value in front of your audience. You can browse through a vast library of Project Closure Google Slides templates,  PowerPoint themes  and  backgrounds  to stand out in your next presentation.

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What is a project closure powerpoint template.

A Project Closure PowerPoint template is a ready-made presentation template that provides a structured framework for creating professional Project Closure presentations. The Project Closure PPT presentation template includes design elements, layouts, and fonts that you can customize to fit your content and brand.

How To Choose The Best Project Closure Presentation Templates?

Keep the following points in mind while choosing a Project Closure Presentation template for PowerPoint (PPT) or Google Slides:

• Understand your presentation goals and objectives.
• Make sure the Project Closure template aligns with your visual needs and appeal.
• Ensure the template is versatile enough to adapt to various types of content.
• Ensure the template is easily customizable.

Are Project Closure PowerPoint Templates Compatible With Google Slides?

Yes, all our Project Closure presentation templates are compatible and can be used as Project Closure Google Slides templates.

What Are The Advantages Of Project Closure Presentation Templates?

Project Closure PPT presentation templates can be beneficial because they:

• Add multiple visual and aesthetic layers to your slides.
• Ensure that complex information, insights and data is presented in a simplistic way.
• Enhance the overall visual appeal of the content.
• Save you a lot of time as you don’t have to start editing from scratch.
• Improve the professional outlook of your presentation.

Can I Edit The Elements In Project Closure PowerPoint Templates?

Yes, our Project Closure PowerPoint and Google Slides templates are fully editable. You can easily modify the individual elements including icons, fonts, colors, etc. while making your presentations using  professional PowerPoint templates .

How To Download Project Closure PowerPoint Templates For Presentations?

To download Project Closure presentation templates, you can follow these steps:

• Select the resolution (16*9 or 4*3).
• Select the format you want to download the Project Closure template in (Google Slides or PowerPoint).
• Make the payment (SlideUpLift has a collection of paid as well as free Project Closure PowerPoint templates).
• You can download the file or open it in Google Slides.

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Project Closure Template

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There is always an end for all endeavors. So have you just concluded a project? Or a project is nearing its completion time, and you have highlighted the significant lessons from the project? Perhaps the board of directors is asking for a rundown of the project at the point of closure? Then you have come to the right place as this project closure template offers a solution to that.

This template helps you give details of the project at the point of completion. The first three slides of the template features to text and graphical contents that can be employed to show the steps involved in closing the project. These steps are listed and explained, and the diagrams and graphical designs in fascinating colors offer a form of explanation to these points. The last slide of the template features a table that can be used to draw out lessons learned from the project and the impact of the project on customers, the company’s policy, and the society at large.

This project closure template will be a useful tool in the hands of program leads, project managers, and heads of planning committees. Although the colors employed in the template can be adapted to suit the user’s needs, it is both professional and straightforward. This makes the template usable in a large corporation, business organizations, and startups.

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Project Closure PowerPoint Presentation

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Are you ready to finalize your project and present the key milestones and outcomes to your stakeholders? Our Project Closure PowerPoint Presentation template is the perfect tool to help you communicate your project’s success effectively and professionally.

This comprehensive presentation template has been designed with project managers in mind, featuring a clean and modern design that is easy to customize. With a range of slides covering all aspects of project closure, from summarizing objectives and deliverables to outlining lessons learned and recommendations for future projects, this template will help you create a polished and impactful presentation in no time.

Key features of our Project Closure PowerPoint Presentation template include:

1. Fully editable slides: Easily customize the content, colors, and fonts to suit your project’s branding and messaging.

2. Comprehensive slide layout: Cover all key aspects of project closure, including project overview, achievements, challenges, lessons learned, and next steps.

3. Professional design: Impress your audience with a modern and visually appealing presentation that conveys professionalism and attention to detail.

4. Data visualization tools: Use charts, graphs, and other visual aids to present key project metrics and outcomes in a clear and engaging way.

5. Easy to use: Simply download the template, add your content, and present with confidence. No design skills required!

Whether you are wrapping up a small team project or a large-scale initiative, our Project Closure PowerPoint Presentation template will help you communicate your project’s success with clarity and impact. Download now and make your project closure presentation a success!

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Project Closure: 3 Simplified Phases You Should Know [+ Checklist]

Here's a three phase project closure process that will help you tie off loose ends, keep your files in order, and document learnings from the project that you can take forward into future projects.

Without a proper project closure process, projects can exist in a state of limbo where nobody's really sure if any more work is being done.

Project closure is not simple (but you already know this). It takes time—you shouldn’t attempt to compress the whole process into a day—and it unfolds in many ways, including through project post mortems, lessons learned, retrospectives, wrap-ups, and project de-briefings.

What Is Project Closure?

The project closure phase is the last phase in the project life cycle , and it officially puts an end to a project. The entire project management closure process requires meetings and communication with your team and stakeholders, a handful of project documents, and analysis skills.

When the project closing phase is completed properly, your project documents will be finalized, your clients and stakeholders will have any final reports that they require, and your team will have had the chance to reflect upon and adjust their processes and workflows.

Why Is Project Closure Important?

It’s so tempting to just move to the next thing after a project launches.  The extra time and energy to do even more work seem daunting, but it’s really in your best interest as a project manager to close it officially.

• You show your team (and your boss) that you are competent and professional.
• You’ll probably glean at least 2 things (usually more) that you can take with you to future projects to make them more successful.
• You minimize the chance of problems resurfacing on this project down the road and slowing you down.
• You create the opportunity for your team to tweak their process and structure before moving onto the next project.
• You’ll end up with a final project closure report that helps you make updates to your portfolios, processes, and assets.

If you don’t close a project properly, you might set yourself and your company up for some tough situations.

For example:

• Ever had a client come to you well after a project is over complaining that items were not completed?
• Have you ever realized after launch that some critical component of the product was missed?
• Do you see your team carrying the same recurring issues onto new projects?

It is definitely in your best interest to have a project closure procedure in place so that you cover every base and safely archive it in your project management software .

When Should I Begin The Project Closure Process?

You should begin the project closing process after the following have been completed:

• Your team has done QA and performed testing on the project deliverables
• You’ve delivered the project, and the client has reviewed and approved it
• The thing you’ve delivered is live

If you don’t have the budget for the type of project wrap up I cover in this article, it’s always helpful if there’s a billing bucket for overhead per client so you can still show that you’re doing work for them while not adding hours to the project budget.

If you don’t have the option to bill to overhead, admin, or any other non-billable bucket , try to ensure that you have time built-in at the beginning of the project to cover project closure.  If you get to the end of the project and there’s no way to account for the hours needed to follow all of the closure steps, prioritize what will be most helpful to you, the team, and your company.

3 Phase Project Closure Process

I’ll cover each phase of project closure in detail below. Click any link to jump to that section.

Phase 1:  Loose Ends and Formalities

• Start smoke testing
• Check for missed items and things you left hanging
• Technical update: documents, contracts, and payment

Phase 2: Learning, Feedback, and Review

• Write a note to your team with team wrap-up plan
• Close the project with your client
• Hold a retrospective, lessons learned meeting, post-mortem

Phase 3:  Final Phase: Last Look and Moving Forward

• Put together a final project report
• Create a roadmap
• Update your credentials

Phase 1: Loose Ends and Formalities

1. start smoke testing.

Goal: Make sure the project is stable.

a. Refresh and check the live product to ensure stability

The first thing to do when a project goes live is to make sure that it is properly live. You’ll be amazed how often a seemingly straightforward deployment from staging to production goes wrong.

Once you have checked the live product, keep checking. Set up a check every few hours post-launch to make sure everything is still running smoothly. Even if it deployed properly, the first 24-48 hours can unleash a torrent of unexpected issues, and you don’t want to be blindsided.

• Set up an hourly live product check
• Check the analytics for warning signs
• Monitor product traffic
• Check the server health

b. Create a checklist of things likely to be affected during the deployment

Create a checklist of details that are likely to be affected during the transition from stage version and live version. It’s often small configuration snags that cause problems between staging and live.

