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Top 5 Project Closure Templates with Examples and Samples

Sapna Singh

One of the most well-known examples of poor project management is Coca-Cola’s attempt to release New Coke in 1985. The project failed after spending $4 million on Research and Development (R&D) and another $30 million on back-stocked items following the launch. Why? The brand failed to complete the PROJECT CLOSURE.

Check out our Project Management Plan  guide to establish a set of baselines and subsidiary plans to assure project success.

In the words of Henry Wadsworth Longfellow, one of the most well-known and well-liked American poets of the nineteenth century, “Great is the art of beginning, but greater is the art of ending.” Businesses must plan for endings that are difficult to accept, long anticipated, or unforeseen. End (close) your projects successfully to avoid joining the staggering 70% of failed initiatives, as per research.

Inform and update your project team on the concerns that have been identified, as well as all that needs to be understood about these. Click here  to read more about Project Issue Tracker .

Project Closure , the final phase of project management, ensures you complete necessary tasks before wrapping up the project. The highs, lows, and mundane routines of projects, as well as all moving elements, are scrutinized. A post-mortem of the entire process is done to ensure that a project has clear takeaways, next steps, and endurance.

This blog is ideal for wrapping things up, presenting your findings, and conducting a team debrief. Use the Project Closure Templates from SlideTeam to make sure you do the necessary tasks before declaring the project closed. These templates ensure that each section or segment is given the appropriate amount of space and prominence to evaluate your project completion. The 100% customizable nature of the templates provides you with the flexibility to edit your presentations. The content-ready slides give you the much-needed structure.

Review and assess the project’s performance to ensure the success of all future initiatives with SlideTeam’s top-notch PowerPoint Templates.

Identify all deliverables of projects and ensure these have been completed and handed over to clients. This will increase client satisfaction and your company's reputation.

Template 1: Project Closure PPT

Project closeout identifies its accomplishments and success. Use this PPT Template to define project completion strategies. This template ensures that the project is closed in a well-structured, professional manner. This comprehensive deck includes project completion, issue, termination, or execution, allowing you to conclude the project cleanly and smoothly. Use this presentation to put a technical finish to any loose ends and build an inventory of the lessons learnt. Get it now!

Download this template

Template 2: Project Closure PowerPoint Template

Project closure is a vital project phase that officially ends your project. This PowerPoint Presentation is a quick reference for project closeout procedures and activities. This deck includes information on project summary, project completion, client presentation, feedback, and a project task management report to help you share your findings and debrief with your team. Project managers can use this slide to confirm that it has met its objectives and to describe any problems, lessons learnt, and deliverables outstanding. Download now!

Template 3: Project Closure Checklist Template

Use this PPT Template to confirm that the objectives of project phases have been completed to formally close a project. This method of analyzing the project completion process ensures that necessary project closure actions are carried out, appropriate documentation is used, and project closure reports are communicated with stakeholders. This comprehensive deck includes a project closing checklist for evaluating efficacy, resolving difficulties, improving operational effectiveness, tracking status and overall performance, etc. Use this presentation to ensure that you have addressed critical parts of the project closure process. Save it now!

Template 4: One-Pager Project Closure Report Executive Summary Report

Use this PPT Template to capture your project summary, accomplishments, lessons learnt, and recommendations for initiatives. This one-pager contains information such as the project sponsor, overview, variance analysis, financial summary, objective achievements, etc. Use this presentation as a helpful resource for establishing best practices to ensure the success of projects. Download now!

Template 5: Seven Stages of Project Closure Assessment

Use this PPT Template to guide you through the project closeout process. This template provides a project brief that represents the seven stages of project closure assessment: Handover to users, finalize procurement, write closure document, archive project, and handover to support. Use this presentation to provide a clear project closure plan to ensure your solution is correctly transitioned to the client or end-user. Get it now!

Seal the professional tone of your work  

Project closures provide the finishing touches to your work, confirming that objectives have been met. Use SlideTeam’s PowerPoint Templates to navigate the project management closing process, enabling the finalization and transfer of project deliverables to the client.

PS Check out our ready-made Project Completion Report framework to break your tasks into manageable chunks and reduce paperwork and redundancy.

FAQs ON PROJECT CLOSURE

What is project closure.

Project closure is the final stage of the project management lifecycle. It entails the team analyzing the deliverables and comparing and testing their quality to the anticipated project outcome before releasing work to the client. This phase ensures a complete examination and evaluation of all deliverables for effective project delivery.

What are the steps to project closure?

• Finalize and deliver project deliverables to the client.
• Obtain project deliverable approvals with official sign-offs from project stakeholders.
• Examine project paperwork to check that parties have been paid for their work and that there are no pending invoices
• Conduct a project performance review to determine the project’s performance in terms of cost, schedule, and quality.
• Finalize documents (contracts, project plans, scope outline, costs, timeline, and so on) and archive them for future reference.

