writing a project closure report

8 Steps to Writing a Project Closure Report [Free Template]

Editorial Team

Every project no matter how complex it may be will eventually come to the end of its lifecycle. One of the most significant documents that have to be submitted once a project reaches its end is the Project Closure Report.

The Project Closure Report is the final document produced upon the completion of a project. The report details everything to do with the project is often used by the various stakeholders involved in the project to assess the success of the project. Besides the assessment of the project’s success, the document is also an invaluable tool to use for identifying the best practices to ensure that all future projects go on smoothly.

Writing a Project Closure Report is not as simple as it seems. There are key steps to be followed. The steps relate to a specific part of the project and must be followed to the dot for effective results. Here are the steps to help you write your Project Closure Report.

1. Give The Project Overview Including A Summary Statement

The first step to writing this project closing document is to give your general overview of the whole project and the summary statement. An overview statement is a brief description of what the project was about. It looks at the ‘what’ side of a project. It looks at what needed to be done during the project and how it was actually done. In addition, an overview looks into and describes things like the Opportunity/Problem, Goal, and Objective, Success Criteria and any risks or assumptions about the project.

On the other hand, the summary statement of the project in a Project Closure report will be looking at the overall summary of what’s in the report. One important thing to note is the key difference between the project overview and the summary statement. The overview is about the project, its scope, and the activities that were done and the summary statement is about the report itself and things contained in the report.

2. Describe The Results And Outcomes Of The Project

Before you set out to do your project, chances are, you first wrote down your key performance and indicators and key targets. In addition to the KPI’s, another thing you probably had was outcome targets. On this section, the goal is to look at the whole project in relation to the Key Performance Indicators that you would have set and see the outcomes achieved from that.

What are the project outcomes? Project outcomes refer to the level of performance or achievement that would have occurred due to the activities of the teams on the project. However, measuring project outcomes correctly is not an easy task. There are three metrics that you can use to determine if your project outcomes were positive or negative. The metrics are stakeholder satisfaction, project cost, and overall quality of the project.

3. Describe The Project Scope, Project Schedule, And Project Cost

This step is closely related to the above but independent in its own way when it comes to your project closure report. Defined, the project scope is the part of a project where you document the specific goals, deliverables, features, deadlines, and the tasks of a project. It looks at everything that’s needed to get a project through from beginning to completion. This part of the Project Closure Report will look at the overall scope of the Project in relation to the actual project schedule and ultimately the cost.

When a Scope analysis is initially done, everything including the project costs is factored into the initial analysis. These figures, however, will vary and shift as the project goes which is why it’s important to do such a comparison of the actual vs the targeted costs to see whether you ended up going over budget or remained under budget.

4. Project Performance Analysis

The project performance analysis can easily qualify as the most important step of the whole project closure report. The performance analysis expands on step 3 and really dives deep into the budget and compare the actual costs and schedule of the project with the set baseline. To be effective, the performance analysis has to be subdivided into three parts namely, the Goals and Objective Performance, the Success Criteria Performance and the Schedule and Budget Performance.

i. Goals and Objectives Performance

Before you began the project, in the project outline, what were the set goals and objectives for the project? What did you hope to have achieved by the end of the project? How many of those goals have actually been achieved? In addition, how many of those have had to be revised as the conditions on the ground changed?

The questions above are some of the key questions that should be asked when looking at the Goals and Objectives Performance Analysis of the project.

ii. Success Criteria Performance

The success Criteria is the one that deals directly with the KPI’s. One thing great project managers do before they embark on a new project is to define success before the project begins. The definition of success for a project can differ from one project to the next. Therefore, you have to look at how you defined the success of your project and check to see whether you got there.

iii. Schedule and Budget Performance

Lastly, under performance analysis, you will have to look at your Schedule and Budget Performance. On your project Scope, what were the set deadlines? Did you meet those deadlines? If not, what were the main reasons for the failure to meet the deadlines? The same questions will apply when you look at your budget. Was it enough or did you have to go to the bank or client for more funding?

In any case, the key thing would be to analyze and compare your actual performance with your set targets.

5. Project Highlights (Important Aspects Of The Project)

The project Highlight Section looks at the highlights of the whole project throughout the whole timeline. It usually includes high-level project information such as the requests and any other issues that arose within the project.

