Project Closeout Checklist
A project closeout checklist for agencies and teams: sign-off, final invoice, handover, access cleanup, archive and retrospective, so projects end cleanly.
- Typical schedule per project
- The checklist 5 sections, 21 items
- Variables
{{project}}{{client}}
Use this checklist when a project's deliverables are done and you want to close it properly. Projects rarely end with a clear line. The last tasks drift, the final invoice waits, and the team moves on while access and files stay scattered. A deliberate closeout turns the end of the project into a record: what was delivered, what was accepted, and what you learned.
Who owns it
The project manager owns the run. Finance handles the final invoice and the delivery leads confirm handover and cleanup. If the client relationship continues (for example on a retainer), the account manager should join the final meeting.
Common pitfalls
- No written acceptance. Without a sign-off, "one last change" can go on for months. Ask for a clear written acceptance against the agreed scope.
- Final invoice sent late. The longer the gap after delivery, the slower the payment. Invoice on the day of sign-off.
- Skipping the retrospective. The lessons are fresh for about a week. Hold it before the team scatters.
- Access left open. Agency accounts in the client's systems should be removed or handed over, and the removal recorded.
Closing out in Runbook leaves an audit trail of who confirmed sign-off, invoicing and access removal, which is useful if questions come up later.
The checklist: Close out {{project}} for {{client}}
Delivery and acceptance
-
All deliverables checked against the agreed scope and change requests
-
Open bugs or tasks either fixed or listed as known issues with the client
-
Written acceptance or sign-off received from the client's decision maker
-
Warranty or support period and its end date confirmed in writing optional
Handover
-
Final files, source code and design files delivered to the client
-
Documentation handed over: logins, admin guide, how to make common changes
-
Training session held for the client's team optional
-
Ownership of domains, hosting and third-party accounts confirmed with the client
The client should own their accounts. If the agency holds any, agree on a transfer or an ongoing arrangement.
Commercial
-
Final invoice sent, including approved change requests
-
Actual hours and costs compared with the budget
-
Unused subscriptions, licences or test accounts for the project cancelled
-
Follow-up offer for maintenance or a next phase sent optional
Access and archive
-
Agency access to client systems removed or reduced to what an ongoing contract needs
-
Shared credentials rotated if they were known to the agency team
-
Project files archived in one place with a clear folder name
-
Project board or tracker closed and the time tracking project archived
Learn and follow up
-
Internal retrospective held: what went well, what to change next time
-
Lessons added to your templates and checklists
-
Client feedback or testimonial requested
-
Case study permission asked for optional
-
Follow-up check-in with the client scheduled a few weeks after closeout
Checklist as Markdown
Frequently asked questions
What is project closeout?
Project closeout is the final phase of a project. It confirms that the deliverables are accepted, completes the commercial side, hands over files and knowledge, cleans up access, and records lessons learned. A project that is never formally closed tends to absorb unpaid work.
What documents should be handed over at the end of a project?
At minimum: the final deliverables and source files, a list of accounts and who owns them, admin and user documentation, and the written acceptance. For software or websites, add hosting details, a deployment guide and any licences you bought on the client's behalf.
What should a project retrospective cover?
Ask what went well, what did not, and what you will change on the next project. Look at estimates against actuals and at where client feedback or scope changes caused delays. Turn the outcome into one or two concrete changes, such as a new item in your kickoff checklist.
Updated