Focus on features that are (1) critical to product function, (2) the selling point of the product, or (3) most commonly needed by users.

• List key features
• List vulnerable features
• List any features you’ve had problems with in the past

c. Have the team retest major features and functionality

Now that you have a list of top priority features, it’s time to start retesting them. Sure, you’ve tested them all before but the landscape changes drastically post-launch. You now have active users, live servers, and myriad other changes to contend with. 

Technology is never foolproof; small things that no one can explain can go wrong. Those things are what retesting catches.

• Divide key features amongst the team
• Test each feature
• Report the results
• Address any issues

d. Monitor social media channels for issues

If the end product is high profile, make sure someone is monitoring social channels for issues. End users will frequently post complaints or comments on social and you want to catch these as soon as possible.

You will need to take a “PR” approach here and address the social/reputational issues as just as important as any technical issues.

• Monitor the product’s Facebook and Twitter feeds
• Set up a Google Alert for the product
• Respond promptly to all issues

e. Make sure you’ve set up Pingdom

You want to be alerted as soon as there is any sign of trouble. Pingdom will monitor the performance and availability of service on an ongoing basis.

You need to continue to smoke test well after the project has gone live, and as part of that, do regression testing to ensure that your project’s deployment hasn’t adversely impacted anything else.

• Set-up a Pingdom account
• Link your product
• Monitor status

Back to the Project Closure Process menu

2. Check for missed items and things you left hanging

Goal: Tie up all loose ends.

a. As you work, set up a notification for “missed” items

Knowing your priorities is vital for keeping things on schedule. Sometimes that means skipping over less vital tasks until you have time for them later.

You never want these items to go completely forgotten, though. It’s helpful to archive these delayed “to-dos” in a way that helps you remember them later, at a more convenient time, potentially using task management software .

• Establish an alert system for delayed tasks
• Set-up notifications for postponed items
• Check on items during downtimes
• Go over all items after launch

b. Comb over your plan and timeline for forgotten items

Go over every inch of your plan and timeline and look for any item you forgot about. Sometimes, when the heat is really on during a project and you are just trying to get to the finish line, you can accidentally skip things. Mistakes happen, even for the most organized PM.

• Gather timeline and plan documents
• Catalogue forgotten items
• Discuss items with your team

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c. Address any forgotten items with your client

You’ve combed over the timeline, the task lists, and the plans and found a few things that were missed. At this point, transparency is absolutely key. Be honest with your team and your client about what was missed. And remember not to panic—if it were critical it likely would have come up in QA or UAT.

• Present any missed items to the client
• Receive feedback on next steps
• Outline which items to tackle first

d. Decide whether additions are in scope or out of scope

Any remaining items in your scope statement should be incorporated when the right time comes—sometime before launch or with a plan to update after launch that the client has signed off on.

Out of scope items make a lovely email to the client as you close out the project and will score points with your business development team since they can be sold as updates.

• Sort leftover items as in scope or out
• Develop a plan to address each in scope item
• Email client out of scope items
• Review OoS items for updates

3. Technical update on documents, contracts, and payment

Goal: Make sure the project is closed properly from an administrative perspective.

a. Check everyone has their files in the right place

Check that everyone has put their files on the server or document management system and that the files and folders are in order. You should have a clear organizational pattern established long before the project gets started.

• Develop organization/filing best practices
• Distribute organizational expectations to the team
• Do a surprise check (or two) to ensure that orders are followed

b. Ensure final versions are clearly labeled

Create archives for old files and ensure final versions are clearly labeled. You should be doing this as you go but now it’s time to dive in and make sure everything is as it should be.

• Determine final versions of files, products, or items
• Determine the standard labeling system
• Label all final versions accordingly

c. Check that code is commented on and checked in

Keeping the team Wiki up-to-date is for the benefit of your future self. You’ll appreciate this in 6 months when you save hours of trawling through the server when a client asks you for a random PSD file that your designer has totally forgotten about.

• Ensure the team Wiki is up-to-date
• Ask your team to have code commented and checked in
• Review Wiki for obvious knowledge gaps

d. Collect organizational process assets

This step will have you checking assets like product validations, acceptance criteria, contract closure, team performance appraisals, and so on. It can be a bit of a doozy so make sure to tag in your team where needed.

• Collect product validations
• Collect acceptance criteria
• Collect contract closure
• Collect team performance appraisals
• Collect all other process assets

e. Go through your assumption log

As a project manager, you have most likely developed an assumption log throughout the project management life cycle. An assumption is something assumed to be true during the project planning stages. As you go, you will track the validity of each one.

• Read through your assumption log
• Pull out any interesting information
• Generate a statement about what was learned

f. Go through estimates to see if you were correct

The goal is always to come close to what you predicted before the start of the project in terms of time and cost.

Now, at the end of the project, it’s time to find out the reality of the situation. Don’t panic—it’s quite common for project estimates to not be 100% accurate. In this stage, you can start to ask: “Why”?

• Check estimates for budget/cost
• Check estimates for time/hours worked
• Check estimates for a finish date
• Check any other appropriate estimates

g. Review the change log

Every project goes through a series of expected or unexpected changes. As things change, it’s good practice to keep track of them all—when they happened, why they happened, and what was the result. This, your change log, is a useful document that you will want to go back through come the project’s end.

• Go over your change log
• Check for missed items
• Report to team

h. Review your issues log

Issues will arise throughout the project management process—that’s inevitable. As they pop up, you and your team are responsible for tracking them. Most teams use an issue log for this purpose, though the exact organization of said log is entirely up to you. Project closure is a good time to check this log.

• Pull together issue log(s)
• Check each issue item
• Address any missed items with your team

i. Check your risks report for unresolved risks

Like changes and issues, risks are also something that arise and are logged as you progress through the life cycle of a project. And, like the above two items, project closure is a time to go over risk reports and make sure nothing was forgotten about or skipped over.

• Pull together risk report(s)
• Check each documented risk
• Address any leftover risks with your team

j. Scope document check

Your scope documents outline the size and limitations of the project. You want to make sure that all requirements were met.

The closure phase of the project is the perfect time to address scope documents and assess project performance and whether it was a successful project.

• Gather your project scope documents
• Assess the predicted scope vs actual scope
• Discuss the results with your team

k. Do your deliverables check

Project management hinges on deliverables. What tangible or intangible goods or services are your clients expecting? What tangible or intangible goods or services were delivered? Hopefully, the answers to these two questions align. Now is the time to prove it.

• Check that deliverables and outputs are handed off
• Check that deliverables have been signed by project stakeholders
• Check for all deliverable approvals and sign offs

l. Make sure all project documents are signed

If there are any outstanding contracts and agreements with vendors, contractors, and so on, now is the time to reach out to concerned parties and get every signature and date stamp you need.

• Gather all project documents
• Check documents for missing signatures
• Reach out for needed signatures

m. Ensure the proper process for all contract closure has been completed

The project has come to a close, and with that, all contracts must be closed out as well. All the suppliers, subcontractors, donors, and others that you have worked with will thank you for your thoroughness. Additionally, you can ensure that everyone reviewed and accepted all contracted deliverables.

• Check that supplier contracts are closed out
• Check that subcontractor contracts are closed out
• Check that donor contracts are closed out
• Check that any other contracts are closed out

n. Ensure proper etiquette for financial closure

Financial documents and assets will need to be taken care of now that the project is in its final stages. Move assets, reassign project resources or personnel, or complete anything else required for the financial closure of the project.

• Check fulfillment of payment received
• Check the status of receivables/advances
• Liquidate/transfer receivables to another project number/accounting code
• Check all payables have been paid

o. Check the status of all administrative closure for project completion

Administration clean-up. You have assets that need to move, be reassigned, completed, archived. This is a big clean-up task that will happen at the end of any project. Here, you’ll address personnel, equipment, documents, and archives—ensure everything is sorted post-project.