Compiling the highlight report and adding it to the project closure report should not be hard. It is recommended that you should at least make a highlight report at the end of each week throughout the course of a project updating the different stakeholders involved in the project of the project’s current progress.

If you have those reports, then you can just refer to them and pick the key points from each of the weekly reports to combine them into one master report to include in your final Project Closure Report.

6. Write And Outline The Challenges Faced And Risks

Every Project has its challenges and risks. This section will enable you to highlight all the challenges that might have been faced throughout the course of the project. One thing about challenges especially in relation to projects and project management is that they can be difficult to foresee. Apart from that, no matter how carefully you plan at the inception of the project, you can never plan around every potential challenge.

For future reference and presentation to stakeholders, you should use this section to highlight every challenge you faced throughout the course of the project. In addition to listing down the challenges, you should also highlight how the challenge affected other aspects of your project including your budget and schedule.

Besides the challenges, you should also highlight the risks faced. Risks can be anything from the weather, workplace safety, or even money. 

7. Write About The Lessons Learned During Implementation

One source of valuable lessons for any project are the challenges. When you overcome the challenges faced when doing a process, chances are, you will learn one or two things. Use this section of your Project Closure Report to highlight what you learned.

During the course of the project, you will also be working with different stakeholders from different industries. Sometimes these stakeholders can teach you different techniques to help work get done faster which is valuable. If you learned such techniques from the various stakeholders you would have worked with throughout the project implementation, then you should use this section to highlight those lessons.

The reason why it’s important to note down the lessons learned in this project closing document is that later on when doing another project, you can always reference the report of your previous project to look for common pitfalls and how you can avoid those pitfalls.

8. Add Recommendations Based On Lessons Learned

The final part would be writing the recommendations. Recommendations can be anything from the proposed improvements to the maintenance schedule for the final product. In addition when writing the lessons learned , if there are some things on the lessons that affect the project directly, then such lessons should go with their recommendations for easy referencing.

A Project Closure Report is an important document that signifies the formal project closing. One thing to remember when working on the report is to pay attention to detail especially on performance analysis. Paying attention to detail especially when a project goes over budget will help you avoid falling into the same pitfalls in the future.

Click  here  to download Project Closure Report Template.

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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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How to Get Project Closure Right and Build Happy Teams and Clients in the Process

By Kate Eby | November 19, 2021

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Project closure defines a project’s success. We’ve been closing projects for years, in a range of industries, and this practical guide provides best practices grounded in that real-world experience. 

Included on this page, you’ll find a guide to closing a project well and best practices . Learn why closing a project properly is critical for success . Plus, download a free project closure checklist .

What Is Project Closure?

Project closure is the critical last phase in the project management lifecycle. During project closure, the team reviews the deliverables, then compares and tests its quality to the intended project outcome. Then they share the deliverables with the project’s client. 

For more information about how project management works, read this guide about the five phases of project management .

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What Are the Different Types of Project Closure?

A project manager will close a project for many reasons. Those include completing a project on time and finishing it early. Projects can also get cancelled, continue perpetually, or fail completely.

Why Is Project Closure Important?

Effective project closure helps define a team’s and an organization’s culture. Approaching project closure as fundamental to building success leads to better-quality work and makes clients happy. 

Learning is a critical outcome of project closure. The process sets the stage for more successful and satisfying projects in the future. If you don’t properly close a project, you may still have deliverables that the client is able to use, but you won’t be able to dive into what did and didn’t work during the project. It’s essential to review what you’ve done and what you’ve learned. Determine how that learning could benefit the team, so you don’t limit the growth of each individual team member or the organization as a whole. 

Project closure is important because the process allows you to:

• Tie Up Loose Ends: You’ve already delivered project outcomes to the client, but be sure to report all outcomes internally. Make sure all contracts are signed, paid, and finalized, and clean up your files. Ensure you’ve reviewed your progress and determined if you delivered the project on time and on budget. You’ll also want to attend to logistics details, as well as relinquished physical space, digital equipment, and resources to responsible departments. These technical aspects of project closure allow you to close the project cleanly and facilitate an easy transition from the project teamwork to the more typical rhythms of your organization’s operations.
• Take Stock of Lessons Learned: Take the time to have an open discussion about  lessons you learned throughout the project’s lifecycle. Be intentional. Make a list, a timeline, or a visual that helps to spark ideas and refresh team members’ memory of the project from initiation to the transfer to project deliverables to the client. This process should include a review of the project budget and actual expenses. Find tips on how to run a meeting on lessons learned .
• Move On with a Clear Sense of Accomplishment: When done well, project closure signals to each team member that the project was meaningful and, simply, the job is complete. Project closure provides a technical stoppage to any loose ends and enables you to inventory the lessons learned. These steps also provide an emotional closure for each team member, including the project manager. Find the meaning, focus on individual and team learning processes, and move on to the next great thing in store for each of you. Celebrate your team, too.
• Archive the Project’s Learning for the Benefit of the Team and Organization: The final step in project closure is to finalize the project closure report and archive it so that it’s accessible to all relevant parties. It’s important to notify team members on where to find the report for formal presentation to upper management. 

If you’re lucky, you’ll be able to come back as a team in the future. If that’s the case, your effective project closure helps set the stage for team success the next time you assemble.

What Happens if a Project Isn’t Closed Properly

When you don’t properly close a project, you lose the potential to learn from the current project’s process and outcomes. The next time you start a project, you’re more likely to encounter the same issues and potentially less motivated teams. 

When you don’t close a project correctly, lessons aren’t learned and team contributions are not acknowledged and celebrated. Whether the project is for an in-house audience or an outside organization, it’s also possible that your client will be less satisfied with the results. This is true regardless of how well it may meet project specifications and how timely your deliverables reach the hands of your client. 

No matter your time constraints or the pressure you may be under to move on to the next great thing (or your desire to return to your more typical work day), closing a project well builds potential for future success in your immediate work and, potentially, for your and team members’ careers.

What Are the Three Phases of Closing the Project?

The three phases of project closure are technical, learning, and people. During the technical phase, clean up loose ends. For the learning phase, evaluate what did and didn’t work, as well as how to improve. In the people phase, appreciate team members.

Project Closure Process

Take these steps during each phase of closing a project. By following this quick and easy guide to project closure steps and related activities, you’re building a stronger future for yourself, your team, and your organization.

Technical Phase

The technical phase, while a bit on a bureaucratic side, creates a true sense of finality (and success) among the team and for the organization. A great project lifecycle enables you to do the following:

• Tie Up Loose Ends: Make sure everything is in order (e.g., all vendors and workers are properly paid) and paperwork is complete.
• Show Appreciation for Supporting Departments: Give a hearty thanks to everyone who helped with the project. Report back on the successful closure of the project. For example, send a note saying you appreciated the space and resources allocated for this work and you’ve left it in good shape for the next team.
• Hold a Project Outcomes Meeting: Gather upper-level managers and supervisors and thank them for giving the project the green light. Use this time to report on the deliverables and summarize lessons learned, emphasizing the foundation laid for future successes for the organization as a result. 
• Create a Repository of Digital Project Resources: Make these materials available for future reference. If questions come up about this project or if a future project manager seeks to learn from your processes and successes, these documents will help.

Learning Phase

We want all projects to be both challenging and manageable, but sometimes not everything goes as planned. Occasionally you encounter a glitch along the way. No matter what happens during a project’s lifecycle, learning is always present. The learning phase of project closure is time dedicated to team reflection on what you’ve done, how you’ve done it, and what you’ve learned now that the project is complete. 

There are multiple ways to focus project closure on learning and growth, both for the organization as a whole and for individual team members. Doing so will likely lead to greater satisfaction and meaning associated with doing project work. 

The learning phase of project closure enables you to:

• Dedicate Time for Team Reflection: Consider what you’ve done, how you’ve done it, and what you’ve learned now that the project is complete. 
• Document Lessons Learned: The learning phase brings lessons learned to the forefront and documents them for the benefit of your team today and for future reference when you or a colleague initiates a new project. 
• Respond to Questions about the Current Project: Now is the time to document organizational and project memory that’s accessible to all relevant parties. One way to ensure you’ve addressed all issues is to respond to questions about the current project, then making that information accessible to all relevant parties.
• Has the team member learned something specific about their interests and talents and, therefore, their career goals? 
• Have you as project manager identified a special contribution of a team member that you’d like to highlight during a one-on-one meeting rather than in a team setting?