What is a project closure checklist?

Project managers use a project closure checklist to analyze business outcomes at the end of a project. It is also known as a project closeout checklist, and it assists in ensuring that team members are aware of the required steps and are on the same page. This aids in reviewing project activities, such as actual performance vs baseline targets, unsolved difficulties, and lessons learnt during a project’s life cycle, ensuring that all procedures are completed and nothing is ignored.

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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 .”

Master Project Management Closeout with Project Closeout Templates from Smartsheet

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When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time. Try Smartsheet for free, today.

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Project Closure Presentation PowerPoint Template

Product Description:

About project closure presentation powerpoint template.

The Project Closure Presentation PowerPoint Template ensures you present your project closure in a planned and professional. Any project cycle should have a strong conclusion, preferably in the form of a PowerPoint presentation slide.

Using this template, every portion of the project closure process can be presented systematically. This template is ideal for project completion, termination, or execution. This presentation template has various segments like project background, RAG status, learnings, and administrative checklist, making it simple to record and keep track of tasks to ensure it’s done correctly to obtain official approval.

Who Can Use This Project Closure Presentation PowerPoint Template?

The Project Closure Presentation PowerPoint template can be a useful tool for project managers, planning committees, and program leaders. The template is simple and professionally designed, and the colors can be changed to suit your preferences. And hence, startups, established corporations, and commercial organizations can all use this template.

When To Use This Project Closure Presentation PowerPoint Template?

The Project Closure Presentation PowerPoint template is designed to be used as a closure of a project, i.e., it can be used to present the conclusion of any project, like the outcomes, the key findings, or the purpose achieved. It can be used by project leaders when presenting their projects to the business owners, or it can be used in the annual meeting to deliver each project’s outcomes at the year-end.

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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: 8 steps to finish proj ...

Project closure: 8 steps to finish projects confidently

Project closure is the last stage of a project, when you tie up loose ends, communicate your results, and debrief with your team. Just because you’ve hit your objectives doesn’t mean work is finished, and a clear project closure process ensures that you check every important task off your to-do list before officially wrapping things up. In this article, learn eight steps to help you close projects with confidence.

Great is the art of beginning, but greater is the art of ending. ”

Projects, like poems, need great endings. Even if you execute your project plan perfectly, a disorganized conclusion can negate all of your hard work. But when you finish strong, you can ensure that your project has clear takeaways, next steps, and sticking power. 

What is project closure? 

Project closure is the last stage of a project, when you tie up loose ends, communicate your results, and debrief with your team. The project closure phase officially puts an end to your project and provides a concrete plan for next steps—whether that’s transitioning project ownership to another team, starting a new project to improve on your work, or incorporating lessons learned into future projects. 

You can tailor your project closure process to fit your team’s needs, but here are some key steps to include: 

Run final tests to make sure your project deliverable meets expectations (like testing a feature post-launch to make sure it’s still working, or reviewing your final deliverable with stakeholders). 

Review your project plan to wrap up loose ends and ensure you haven’t forgotten anything. 

Complete administrative tasks —like updating documentation, finalizing your project budget , and reassigning resources. 

Communicate notes and next steps to stakeholders .

Hold a project post-mortem meeting to review lessons learned and give your team a chance to provide feedback and adjust their processes. 

Circulate a final report that outlines how your project performed relative to its goals.

The 5 project management phases

The term “project closure” comes from the five-phase project management model created by the Project Management Institute (PMI). PMI outlines this model in their Guide to the Project Management Body of Knowledge, also known as the PMBOK® Guide. Their model divides the project lifecycle into these five stages: 

Project initiation : Broadly define your project and secure buy-in.

Project planning : Create detailed goals and a project roadmap.

Project execution : Launch your project using information from the first two steps. 

Project performance : Measure effectiveness using key performance indicators (KPIs) . 

Project closure : Wrap up loose ends, debrief with stakeholders, and finalize next steps. 

Why project closure is important 

It feels great to achieve your final milestones or hit your goal—but that doesn’t mean your work is finished. After you’ve toasted to your success, there are still some important tasks to check off your list before you officially reach the end of the project. Here’s how project closure can help you tick every box and wrap up your initiatives with confidence. 

Make sure your work is complete

Following a predefined project closure process ensures that your work is complete and that you haven’t forgotten any tasks in your project plan. This last phase of the project includes all those easy-to-miss details like final testing, reviewing your project plan, and communicating results to stakeholders—so you can wrap up projects knowing you’ve checked every box. 

Furthermore, the closing phase helps you establish a consensus with stakeholders that your work is effective and complete. That way, everyone knows what you’ve achieved and understands that the project is over. 