• Check that personnel have been released or reassigned
• Check that equipment has been sold or transferred, if needed
• Check that all documents and reports are complete
• Check that all archives and files are up-to-date

p. Update project documents and update records to reflect the final results

Everything is finished, and now it’s time to change all of your files and documents to reflect this. Record any final results, including the state of the fully-live product and any final results attached to the launch.

• Catalog documents and records that might need attention
• Update all records according to final results

q. Gather legal proof that these documents have concluded

Your documents state that everything has been finalized and that all parties are satisfied with the results. But that doesn’t mean much if you don’t have evidence to back it up, should an issue or doubt arise later on.

• Catalog your final results and confirmed deliverables
• Collect proof for each result/deliverable
• Ensure the client signs off on each item

r. Ensure all outstanding payments are sent in a timely manner

Outstanding payments can really come back to bite you. No one likes getting calls from a creditor or angry vendor because an invoice slipped between the cracks. Project closure is a good time to sit down and sift through all invoices, commissions, fees, bonuses, and make sure that everything is paid.

• Check your accounting system for outstanding invoices
• Calculate any outstanding commissions
• Calculate any outstanding bonuses
• File all invoices to accounting for payment
• Ask for proof of payment, as needed

s. Archive documents and all information for future reference

You learned so much over the course of a project’s life cycle and you sure don’t want that valuable information to be forgotten or go to waste just because the project is complete.

In this stage, you will be dealing with collecting project and phase records, managing the transfer of knowledge, and identifying lessons learned (LL).

• Collect all project, phase, and milestone records
• Design a system for knowledge transfer
• Document lessons learned
• Share lessons with your team

4. Write a note to your team with team wrap-up plan

Goal: Succinctly explain to your team the closure plan.

a. Mention something specifically for each team member

Sure, you can copy-and-paste a generic “hurrah, we’ve made it” email into Gmail and hit send. But your team is going to feel that it’s inauthentic, and they’re right. Instead, focus on something each member of the team did really well and commend them for it. Make the closure email specific and thoughtful.

• Pick out something each team member did well
• Draft these specifics into the closure email

b. Explain what needs to happen next, if anything

Did you notice any errors, missing items, or needed follow-ups during your project clean up? You will want to write these into the closure email and explain the “next steps” for how each is going to be addressed.

• Outline anything missed
• Outline the next steps for your team

c. Tell your team about any closing events

In this section of the message of an email, you will have a chance to do a bit of a retrospective and outline any lessons that can be taken away from the project. Don’t forget to sprinkle in a bit of no-strings-attached celebration!

• Draft a project retrospective or post mortem
• Draft lessons learned
• Draft celebratory text
• Finalize closure message

5. Close the project with your client

Goal: Fill your client in on anything outstanding and all things finished.

a. Let them know about any lingering issues

In the above flurry of steps, you may have encountered issues or items that needed to be further addressed, dismissed, or otherwise dealt with. As the project wraps up, you are going to need to convey this information to your client. Fill them in on issues, pass on log-in information, make sure they are set.

• Pass on any useful URLs and links to client
• Pass on any login information to the client
• Update client on anything they should expect at project’s end
• Send the client the final invoice, if not already done

b. Sell maintenance, phase 2, or other enhancements

If any item or feature was deemed out of scope, there’s still a chance to sell it after the fact. You can pitch updates to your client that can address any of the things that were left on the cutting room floor. However, not all companies are open to this so only move ahead with this after reading the room.

• Itemize maintenance or enhancement
• Present maintenance or enhancement to client
• Pitch phase 2, if needed

c. Organize a customer wrap-up meeting

No matter how many emails or notes you send, a face-to-face (or conference call) meeting is the best way to close everything off. Your client will appreciate being able to chat and ask questions in real-time as you go over the project closure.

• Schedule a meeting with the client
• Draft a summary presentation
• Attend the meeting with the team

d. Send an email asking for feedback

Asking for feedback should always be a part of your process but there are different ways to go about this. For most, simply asking a few casual questions in an email is more than enough. If you can gather client feedback before finalizing your internal retrospective, you can share the information with your team.

• Construct a feedback form or email
• Request feedback from the client
• Follow up on feedback if not received
• Go over the feedback with your team

6. Hold a retrospective and/or send a survey to your team

Goal: Learn from successes and failures—as individuals, as a team, and as a business.

a. Hold a retrospective or post mortem gathering with your whole team

Yes, hold a project retrospective every time.  Even if it was uncomplicated and went smoothly. A retrospective is not meant to only showcase how to fix things that went wrong, although that tends to be the focus (especially on a tough project). It’s also meant to show what went right, and how to replicate that over other projects.

• Schedule a retrospective
• Ask the team for any agenda items
• Send around the planned agenda
• Host the meeting
• Take note of perceived successes and failures

b. Present an anonymous survey to your team

The anonymous survey is a great way to get really honest feedback from people who aren’t good at confrontation.

Use simple questions with multiple-choice for best results, though always leave room for additional notes or comments

• Design survey questions, keeping them simple
• Collect anonymous responses
• Curate responses plus your own additions into a deck
• Share deck with the project team
• Edit deck with project team comments
• Share deck executive team

c. Go through lessons learned with your team and archive them for future use

You won’t want to put this much time in a retrospective and feedback cycle and then just toss out or forget the results. All of this data is going to make you a better project team in the future. That’s why I recommend putting together a final report of lessons learned, making sure your team has read them, and then archiving them.

• Create a lessons learned register
• Host a LL meeting with your team
• Gather key LL
• Compile LL into a document
• Share and store LL document for future use

Phase 3: Last Look and Moving Forward

7. put together a final project report to audit the project successes/failures.

Goal: Summarize what worked and what didn’t with your project.

a. Host a closeout reporting meeting

In this closeout meeting, you will have a chance to analyze what went well, what didn’t go so well, and what can be improved for next time.

You have all of your final reporting, now is the time to go over it. It’s important to do this sooner rather than later, while all the minute details are still fresh in your mind.

• Schedule close-out reporting meeting
• Compare estimates vs results
• Discuss failures
• Discuss solutions

b. Analyze how well the project is delivering against project objectives

Instead of trying to make botched quick fixes, be a bit more strategic. It’s time to start thinking about the next steps and where we take the project from here. We need to work out how is the project performing against the KPIs. To what extent is it getting results?

Talk with clients to get conversion data, and use analytics and maybe even more user testing to identify any issues and explore opportunities to optimize the project.

• Outline important goals
• Measure expected vs reality for goals

8. Create a roadmap for moving forward based on what you learned

Goal: Taking the data you have collected and turning it into a plan.

a. Compile all the data you have collected and turn it into a roadmap

When you’re clear on any issues and opportunities, create a roadmap to carefully define the sequence of implementing them. Plan it out, taking into consideration the client’s budget and the importance rather than the perceived urgency of the changes. Start with the quick wins and plan out the bigger opportunities and enhancements.

• Compile all the data you have collected
• Transform data into an actionable roadmap
• Ask the team for roadmap feedback
• Send a roadmap for approval

b. Implement the roadmap once it's approved

Start implementing each of the enhancements as a new project. It’s important that the analysis, roadmap, and optimization cycle continues on the project even after the initial roadmap is completed . It’s often at this stage that the priority shifts from function to content in terms of optimization. Explore the project’s ongoing content strategy.

• Discuss the roadmap with your client
• Integrate the client's feedback into the roadmap
• Loop in the account manager

9. Celebrate

Goal: Let your team know they are valued and congratulate them on their hard work.

a. Consider a personalized acknowledgment to your teammates (gift or note)

When I worked in an office, I’d be sure to do something special for each of my teammates, and they always appreciated it.  So, even though I’m remote, I still send a little something to my teammates when we’re done with a project. At the very least, send a thank you note (card), but you can also try smallish gifts or a round of Happy Hour drinks.