People Phase

Take the time to commemorate what you’ve accomplished as a team. You’ve come to know the team well and have a good sense of the team’s personality. Make the most of the camaraderie you’ve developed to celebrate in a way that’s right for your team within your organization. 

Remember, the team made the project deliverables possible, and recognizing those efforts and the need for emotional closure will leave everyone feeling good and ready to move on, whatever comes next. Depending on the context, it may be appropriate to invite the upper-level supervisor who gave the green light for the project to participate, too. 

Each project closure phase helps to create an organizational culture of appreciation, gratitude, and accomplishment. Take the time to do this right, in ways meaningful to your specific circumstances, and you’ve set the stage not just to move on but also to take a step forward.

What Are Project Closure Activities?

Project closure activities are things you do to seal the professional tone of your work. These also include celebrating accomplishments and identifying ways to build toward the future.

Project closure activities are based on the three phases and include these options:

• Facilitate team meetings both to tie up loose ends and review lessons learned. You’ve been working as a team to produce high-quality deliverables. Now, you’ve come back as a team to close out your work in a clear, productive manner.
• Schedule one-on-one team member meetings to identify individual learning and professional development.
• Review contracts and human talent-related duties to ensure all vendor contracts are fulfilled and all people are paid. 
• Hold team meetings to review the project’s learning arc and overall learning outcomes of benefit to the team and to future project teams. 
• Conduct a project manager meeting with the upper-level supervisor to bring the project to a formal close from an organizational perspective. This meeting may also be a good time to share specific contributions and skill sets identified among team members. 
• Delegate responsibilities for tying up loose ends and provide clear instructions about how to report back.
• Host a celebratory gathering to acknowledge and show gratitude to team members for their accomplishments. Be sure to have fun in a manner that is appropriate for your team and in alignment with the organization’s culture. Now is the time to acknowledge contributions of each team member and those of supporting departments or supervisors. 
• Prepare the project closure report that incorporates text from each phase of the project, from initiation to closure, with an emphasis on process, deliverables, lessons learned, and overall outcomes. While the project manager prepares this report, it’s important to include team feedback. This document serves as a critical reference for the immediate project supervisor who gave the green light; for the current project manager if any questions about the project arise; for team members and for future project managers to review before initiating a new project. Archive this document in an accessible location for the benefit of the organization.

You can download a variety of project closeout templates to help with these activities.

What Are Project Closure Deliverables?

Project closure deliverables are items identified as the outputs of the project. Deliverables may take many forms, depending on the project at hand, including the following:

• Competitor market share analysis, including opportunities for growth
• New, streamlined team or resource management processes
• Processes for matching and maximizing talent and organizational needs
• Software for tracking new leads and existing client contacts
• System for analyzing values-driven investments relative to costs

What Is a Project Closure Checklist?

A project closure checklist is a tool to help project managers verify that the project fulfilled its outcomes before they close the project. They can document any challenges, lessons learned, and any outstanding deliverables.

Project Closure Checklist Template

Download Project Closure Checklist Template

Microsoft Excel  | Google Sheets

This project closure checklist template can help project managers track the status of all deliverables. The template includes a separate section to log testing results, certificates, and warranties. They can also list all final deliverables and add notes.

Project Closure Best Practices

Successful project closure ties every aspect together: what you’ve done, how you’ve done it, and why it’s important. Don’t be shy about tapping into your best technical expertise and human-centered, celebratory self to this critical phase of every project.

Here’s a handy list of project closure best practices:

• Focus on Interactivity: Great leaders share the spotlight, so now’s your chance to create that inclusive, interactive project space that brings out the best in each team member.  Take the time to show how much each person mattered to the project’s success. Whether you’re focused on technical, learning, or human-centered phases of closing a project, involving each team member affirms their roles and ensures the project is meaningful from start to finish.
• Be Open: Project closure requires professionalism, but that doesn’t mean rigidity or checking boxes. Make sure the team feels safe sharing and participating in each phase of project closure. Each team member brings their own skills, experience, and perspective to the project, so be sure to set the stage for an open conversation that encourages everyone to contribute in ways they feel comfortable. Especially during the learning phase, when you review what’s worked well and what team members think could be better next time, it’s important to restate the purpose of sharing ideas and reflections on the project’s process and final outcomes. In other words, it’s not personal. The goal is to affirm and build toward the future.
• Create Space for Best Team Member Performance: The best project closure takes place over a period of time. You may have a week to tie up everything or only a few days. Do your best to create emotional space between each project closure phase. This step can help ensure each team member is fully present and able to contribute fresh ideas and reflections that are neither rushed nor muddled. If your team works best in the morning, schedule project closure phases on staggered mornings over the course of a week.
• Realize Inclusivity Is Essential: If some team members work remotely, be sure they are fully acknowledged, engaged, and contributing as actively as team members who may be in the same physical space. Furthermore, over the course of the project, you’ve probably figured out that each team member’s style is different. Create space for everyone, as equitably as possible, by noticing how some team members may not be aware that they tend to dominate discussions or compete for attention, while others may tend to defer.
• Communicate in a Purposeful and Clearly Defined Manner: Set the stage for project closure and each of its phases through clear communication. During your last meeting before project closure begins, inform the team what project closure is, why it’s important, and how you’ll accomplish project closure as a team over each phase. Provide a review of project closure goals and your process for accomplishing them in writing. At each step of the project, you’ve brought the team together and created team buy-in because you’ve communicated well and with respect. Project closure requires the same careful attention to the team to ensure the best possible outcomes for them, you, and the organization.
• Assign Closing Tasks to Team Members: You’re the project manager, but that doesn’t mean you have to or should be doing all of the project closure work. Teams are collaborative by nature. Keep the strong collaborative nature of the project going throughout each phase of project closure: Assign roles, ask for volunteers to keep track of project closure outcomes, and de-center yourself by asking other team members to facilitate project closure discussions. There are many different ways to empower your team until the very end.
• Build a Foundation for Organizational Success: Some projects have great teams that get along well and accomplish each task quickly and easily. Other teams may struggle to work together or to achieve project goals for technical reasons outside of their control. Other projects may have both qualities at different points in the process. No matter the situation, remind the team why you’re there, what you’ve learned, and how project closure helps to anticipate — and possibly avoid — project issues in the future. The process can help ensure organizational success and client satisfaction both today and in the future.
• Embrace the Opportunity to Acknowledge and Promote Talent: A supportive project manager is a respected leader in their own right who has the ear of each team member’s supervisor. Share with supervisors what you’ve learned about the team member and how they have contributed to the project’s outcomes. The supervisor may have recommended that person to the project because they were already aware of their skills. Proactive supervisors will appreciate the feedback and find ways to maximize their talent. By doing so, you’ve created even more positive outcomes for staff, business units, and the organization as a whole. You’ve also built in a morale boost that creates more enthusiasm for future project participation with high-quality outcomes.
• Don’t Focus on the Project Manager: Project closure is a time for the team to shine — not a time for the project manager to hog the spotlight. Share the good and the not so good, always with an eye for building better for the future. The project manager should be in control, but the best project manager does so effortlessly, seamlessly, and openly — and always with a focus on what you’ve learned, how you’ve learned it, and why it’s important.

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Project Management

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

Sarah Burner

ClickUp Contributor

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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How To Write a Project Closure Report in 10 Steps

A closure report is an important document that serves as a formal summary of the conclusion of a project. It offers a detailed account of the progress of the project, the success of its implementation, and any issues that arose during the course of the project. A closure report is an invaluable tool for stakeholders and management when evaluating the success of a project and provides a basis for future improvement. The closure report is a critical part of a project and should be considered as an essential part of any project cycle. It should provide an in-depth overview of the project from start to finish, detailing the goals that were set, the resources that were used, the milestones that were met, and the risks that were taken. The closure report should also provide a timeline of all activities that occurred during the project and, if necessary, explain any areas where the project deviated from the original plan. Finally, the report should include a summary of the project’s successes and any lessons that were

What to include in a project closure report

Depending on the size and complexity of the project, project closure reports may vary in length or content, but they typically contain some of the same fundamental details. Following is a list of typical information found in project closure reports:

What is a project closure report?

The final deliverable to be submitted at the conclusion of a project is a project closure report, which evaluates the overall success of the project. The project manager keeps track of every stage of the project and offers a way for senior management and themselves to evaluate what aspects of the project were successful and what weren’t. It also enables the business to examine future improvement opportunities and the ideal procedures for new projects.

These reports provide proof of the teams’ diligent work and demonstrate how they met their specific goals. Feedback from project stakeholders and team members may also be included. Because they can be used to close contracts, release project resources to the rest of the company, inform stakeholders of the project’s conclusion, and plan the operational transition, project closure reports are crucial.

How to create a project closure report

For your next project, follow these steps to create a closure report:

1. Label the document

The name of the project, the team’s name or the names of its members, the project manager’s name, the executive sponsors, and the current date are typically listed at the top of the document. This information facilitates the report’s organization and aids senior management or stakeholders in understanding the project’s specifics. It may also be simpler for management to get in touch with the accountable team or its members if additional questions or clarifications arise.

2. Write an overview of the project

An overview of a project typically includes the project’s goal, the necessary steps, and how those steps were carried out. Additionally, it provides a brief overview of the problem or opportunity that was solved as well as the project’s goals and success indicators. You can conclude your overview with a statement that provides a general summary of the contents of the report.

3. Describe the projects accomplishments, outcomes and results

You can describe the outcome goals, any successes from meeting those goals, and the key performance indicators (KPIs) the team used to measure success in a section below the overview. Think about listing the outcome targets in a table with the target’s description, the anticipated completion date, and the actual completion date. This section evaluates the entire project in light of these success metrics and details the factors that contributed to each favorable or unfavorable result.

4. Describe the projects scope

The objectives, deliverables, characteristics of the good or service, tasks, and deadlines are all explained in the project’s scope. It also outlines every step taken to complete the project, from start to finish. To identify any differences in deadlines, costs, or resources, you can analyze and compare the scope to the project’s actual timeline and budget. This section of the report elaborates on the project’s specifics that are listed in the overview statement.

5. Craft a project performance analysis

One of the most crucial sections of the report is the performance analysis because it clarifies the project’s scope and offers details on the budget, timetable, goals, and success. The three main sections you should include in this section of the report are as follows:

6. Highlight challenges and risks that developed

This section describes the risks and difficulties encountered throughout the project’s timeline and includes details on how these difficulties impacted other project components, such as the budget and schedule. Risks can also be listed, such as adverse working conditions or financial constraints. This can be useful as a guide in the future when preparing for other projects.

7. Write about lessons learned, suggestions for future projects and project manager comments

For future reference, it can be useful to list the difficulties the team overcame while working on the project and what individuals discovered in the process. Future project teams can use this knowledge to avoid the same difficulties. The team might also have obtained advice from senior management or stakeholders, and sharing this knowledge with other teams can be beneficial.

Depending on the results of the project you are reporting on, you may also include a list of suggestions for future projects that should be implemented or completed. Commenting on the finished product or deliverable can be useful for the team, project manager, and stakeholders. These suggestions could enhance the general success and reception of other projects. Recommendations may include suggestions for a timeline, remarks on the use of resources, or budget modifications for projects of a similar nature.

8. Create a financial summary

The cost of each resource, ongoing expenses, the projected budget, and the amount actually spent are all listed in the project closure report’s financial summary. If you want to make this section easier to read and more efficiently organize the project’s financial data, format it as two tables separated by the resources costs and ongoing costs. If you need more money to finish the project, you can include a notes section at the bottom of the table to explain any differences in cost or additional justifications.

9. Describe the transfer of operations

Listing ongoing tasks and how to transfer them to operations, including identifying operational roles, can be used to describe the transfer of operations. Include a brief description of each task, the operations role, the name of the person performing that role, and the date of the transition. This section provides documentation for official records.

10. Request project closure approval

Requesting closure approval, where senior management and stakeholders can authorize a project’s official termination, is the last step in creating a project closure report. This section can also be formatted as a table with sections, labels for each role, blanks for signatures, and the current date. This section is significant because it confirms that all project management procedures have been completed and that the final product has received approval from all necessary parties.

Closing the Project [5 STEPS TO PROJECT CLOSURE]

How do you write a closure report?

• Label the document. …
• Write an overview of the project. …
• Describe the project’s accomplishments, outcomes and results. …
• Describe the project’s scope. …
• Craft a project performance analysis. …
• Highlight challenges and risks that developed.

What is a closure document?