• Pick out small gifts/cards for the team

10. Update your credentials

Goal: Have your professional records reflect this most recent completed project.

a. Update your personal credentials

Some people update their professional credentials (resume, LinkedIn, etc.) on an as-needed basis. About to pitch yourself for a project or apply for a job? Quick, scramble to update the ol’ resume!

It’s actually way easier to update your resume at the end of the project closure cycle when all the details are still firm in your mind.

• Update your resume notes
• Update your LinkedIn
• Update any other personal career-oriented profile you have

b. Update your company portfolio

Alongside your “personal” profiles, your company probably has its own set of sources and sites that you will want to update with this most recently completed project.

You might update your website, for example, but you might also pull out key stats or visualizations of the project and add it to a physical portfolio, as well.

• Update your company website
• Update your company portfolio
• Update any other company sources or sites

Project Closure Checklist [Download]

In DPM Membership, there’s a project closure checklist that follows all of the steps in the project closing process that I layout in this article.

It goes through the main phases but also breaks down each phase into a list of subtasks for you to check off during project closeout. DPM Members get access to the checklist, plus 100+ other templates, lists, samples, ebooks, workshops, and more.

Avoiding Scope Creep During Project Closure

So you’ve completed smoke testing, your checklist is complete, the admin is buttoned up, and you’re happy the project is complete?

The statement of work should clearly define when a project is complete and all in-scope deliverables are delivered.

When the immediate bug fixes are complete, it’s important that we don’t start adding in last-minute feature requests.

Some of the biggest mistakes are made trying to make quick fixes to a project in the days just after it has gone live when clients start panicking and changing their minds about things! Invariably, this kind of botch job leaves the site user experience or design severely compromised. Knee-jerk changes are never thought out properly and contribute to scope creep !

Other Considerations For Project Closure

In some teams, project closure requires some accounting updates, or possibly documentation requirements that apply in some verticals.

There could be any number of things that the project manager is required to do at the end of a project that you might not think to do. You should already have a good sense of what is required, but if you’re not sure what is expected of you, ask about things like specific accounting updates or documentation requirements.

Important Note

Depending on your situation, you may be doing a project transition more than a project closure. Here’s the process for project hand-off to a new owner.

What's Next?

To get access to 100+ templates, samples, and examples for other project management process, sign up for DPM membership . You'll also get access to community conversations in Slack with 100's of other digital project managers.

Managing Complex Projects: Tips To Level Up Your Skills

5 strategies for managing multiple projects at once, why is it so difficult to use project management software well.

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Project Closure

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Grab our Project Closure MS PowerPoint and Google Slides presentation template to depict the project phase that marks the formal completion of a project's objectives, tasks, and deliverables. You can also explain how this process/step involves finalizing all project activities, documenting lessons learned, and transitioning project outputs to the relevant stakeholders.

Project heads can capitalize on this set to illustrate the objectives, inputs, and outputs of project closure. You can showcase the types, phases, and activities of project closure. You can shed light on the conditions for closure and the questions that the closeout plan must address. You can demonstrate the steps of performing the project closure analysis. You can also present the benefits and deliverables of project completion.

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A step-by-step guide to creating a flawless project closure report

Georgina Guthrie

November 02, 2022

We talk a lot about first impressions — but not so much is said about last impressions. But the fact is, they matter just as much as introductions . 

Endings are important. Consider the gymnast finishing their set with a showstopping move. An orchestra finishing a piece with fanfare. A fireworks display that saves the best for last. Endings are your last chance to make an impression and drive home what you want your audience to remember. 

As a project manager, you know that closing a project is just as important as starting it, and a well-crafted project closure report can help you do just that. It can also be a valuable resource for future projects and help your team and stakeholders feel positive about what you’ve accomplished together. So, let’s take a look at what a closure report is and what you should include in it.

What is a project closure report?

A project closure report is a document that summarizes the results of a project. It includes the team’s accomplishments, lessons learned, and recommendations for improving upon future projects. Closure reports are typically created at the end of a project, but you can also use them to summarize the results of interim project milestones .

A project closure report typically includes the following information:

• A brief project overview, including objectives and goals
• A description of the team’s accomplishments
• A discussion of lessons learned
• Recommendations for future projects

Why create a project closure report?

A closure report is helpful for future projects, as you can refer back to previous reports to see what worked well and what didn’t.

Evaluating your results also encourages you to reflect on the project and identify areas that are ripe for improvement. By taking the time to create this handy little document, you can ensure that future projects are even more successful than previous ones. 

Finally, a closure report is a way of formally wrapping up a project. It shows your client or sponsor that you’re taking the time to assess team performance and you’re committed to continuous improvement .

What happens if you don’t have a closure report?

If you don’t have a closure report, it can be difficult to track the results of your project. This, in turn, makes it tricky to spot areas for improvement. It can also make it more challenging to replicate the successful elements of previous projects.

Without a closure report, you also miss out on an opportunity to show your project sponsor or client that you’re taking the time to assess the project and its results. This can reflect poorly on you as a project manager and may damage your relationship with clients. 

What should I include in a project closure checklist?

A project closure checklist should include all of the following items:

• A brief overview of the original project requirements, including the project scope , objectives, and goals
• A description of what you accomplished during the project
• Lessons learned and client feedback
• Proof that you fulfilled all deliverables and objectives (with confirmation from the client)
• Payment details, including any outstanding fees to/from suppliers or vendors
• A performance review for all sections of the project
• A folder(s) containing all project documents and communications
• Confirmation of transfers of any resources/items
• Offboarding documentation for any project-specific contractors or freelancers

When should you begin a closure report?

Ideally, you should begin work on your closure report as soon as you’ve completed the project. This helps you keep all the relevant information fresh in your mind. It’ll also make it easier to track down any documentation you need before it’s filed away, deleted, or lost.

Top tip: use a project management tool that lets you archive files to avoid this happening!

If you’re working on a large project, consider creating interim closure reports. This can be helpful in documenting the results of specific milestones, and it’ll be easier to create a final report at the project’s end.

How do you write a closure report?

Writing a closure report is relatively straightforward. Here are the steps you’ll need to follow:

• Arrange a project post-mortem .
• Briefly summarize the project and its objectives.
• Describe what the team accomplished during the project.
• Discuss any lessons learned during the project .
• Make recommendations for future projects.
• Thank your team and sponsors.
• Close with a strong statement.
• Publish your report.

Let’s dig into these in a little more detail…

1. Arrange a post-mortem

Before you begin writing your closure report, it’s important to arrange a post-mortem meeting with your team. This gives everyone a chance to debrief and discuss the project, and it helps you identify any lessons learned.

A post-mortem meeting should be structured and focused. Begin by asking everyone to briefly share their thoughts on the project, and then move on to discussing specific elements of the project.

Some questions you may want to ask include:

• What went well?
• What didn’t go well?
• What could we have done differently?
• What did we learn?

This will help you identify areas for improvement and give you some insight into what went well.

2. Briefly summarize the project and its objectives

The next step in writing your closure report is to provide a brief overview of the project. This should include information on the project objectives and goals, including a vision statement if you have one. Keep this section short and to the point; you can provide more details later on.

3. Describe what the team accomplished during the project

This is your opportunity to discuss any successes or challenges you encountered along the way. Be sure to back up your claims with data wherever possible. Refer back to your KPIs , project schedule, and other documents to support your statements.

There are several metrics that will help you support your claims of project success:

• On time: was the project completed on schedule? If not, why not?
• On budget: did the project stay within budget ? If not, why not? You’ll need to compare project costs with your project baseline to work this out.
• To spec: did the project meet its objectives and goals? If not, why not?
• Stakeholder satisfaction: were the project’s stakeholders happy with the final result?
• Quality: was the project delivered to a high standard? If not, why not?

If you’re using project management software (which we highly recommend!), then you can simply pull reports and graphs to include. Not only does this make your job easier, but it also provides hard evidence to back up your claims. 