An order, stipulation agreement, or other document issued or negotiated by the Department that outlines the precise Closure and Post Closure Care requirements signed when a Solid Waste Facility is closed is referred to as a Closure Document.

What is a closeout report used for?

The crucial final stage of the project management lifecycle is project closure. When a project is finished, the team reviews the deliverables and evaluates their quality in relation to the desired project outcome. Then they share the deliverables with the project’s client.

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5 Steps to Project Closure (Checklist Included)

So much time and effort is put into the planning of a project, it is often forgotten that the end of a project—project closure—is equally important. There’s a lot of work involved even once a project is technically complete.

For example, there are many tasks that you still must complete. They might be procedural, but that doesn’t make them any less important. There are approvals, signatures, payments, all of which might seem like pushing paperwork to you, but tell that to the team member waiting to get paid.

Not to mention, when you are ending one project, you’re likely planning another. Therefore, you want to get transition support for this changeover. You’ll have to release resources, archive documents and don’t forget to acknowledge the project success with a party or some type of celebration. That’s important, too.

What Is Project Closure?

Project closure is the last phase of a project. It’s when the project manager verifies that the client, stakeholder or customer has accepted the project deliverables. If the project or product is ongoing after the project, then maintenance must be set up.

The project manager will also review the entire project before closing it, rating performance and comparing that to the baseline . The project team will be part of this process, offering their observations and feedback, which is collected in a lesson’s learned document. This provides guidance for future projects.

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Project Closure Template

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

The importance of project closure is more than just signing off on all documentation, fulfilling any contracts with vendors and releasing the team to participate in other projects. It makes sure that the original objectives of the project have been met and ties up any loose ends, such as risk or issues that have remained open.

Before we dive into the steps that need to be taken to close a project, let’s first hear some expert advice on this project phase. In the video below, Jennifer Bridges, professional project manager (PMP) explains the basics of project closure.

Steps to Closing a Project

The close of the project is the final phase of your job, it’s the last turn of the project life cycle , and like any other aspect of a project, it requires a process. The following are five steps you should take to make sure you’ve dotted all the I’s and crossed all the T’s, as well as taken full advantage of the experience.

1. Arrange a Post Mortem

Managing a project isn’t only about tasks and resources, budget and deadlines, it’s an experience you can constantly learn from. While you should have been learning throughout the project, now is a great time to look back without the pressure and distractions that might have dulled your focus.

Gather the core team to invite feedback about what worked, and what didn’t. Encourage honesty. By documenting the mistakes and the successes of the project, you’re building a catalog that offers historic data. You can go back and look over the information for precedents when planning for new projects .

Projects are never standalone things, but part of a continuum, where the specifics might vary, but the general methods usually remain the same. There’s a wealth of knowledge produced after any project closes.

2. Complete Paperwork

As noted, projects generate reams of documents. These documents are going to have to get sign off and approval from stakeholders . Everything needs attention and must be signed for, which is the legal proof that in fact these documents have concluded. That includes closing all contracts you might have made with internal partners or vendors or any other resources you contracted with.

This includes addressing all outstanding payments. You want to make sure that all invoices, commissions, fees, bonus, what have you, are paid. Complete all the costs involved with the project. It’s not done if it’s not paid for.

Project management software can help you organize all these documents. ProjectManager acts like a hub for all your project files. You can track them on our list view, which is more than the usual to-do list app. For one thing, you can see the percentage complete for each item on the list. Now you know if that contractor has been paid and whether you can sign off on the contract. You can even set up notifications to make sure your payments are delivered on time. Try it out for yourself with this free trial.

3. Release Resources

You assemble a team for the project, and now you must cut them loose. It’s a formal process, and a crucial one, which frees them for the next project. Each team is brought together for the mix of skills and experience they bring to a project. The project determines the team members you’ll want to work with, and each project is going to be a little bit different, which will be reflected in the team hired to execute it.

This is true for internal as well as external resources. The external ones might be more obvious, as you contracted with them, and that contract is going to have a duration. When it’s over, make sure they’re all paid in full so they can sign off and leave. But internal resources remain, so you have to remind yourself that their time on the project is also limited, and you might be blocking other team’s projects if you don’t release your resources once the project is done.

4. Archive Documents

There are lessons to be learned from old projects, which is why you meet with your team regularly during the project and look back on the process afterwards. However, if you don’t have an archive in which to pull the old records, then whatever knowledge you gain is lost because of poor organization and management. You worked hard to have great project documentation, don’t lose it.

Related: What Is a Project Decision Log?

Before you close a project, archive all the documents and any notes and data that could prove useful. Even if you never access it, there’s a need to keep a paper trail of the work done on any project for other people in the organization. This might include legal teams, or HR teams, or even your successor. You never know when someone might have to go back and respond to a question or want to learn how an old issue was resolved. Consider it like putting away provisions for the winter.

5. Celebrate Success

If it sounds silly to you, then you’re not doing your job. There’s nothing silly about rewarding your team to acknowledge a job well done. It creates closure, which is what this part of the project is all about, but it also plants a seed that will bloom in later projects when you work with members of the old team.

Put these project closure lessons to work with this template. Everything you need to capture when closing a project is outlined in our free project closure template for Word . You can make sure stakeholders have signed off on every document, contractors have been paid and their contracts closed and your team has been released from the project, so they can get started on the next one.

Project Closure Checklist

To make sure you close your project properly, follow this step-by-step project closure checklist.

• Start at the beginning with the project scope document you created and make sure that you’ve met all the requirements listed there.
• Make sure that all deliverables have been handed off and signed by stakeholders, getting their approval and satisfaction.
• Other project documents must also be signed by the appropriate person, this includes any outstanding contracts and agreements with vendors and other contractors.
• Once documents are signed off on, then process them and pay off all invoices and close out any project-related contracts.
• Add all documents together, including finalizing all project reports, then organize and archive them as historical data to be used for future reference.
• Use collected paperwork to identify and document the lessons learned over the course of the project, including any feedback from stakeholders, so you don’t make the same mistakes in future projects.
• Assign a transition support person to shepherd the project after completion so that the project closure is thorough.
• Release or reassign the project resources, which includes your team and other project personnel and any equipment or site rentals used for the project.
• If you’ve not used a project management software , get one, as it helps control not only the life cycle of the project but also the process of closing the project thoroughly.
• Finally, but perhaps most importantly, celebrate with your project team. They did the work and deserve credit and an opportunity to blow off steam until the next project is started.

More Free Templates to Help with Project Closure

There’s a lot to keep track of when you’re closing a project. You don’t want to miss out on any critical steps and leave some documents unsigned or not discussing lessons learned to avoid the same mistakes on the next project. ProjectManager is a great software but also the premiere online site for everything project management. That includes dozens of free templates. Here are some to help you do all the little things necessary for proper project closure.

Lessons Learned Template

There’s a lot of administrative work required to shut down a project, but it should also be a time of reflection. Our free lessons learned template for Excel is a great tool to capture the wins and issues that have come up over the course of the project life cycle. You describe what happened, how it impacted the project and what you will do differently in future projects to avoid repeating those mistakes. It’s a classic project closure document.

Action Items Template

The free action items template for Excel is a great place to take the lessons learned that you collected in the above template and turn them into a plan. Once you see the mistakes you made in the past you can formulate an action plan in order not to repeat them. This free template lets you create tasks, assign them to team members, add priority so you know which goes first and even provide deadlines and track the status.

Your Project is Closed – Use ProjectManager For Your Next One!

Now we know that proper project closure will help you start your next project on the right foot. If you plan and manage your projects in a centralized project management software—like ProjectManager —you’ll have access to all of your previous projects.

That way, when you’re planning a new project, you can quickly review old documents, tasks, comments and templates in the system. It makes onboarding for the next project simpler too, as the team members should already be in the system.

Create Reports for Posterity

Automated reporting software can be a huge help during this process. ProjectManager lets managers create reports with just one click. This includes reports like timesheet reports, so you can quickly see the hours worked by a team member over the life of the project. You can also create more stakeholder-specific reports, like status reports, variance reports or project plan reports. It’s all automated in our project management software, helping you reach the end of the project even faster.

Saving time and having a head start when you begin a new project is how you effectively cut time and costs. ProjectManager streamlines the project for you from start to finish.

Part of closing a project is being able to plan and execute it. That’s where ProjectManager comes in. As cloud-based software, it enables you and your team to get real-time data when monitoring and reporting on the project. Plus, your documentation is more accessible and secure. See for yourself, by taking this free 30-day trial.

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