4. Discuss any lessons learned during the project

This is your opportunity to reflect on what went well — or didn’t go so well —during the project. Be honest in your assessment, and use this section to identify any areas for improvement. This could be anything from process improvements to changes in team communication.

Consider making this section a 360 review, where everyone receives feedback, from the juniors to the managers. And be sure to open and end on a positive note, so people start in a good mindset, reflect productively, and leave feeling inspired. 

5. Make recommendations for future projects

Based on what you’ve learned during the project, what would you do differently next time? These recommendations could include changes to the project management process or specific actions you should take (or avoid) on future projects. And once you’re done, make this document accessible so that the whole team can read it and reflect. 

6. Thank your team and sponsors

Be sure to thank everyone who contributed to the project, including your team members, contractors, and stakeholders . A simple “thank you” can go a long way in building goodwill and ensuring continued support for future projects.

7. Close with a strong statement

End your report on a positive note, highlighting the successes of the project and thanking everyone involved. 

This is your opportunity to really sell the project to stakeholders, so make it count! A good closing statement should reiterate the main points of the report while also showing gratitude to everyone who helped make the project a success. It should be well-written, edited, and proofread before publication. 

8. Publish your report

Once you’re happy with your report, it’s time to publish it. Depending on your company’s process, this could mean sending it to your project sponsor or stakeholders, sharing it with the project team, or posting it on an internal company website or intranet.

If you’re using project management software, you can simply generate a PDF of your report and send it out to interested parties. Or, grant them access, so they can log in and refer to it anytime.

Creating a project closure report: tips and best practices

If you’re using a closure report template, be sure to tailor it to your specific project. Don’t simply copy and paste information from the template. This will make your report less helpful and may even damage your credibility as a project manager.

When writing your closure report, be sure to:

• Use clear and concise language. Remember that not everyone involved in the project will be familiar with technical jargon. Use simple, accessible language that everyone can understand. This is no time for showing off your poetic turn of phrase and impressive vocabulary! 
• Be objective . A project closure report is not the place to air your personal grievances. Stick to the facts, and avoid making value judgments. If you do need to include negative feedback, be sure to balance it out with positive feedback as well. And always back it up with data to remove any subjectivity; this is about facts, not opinions. 
• Use evidence. As we mentioned before, be sure to back up your claims with evidence. This could be anything from project reports and graphs to customer satisfaction surveys.
• Be positive. The goal of a closure report is to show that the project was a success. Even if there were some bumps along the way, focus on the positive outcomes of the project.
• Share it. A well-written report can help improve communication between the team and sponsors, and it can provide a snapshot of the project’s progress for anyone who’s interested.
• Keep it updated. A closure report is a living document, and as new information comes to light, you may need to update it. Be sure to keep stakeholders in the loop, and let them know when there are changes.
• Use collaboration tools. Project management software is a must-have when it comes to setting off on a new project. Be sure to use one that offers archiving, document sharing, automatic notifications, Gantt charts , task assignments, and other tracking tools so that the project runs smoothly and everyone stays in the loop. By the time you finish the project, you’ll have all the data you need to create a comprehensive report at your fingertips. 

Final thoughts

A well-written project closure report can be a valuable tool for both project managers and stakeholders. By taking the time to reflect on the successes and lessons learned during a project, you can ensure future projects are even more successful than the last.

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Project closure: 5 step checklist to close projects (with examples).

October 4, 2023

Project closure is an integral part of project management. It’s the final phase when deliverables are tested against KPIs and the scope , loose ends are tied up, lessons are learned, the handover is complete, and a project is signed off on.

In many ways, project closure is as important as a kick-off meeting and the scope of work (SOW). It’s something managers should set aside time for, to ensure that project deliverables have been completed as expected and that the project was executed successfully . 

In this post, we’ll walk you through a step-by-step process for closing a project and give you five handy templates you can use to streamline the project closure process for your team. 

What is Project Closure?

Why is project closure important, types of project closure, 1. implement completion tasks, 2. refer to the project scope or brief to ensure goals are met , 3. complete a client debrief and an internal 360-degree learning meeting , 4. ensure documentation is complete and handovers are done.

• 5. Thank everyone involved and disband the project team 

1. ClickUp Project Closure List View Template 

2. clickup project closure task view template , 3. clickup 4ls retro template , 4. clickup feedback form template , 5. clickup project handover template .

Whether a project is internal or is being delivered collaboratively by a third party, such as a software development firm or a marketing agency, it should always end with a project closure phase. 

Project closure is the final mission-critical phase in the project management life cycle. It marks the end of a project, the last key performance indicator before any deliverables can start making an impact on an organization. 

For example, if the aim is to roll out new customer relationship management software in an enterprise organization, this can take time, especially if third-party vendors or consultants are involved.

However, it’s worth taking the time necessary: Most projects (of any size) run a lot smoother when there’s project management software to keep everyone on task, focused, and on the same page. 

Effective project wrap-ups can help to define a team’s culture. Everything a team member or project lead learns from implementing and delivering a project⏤successes and failures⏤can be taken forward into future projects. 

It’s equally important to ensure that documentation, assets, and other deliverables are passed on to a client and signed off on. Otherwise, the client could say a project wasn’t completed as expected, especially if those assets were included in the contract. 

Project closure involves answering a handful of questions to ensure everything is wrapped up, including:

• Have the goals and objectives been met?
• Is the client happy with the project documentation and deliverables? 
• Was the project properly completed on time and on budget? 
• Are there takeaway lessons from any bottlenecks or mid-process problems that would be helpful for future project teams?
• Are senior leaders and managers or other stakeholders happy with the project outcomes? 
• What return on investment can be expected, or what return on investment will the client experience after closing a project? 
• For future reference—was it worth the time, effort, and money invested? 
• Now that it has been delivered, are stakeholders and staff who will use the deliverable (e.g., a new software application) aware of it and trained? 

How you answer these questions depends on whether you’re delivering a project internally or for a client. Each party will approach this project management process differently.

Project closure is important because it determines whether the project was a success or a failure and what can be learned. Too often, projects are just measured on budget and timescale standards.

There’s more to success than just numbers. Did we meet the mark on quality? Did we crush our business goals? These factors are so important if you want to knock the project out of the park.

There are several types of project closure that can be implemented depending on the specific circumstances and objectives of the project. Here are some common types:

• Normal Closure: This is the standard and most common type of project closure, where the project is completed as planned, all deliverables are produced, and all objectives and goals are achieved. The project team wraps up all remaining tasks, conducts final reviews and approvals, and formally closes the project.
• Premature Closure: If you’re using project management software, this means that you would be able to tick every action item as complete. Unfortunately, not every project closing phase ends this way. Some projects are closed before they can get off the ground. When a project is canceled as it’s about to start, it’s known as premature closure . 
• Partial Closure: Sometimes, a project may be partially closed when certain components or phases have been completed successfully, but others are still ongoing. This type of closure allows for a phased approach, where the completed parts are closed while the remaining work continues. It helps manage dependencies and prioritize resources effectively.
• Consolidation Closure: In cases where multiple related projects are being executed simultaneously, a consolidation closure may be performed. This involves consolidating the outputs, learnings, and resources from multiple projects into a single closure process. It helps ensure consistency, knowledge transfer, and efficient utilization of resources across projects.
• Suspension Closure: If a project needs to be temporarily suspended due to external factors or operational constraints, a suspension closure is performed. The project is put on hold until the circumstances allow it to resume. During the closure, the team documents the project status, resources, and any necessary actions required upon resumption.
• Failed Closure: Unfortunately, not all projects succeed. A failed closure occurs when a project is unable to achieve its objectives or deliver the desired outcomes. In such cases, the project is closed without accomplishing the intended goals. It is crucial to conduct a thorough analysis of the reasons for failure, document lessons learned, and determine any salvageable components or potential adjustments for future projects.

Now let’s dive into the steps to take when closing a project.

5 Steps to Complete the Project Closure Process

Here are five steps for project management teams to take when closing a project and getting sign-off from clients and stakeholders. 

Loose ends always need wrapping up during the final stages of any project. 

Major project deliverables will have been completed, so make sure smaller action items and goals haven’t been overlooked. This could include the following: 

• Ancillary assets and deliverables
• Project documentation and, in the case of software deliverables, product guides 
• Any training that needs delivering 
• Files and intellectual property that a client owns upon completion have been transferred
• Invoices sent and paid 
• Any other admin tasks that need doing before you can start going through the project closure process 

Now that loose ends have been wrapped up, it’s time to check back against the original scope or brief to assess whether goals have been met. 

Project success is measured against numerous criteria and key performance indicators. On a high level, most projects are assessed against a handful of core metrics: 

• Did we deliver what the client expected? 
• Was the project closing process on time and within budget? 
• Is the client happy with the quality and pleased to sign off on the deliverables? 
• Have business and operational goals and objectives been achieved? 

Providing that the management team and project management team involved can answer yes to most⏤ ideally, all⏤of these questions, then it has been a success. Achieving the objectives on one project could be useful if you’re wanting to work with the same organization again on a new project. 🛠️

That’s why a performance post-mortem and project closing process is so valuable. You can use this time to review outcomes and lessons with the client, as well as internally.

A project manager can also use this information for an internal 360-degree learning meeting so that actionable lessons can be applied to future project documents, workflows, and processes.

Team members will appreciate the feedback and direction on project performance to do even better next time around.

Debriefs are amongst the most useful parts of the closing process. A project manager should make time for two: an internal debrief, also known as a 360-degree learning meeting, and a client debrief and handover meeting. 

Aim to hold the internal meeting call or in-person session before talking to the client. This way, everyone in your project management processes are on the same page.

If anything went wrong during the project closing phase, it’s useful to know who takes ownership of the mistakes and how issues were resolved. 

Project managers need to use this time to review the entire process with the project team, from start to finish, including key milestones. 

During the 360-degree meeting, be honest with yourself and the project team. Ask yourself: 

• What went wrong?
• What went well? 
• Have project resources been used effectively? 
• How successful was the team at delivering against the project plan? 
• What have we learned? 
• What can we do better next time? 

Document the outcomes of the internal meeting so you’re more prepared for the project closing phase debrief with the client. 

Most clients will ask similar questions to those listed above. Plus, they’ll want to assess outputs and deliverables against the scope, initial brief, goals, and objectives. 

Stakeholders and senior leaders measuring project success are ultimately wanting to make sure they got what they paid for. If you want to be thorough, write all of this up into a project closure report so they can compare it against the project plan. 

PRO TIP What if a project hasn’t turned out exactly as planned? Documenting what happened and why is crucial. During a project, always log everything that happens in your project management software, record meetings and calls, and keep copies of emails in your platform too. This way clients can’t dispute invoices during the project closing process. 

Do you have a plan for the handover of a project? If so, now’s the time to kick this plan into action as part of the close-out process. If not, then a project manager should make a plan.

At this stage of the project close out, it’s often simply a case of ensuring that documents, files, and other assets are given to the client as expected. For more complicated project deliverables, such as software and apps, the end-of-the-project life cycle might involve testing, training, and debugging. 

When handing over anything from a website to software, the client needs to know how it works. Otherwise, it’s like paying for a car you can’t drive. As part of this, ensure you’ve given the client everything they need: 

• Admin-level access to the project deliverables
• Documentation and manuals 
• Training or training materials 
• Intellectual property and other assets 
• Access to ongoing support as required 

Handovers are useful for establishing long-term trust. It will be easier to land future projects knowing you’ve closed out one successfully. A project closure report can be useful to help secure the next project from the same company.

And a smooth handover results in happier clients, fewer questions post-closure, and the potential to secure ongoing work. Tick off your project closure checklist in your project documentation tool so that you know it’s done. 

5. Thank everyone involved and disband the project team  

With the client happy, the project complete, the handover done, and project documents passed on, all that’s left is to thank everyone and disband the project team. 🙌

As the project manager, make sure every team member knows how well they performed. Internalize lessons. Remember to document the process and workflow changes that you’ll want to implement on future projects. 

It’s the same for any wins, shortcuts, or new tools tried out. If you’ve found something that will help deliver future work more efficiently, then you can incorporate everything you’ve learned into workflows and processes in the future. 

Now you can reassign the team members to other projects, tasks, and clients. 

To make project management easier, we’ve put together this list of five project closure templates that are worth saving. 

5 Helpful Project Closure Templates

Templates are useful for numerous project management scenarios, workflows, and processes. They’re especially valuable when you can integrate them with project management software, such as ClickUp . 

Use this simple ClickUp Project Closure List View Template to keep track of everything. 

With a range of custom fields and statuses, you can add this template to ClickUp and make this your go-to approach for simple project closures. 

It comes equipped with different view types, such as Gantt, Board, and Timeline. So whichever way your team prefers to view and work through project timelines, it can be easily configured to your preferences. 

The ClickUp Project Closure Task View Template is like a simple project to-do list you can use in ClickUp. Use this as your project closure checklist to ensure you capture all your loose ends.

Add the template and view the whole project (or a series of subtasks) one to-do list item at a time. Tick them off as you go, simple as that — apart from doing the work, of course! 👀

For those who want to get a bit more expressive with project closure tasks, here is the ClickUp 4Ls Retro Template . 

Your team can say what they loved, longed for, loathed, and learned from a project. This template comes complete with space to go in-depth about the lessons a team learned.

It’s worth filling in the four “L”s, especially when projects are more challenging, so the team feels understood, feedback is taken by the project manager, and valuable lessons can be actioned for future work. 

The ClickUp Feedback Form Template is useful for collecting client views when a project is complete and signed off. You can use this for internal feedback and even testimonials from clients. 

Clients will usually give feedback in debriefing calls. Even if it’s negative, it’s worth getting on record so it can be integrated into learnings for the future. 

Positive feedback and testimonials are even more valuable. Publish these online with your client’s permission. Collect this feedback with ClickUp’s digital feedback template, and embed these lessons into your trusted project management tool. 

Do you need to implement a project handover but don’t know where to start?

Don’t worry if you don’t have one in your standard operating procedures. We’ve got you covered with the ClickUp Project Handover Template . 

Put all of the important details in this document for a successful handover. Include essentials like logins and links to folders, documentation, training manuals, and anything else a client is going to need post-handover. 

Keep all your projects moving and avoid costly delays or miscommunications. With ClickUp’s Project Handover Template, you have an all-in-one solution for seamless processes for every team memeber involved.

Streamline Project Closures With Project Management Software 

Templates and processes are valuable time-saving organizational tools when running through a project closure checklist and action items, such as:

• Have all tasks been completed? 
• Have all outputs and deliverables been signed off internally and by the client?
• Have we done a handover and any associated training for the client? 
• Has the project been closed out? 
• Have all project closure tasks been done and signed off by management? 

But to make this a smoother process for everyone, you need productivity software to manage the entire end-to-end project life cycle. With productivity software, the whole project team is kept on task and accountable.

If you give them access, clients can also provide their input, ideas, feedback, and resources to ensure a project is delivered and closed successfully. 

Sign up for your free ClickUp account today to take care of the entire project life cycle with one powerful software suite, making project closures an easier process for everyone. 

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Project Closure Template

Use this free Project Closure Template for Word to manage your projects better.

All good things come to an end. Projects are no exception. It’s necessary to define completion criteria so that when your project ends, you can close and transfer the right documentation to the right people. The end of a project is but one of your project’s phases.

Why You Need a Project Closure Template

Project managers work hard to plan and execute their projects, but it’s important to not neglect the end. It’s as critical as every other part of the project and needs the same amount of attention. Project closure , being the final phase of the project, is when all the documents have to be signed and finalized, all the reports delivered. Therefore, our project closure template is crucial if your aim is to keep thorough documentation on your project.

Ideally, you should follow a procedural checklist to close your project before you move on to the next assignment. That includes reviewing the lessons you’ve learned during the course of the project. What things would you do differently? What methods proved successful?

By collecting this information, you can both avoid making the same mistakes twice—and double down on the techniques that are shown (through experience) to work.

Then, there are the approvals. You’ll need to get them for your stakeholders. They will need to literally sign off on a project, so get those signatures! There are also the contracts you’ve made with team members, contractors and vendors. You’ll need to make sure they’ve been properly fulfilled, and then close them out. You can’t move on from one project to another without having these items taken care of.

Money is an important facet of the final stage of your project. You’ll need to make a list of the complete and final costs for the project to ensure that you met your budget. This is also when you’ll be making payments to team members, contractors and vendors—not to mention any services you used during the completion of the project. Make sure everyone is paid!

Ending one project usually dovetails into the start of another, so one more responsibility to close the finished project is to get transition support to help facilitate the changeover. Then you can release resources, archive documentation and, last but not least, celebrate the success of the project. This final point is not to be taken lightly. The team worked hard, by rewarding them you build loyalty and help retain the best workers for future projects.

Does this sound like a to-do list? It is, and project management software can help you better manage all the items on your to-do list to make sure nothing is neglected. Using ProjectManager ’s list view gives you greater control and connectivity to streamline the process. Because our tool is cloud-based, stakeholders, teams and vendors have access anywhere and at any time to sign off on work. Plus, you can use our in-depth reports to get all the project data you need for use on future projects before you close out. You can even make custom templates from existing projects, so you don’t have to start from scratch for new endeavors. Get started for free.

How to Use a Project Closure Template

You’ve downloaded our free template, but if it just sits on your hard drive, then it’s no good for anything or anyone. You have to take this document and use it as a tool in the final stage of your project. It’s a great receptacle to collect all the information needed to properly put a project to rest. This is how to get started.

1. Document Information

This field is where you can begin to organize the documents that have been flying around your project since day one. Get the document ID down, the owner of the document and when that document was first issued. From there you need to note the last time the document was saved, which will ensure you’ve got the most up-to-date data possible. Then, finally, write down the document name. All this information is critical to getting on the road to closing these documents for good.

2. Document History

Here is where you want to collect the history of each of your documents as they changed throughout the lifecycle of the project. One column is where you note the version of the document. Then in the next column, write down the date the document was issued. The last column is where you can explain what the changes were in the document. This all helps to keep a paper trail that explains the various twists and turns that occur in any project.

3. Document Approval

Here’s where you get your sign-offs. Every person of responsibility is listed in the first column under their role, from the project sponsor and project review group to the project manager and any other applicable positions. They each need to approve of the documents you’ve collected for the project closure by printing and signing their names and dating the act. Only after that can you consider the document complete.

Project Closure Template Tips

Closing a project is more than getting the final deliverable to your stakeholder on time and within budget. Project closure is the final stage of project management for a reason. It ties up the loose ends of a project and makes sure that it’s done properly. The last thing you want to do is have to deal with signoffs and open contracts long after you’ve moved on to another project.

Therefore, like any other stage of your project, there are best practices when closing a project. Here are a few to help you end your project correctly.

Have a Plan

Don’t wait until the last minute to figure out how to close your project. Just as you plan for executing the project, you need to have a process in place for when the project comes to an end. Therefore, define the procedure in the project charter at the beginning of the project and make sure your stakeholders sign off on it.

Get Signoffs

Having stakeholders sign off on final deliverables seems like an obvious step when closing a project, but even something this important can be forgotten in the rush that follows the completion of the project. Have a document ready that reviews the steps leading to the final deliverable, including reviewing the goals and objectives, the deliverable, success criteria, maintenance after the deliverable goes live and finally a signoff that it’s acceptable.

Lessons Learned

Sometimes called a post-mortem, it’s a period of reflection with your team when you go over the project that has just been completed and to discuss what did and did not work. Talk about leadership, successes, challenges and how to save time, money and improve the quality of the project. Document this process because it should be filed away and used as historical data when figuring out the feasibility of new, similar projects.

Archive Project

The lessons learned stage above requires documentation that can then be accessed in the future to guide similar projects. It can act almost like a summary. But you want to archive every piece of documentation from the project once it’s been completed. This will help in planning new projects, but also for any audit purposes. Be sure to keep all the documents filed together, so it’s easy to find them when you need them.

How to Use a Project Closure Template in ProjectManager

You’ve got this template to get all your project documents in one place and track them, which is great. It’s helpful. But imagine this document wasn’t a standalone and static one, but something that lived in your project management software. Well, you don’t have to imagine anymore. With ProjectManager you can take what is essentially a project checklist and turn it into so much more.

Much of the work of closing a project can be accomplished automatically. Set up notifications and share documents through ProjectManager[’s cloud-based platform. This ensures that everyone is given the opportunity to finish their paperwork on their time and within their own schedule. That beats having to get busy people all in the same room. Or having a loose document floating around from person to person where it could get lost in the process.

Better still, ProjectManager integrates with many other helpful applications to further ease the process of closing a project. For example, in order to keep track of all the accounts that have invoiced over the lifecycle of the project, including any commissions, fees and bonuses, you can integrate an online invoicing tool. This helps not only pay your resources but vendors and helps build strong and long relationships. That makes for an even better foundation for your next project.

Other Templates to Complement Your Project Closure Template

Project closure is one of the five stages of a project, and like the other four, it’s not simply locking the doors and turning off the lights. It takes a great deal of work to shut down any project, and to help with that process, we have these additional free project management templates to help you manage it all.

Lessons Learned Template

We talked about the importance of spending time to document issues that arose during the project in addition to the things that went right. Our free lessons learned template was created to help you capture all this important data in a worksheet. The template has two categories, one for success and another for the problem. There’s also space to fill in the date, project, manager, notes as well as any ideas that come up in the discussion.

Change Log Template

Chances are, as you close a project and go through the lessons learned, there will be some (if not many) changes. In order to ensure that these changes are not filed away and forgotten, use our free change log template. In it, you’ll find a place to capture all the relevant data, such as project name and manager. It allows you to number each change so it’s easy to track. You can also identify the type of change request, describe it, note the status, priority and when it should be resolved, including who is tasked with doing so.

Budget Template

During the final review of your project, you’ll want to double-check your budget and expenses to make sure you spent what you thought you spent. Our free budget template can help you in this process by allowing you to input your budget and expenses and see if the calculations match up. Here, you’ll be able to collect labor and material costs, and other line items, then compare your planned versus actual budget.

Related Content

Closing a project can be a complicated endeavor. There are many strands of the project that have to be collected and tied up in a neat knot before you can say the work is finally done. The free project closure template is a great start to managing that process, but you probably are going to want and educate yourself on the end phase of a project.

That’s where ProjectManager has your back. We’re not only an award-winning project management software product, but publish a regular blog on our site, with informative articles and videos geared for both the “accidental project manager” and the experienced professional. We’ve gathered three relevant posts for you to link to, but feel free to look around the site where you can find more articles, videos and guidebooks.

• Project Documentation: 15 Essential Project Documents
• How to Close a Project
• 5 Steps to Project Closure (Checklist Included)
• What Is a Project Deliverable? Definition, Examples & More

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How to Make a “Good” Presentation “Great”

• Guy Kawasaki

Remember: Less is more.

A strong presentation is so much more than information pasted onto a series of slides with fancy backgrounds. Whether you’re pitching an idea, reporting market research, or sharing something else, a great presentation can give you a competitive advantage, and be a powerful tool when aiming to persuade, educate, or inspire others. Here are some unique elements that make a presentation stand out.

• Fonts: Sans Serif fonts such as Helvetica or Arial are preferred for their clean lines, which make them easy to digest at various sizes and distances. Limit the number of font styles to two: one for headings and another for body text, to avoid visual confusion or distractions.
• Colors: Colors can evoke emotions and highlight critical points, but their overuse can lead to a cluttered and confusing presentation. A limited palette of two to three main colors, complemented by a simple background, can help you draw attention to key elements without overwhelming the audience.
• Pictures: Pictures can communicate complex ideas quickly and memorably but choosing the right images is key. Images or pictures should be big (perhaps 20-25% of the page), bold, and have a clear purpose that complements the slide’s text.
• Layout: Don’t overcrowd your slides with too much information. When in doubt, adhere to the principle of simplicity, and aim for a clean and uncluttered layout with plenty of white space around text and images. Think phrases and bullets, not sentences.

As an intern or early career professional, chances are that you’ll be tasked with making or giving a presentation in the near future. Whether you’re pitching an idea, reporting market research, or sharing something else, a great presentation can give you a competitive advantage, and be a powerful tool when aiming to persuade, educate, or inspire others.

• Guy Kawasaki is the chief evangelist at Canva and was the former chief evangelist at Apple. Guy is the author of 16 books including Think Remarkable : 9 Paths to Transform Your Life and Make a Difference.

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Top 7 Project Closeout Checklist Templates with Samples and Examples

DivyanshuKumar Rai

The last 10% of the project takes 90% of the time... and patience!

If you've ever managed a project, you know this all too well. You've poured countless hours into planning, organizing, and executing every detail to perfection. Yet, chaos seems to tighten its grip as the finish line approaches. Deadlines loom, stakeholders exclaim for updates, and loose ends threaten to dent your hard work. This is where the importance of a Project Closeout Checklist truly shines.

Without a structured plan in place for project closure, even the most carefully managed endeavors can succumb to disarray in the final stretch. It could be overlooking a crucial document, failing to secure client sign-off, or neglecting to archive project materials properly. These oversights not only jeopardize the successful completion of the project but also tarnish your reputation as a reliable and organized professional.

But fear not! This is where our Project Closeout Checklist Templates come to the rescue. Designed with the needs of project managers, small business owners, freelancers, and team leaders in mind, these PPT Templates offer a lifeline in the tumultuous waters of project closure.

By downloading our templates, you're not just investing in a checklist; you're investing in peace of mind. Say goodbye to sleepless nights fretting over missed details and say hello to streamlined project closure processes. Our templates empower you to dot every 'I' and cross every 'T' with confidence, ensuring that no task goes unfinished and no opportunity for success is left unexplored.

Don't let the final 10% of your project become a never-ending nightmare. Download our Project Closeout Checklist Templates today and reclaim control over your project's destiny. Your sanity—and your success—depend on it.

Project closure is just one piece of the puzzle. Ensure comprehensive project planning from start to finish with our Project Procurement Plan Templates , designed to streamline the procurement process and ensure timely acquisition of necessary resources. 

Also, explore our Project Closure Templates for a holistic approach to project management, covering every aspect from initiation to closure. Let's explore the templates now!

Let's explore the templates now!

Template 1: Project Closure Checklist PPT Bundle

This PowerPoint Bundle provides an actionable framework for completing all necessary tasks during the project closure phase. It lists tasks along with designated responsible persons, enabling clear assignment of responsibilities. The checklist includes a status column with color-coded indicators for completed, overdue, and on-hold tasks, facilitating quick identification of outstanding items. Moreover, it records the completion date for each task, allowing stakeholders to track progress and ensure timely closure. Additionally, the checklist incorporates a priority column to prioritize tasks effectively. With this comprehensive checklist, project teams can systematically finalize project activities, mitigate outstanding issues, and ensure successful project closure.

Download this template

Template 2: Project Closeout Assessment Work Plan Checklist

This PPT Set helps assess and manage tasks during the project closeout phase. It outlines tasks with detailed descriptions and assigns ownership to individuals responsible for completion. Each task is assigned a priority status, categorized as high, medium, or low, and color-coded for easy identification. Additionally, the template tracks the progress status of each task, indicating whether it's in progress, not started, or complete. With this comprehensive checklist, project teams can effectively manage and monitor the closeout process, ensuring all necessary tasks are completed on time and to the required standards.

Template 3: Determine Post Project Closure Checklist

This PPT Slide provides a relevant framework for assessing post-project closure activities. It lists particulars or tasks that need attention after project closure, assigning ownership to responsible individuals. A status indicator accompanies each task, color-coded to denote whether it's on track, on hold, completed, at risk, or overdue. Additionally, the template includes fields to record the date when each task is completed and allows for comments to provide further context or details. With this comprehensive checklist, project teams can effectively track and manage post-project closure tasks, ensuring a smooth transition and successful project conclusion.

Template 4: Project Closure Checklist to Track Status

This PowerPoint Preset offers a systematic approach to monitor the status of tasks during the project closure phase. Each task is accompanied by a description, providing clarity on its scope and requirements. The template employs color-coded indicators to denote the status of each task, distinguishing between overdue, on-hold, and completed items. Additionally, it includes fields to record the date when each task is completed and allows for notes to capture any pertinent information or observations. With this checklist, project managers can track progress, address any outstanding issues, and ensure a successful and organized project closure process.

Template 5: Project Closure Checklist PPT

This PPT Slide ensures a thorough and organized approach to concluding project activities. It verifies the completion of all planned tasks and addresses any outstanding items marked for later attention. Additionally, it prompts for internal communication via a "Project is Done" email or announcement and ensures the same information is communicated to the client. The template includes steps for conducting a project retrospective to evaluate successes and areas for improvement. Furthermore, it emphasizes the collection of feedback from the client to inform future projects.

Template 6: Project Closure Checklist to Track Status PPT Set

This PowerPoint Template provides a structured framework for monitoring the status of tasks during the project closure phase. Each task is accompanied by a clear description, ensuring clarity on its scope and requirements. The template utilizes color-coded indicators to denote the status of each task, distinguishing between overdue, on-hold, and completed items for easy identification. Additionally, it includes fields to record the date when each task is completed, facilitating accurate progress tracking. The template also allows adding notes and providing further context or details as needed.

Template 7: Project Closure Checklist PPT Preset

This PPT Slide ensures a thorough and systematic approach to concluding project activities. It verifies the completion of all planned tasks, ensuring nothing is left unfinished from initial plans or timelines. Additionally, it ensures that any items marked for later attention are addressed. The template prompts for internal communication through a "Project is Done" email or announcement and communication with the client, ensuring important information is conveyed. Furthermore, it includes steps for conducting a project retrospective to evaluate successes and areas for improvement, along with collecting valuable feedback from the client. This checklist facilitates a comprehensive and organized project closure process.

Closing Credits: Achieving Excellence in Project Closure

The final stages of a project often present the greatest challenges, but they also offer the greatest opportunities for success. With our Project Closeout Checklist Templates , you have the tools to navigate this critical phase with confidence and precision. By embracing these templates, you're not just checking off boxes; you're ensuring that every detail is attended to, every loose end is tied up, and every stakeholder is satisfied. From securing client sign-off to archiving project materials, our templates provide a structured framework for comprehensive project closure.

Don't let the last 10% of your project become a source of stress and frustration. Take proactive steps to streamline your project closure processes and ensure a smooth transition to the next phase. Download our Project Closeout Checklist Templates today and reclaim control over your project's destiny. Remember, success lies in the details. By investing in thorough project closure practices, you not only protect your reputation but also set the stage for future success. Let our templates be your guide as you embark on the journey towards project excellence.

The finish line is in sight – with our templates, you're poised to cross it with confidence and achieve your project goals with ease.

Related posts:

• 50+ Project Management Templates That Will Make Your Next Project a Cakewalk
• [Updated 2023] Top 20 Project Management Office (PMO) Templates in PowerPoint PPT To Build A Valued Project Management Structure
• How to Manage a Project Remotely – [20 Best Project Management Templates Included]
• The Ultimate Guide to Project Management Lifecycle – 30+ Customizable Templates Included

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