Provide clear next steps

When your project is closed properly, you have concrete next steps: hand work off to another team, start a new project to improve on your work, or incorporate key lessons into future initiatives. 

In that way, project closure helps you avoid unwanted scenarios like these: 

Your project does not have a concrete end date and your team is responsible for maintaining it indefinitely. For example, imagine you had a project to improve site traffic by 20 percent. Without properly closing your project, you could be held responsible for small tweaks, improvements, and testing indefinitely to improve site traffic. 

Your project isn’t handed off to the right team, so it just sits and gathers dust. For example, imagine you created a new project to test a feature on your website. To close your project properly, you should communicate to stakeholders that you’ve accomplished the goal and scope of your project (i.e. to test a feature). Then, you need to hand your testing insights off to the appropriate product team to actually build the feature. 

Capture lessons learned

Every project gives your team an opportunity to learn and improve, and project closure ensures that you capture those learnings instead of leaving them behind in your project notes. That’s because a post-mortem meeting is built into the closure process, so your team has a chance to reflect on what went well and what could be improved next time. Discussing project closure with your team often illuminates issues you may not have thought of, since team members can provide an on-the-ground perspective. This means you can continuously improve your project management over time—with every project, you have a chance to learn and streamline team processes, communication, and project execution.

Aside from process improvements, project closure also helps you capture and share key project learnings. In the final report you share with stakeholders, you can capture lessons learned from your actual project data—like takeaways from an A/B test, the results of a user research study, or the timeline for building a new app feature. That way, stakeholders can learn from your project and incorporate those findings into their own work. 

How do you know when a project is done? 

Before you close your project, you have to determine if it’s complete. But what exactly does that mean? 

There are a few ways to determine if your project is finished, but the biggest indicator is whether you’ve achieved the project objectives you set during planning. Regardless of the goal-setting methodology you use, objectives define what success looks like for your project and give you a clear target to aim for. There are several goal setting methods out there, including Objectives and Key Results (OKRs) , Key Performance Indicators (KPIs) , and SMART goals . 

Not every project achieves its goals, and that’s ok. Even if you didn’t hit your objectives, you can tell your project is finished when:

You’ve completed the deliverables outlined in your project scope  

You’ve completed your project timeline

You’ve used your entire project budget

8 steps to close a project

Closing a project doesn't have to be hard. As you work on projects, you’ll learn what works and what doesn’t work for your team. With that knowledge, you can develop your own project closure best practices. 

If this is your first time officially closing a project, try these eight steps below. Take notes on what works and what doesn't work so you can refine the process in the future.

1. Perform final tests

This first step is most useful for teams focused on launching new products or features. Before you formally end work on your project, run final tests to make sure your final deliverable is stable and still performing as expected. This is important because performance often changes post-launch, especially if your product went live to a large number of customers. Often, it can be hard to predict how a product will run at scale before it’s actually launched. 

Aside from running technical tests, you can also monitor customer feedback (especially on your social media channels) to see if users are encountering any glaring product errors. If you encounter any big issues, create a follow-up project to fix them.

2. Wrap up loose ends

Next, it’s time to review your project plan and flag incomplete tasks. This helps you tie up loose ends and ensures that you’re not forgetting any critical steps. If you use project management software like Asana, this step is easy because you can see all project tasks in one place—plus their due date, owner, and completion status. 

If you forgot something, don’t worry. Take stock of any incomplete tasks and decide whether they’re in your project scope or out of scope. If they’re in scope, make a plan to address those leftover tasks. If they’re out of scope, let stakeholders know and hand off those tasks to the appropriate team. 

For example, imagine your development team just finished a website redesign project, and you realize you didn’t complete a task to update banner images on the site. After consulting your project scope statement, you decide that this task is out of scope because your team was primarily focused on infrastructure improvements. Therefore, you pass the leftover task to the design team, who can use the infrastructure you’ve created to update banner images. 

3. Complete administrative tasks

Now that you’ve wrapped up loose ends, it’s time to address the administrative side of your project. While administrative tasks can vary by project, here are some common to-do’s to consider: 

Make sure all project files and assets are in the right place and that stakeholders know where they are. 

Update project documentation , like process documentation , your project budget , and your project schedule . During this process, compare estimates to actual results to see if you were correct. For example, compare estimated vs. actual results for your budget and project timeline.

Make sure project documents are signed , like any vendor contracts or agreements. 

Close out any contracts for supplies, subcontractors, donors, or similar external stakeholders. 

Wrap up project finances . Make sure your final payments are received or sent, and send your finance team an update with your final budget numbers. 

Make sure team members have been reassigned to different projects. 

Sell or transfer equipment ​​ or other project resources to different teams as needed. 

4. Notify your team about next steps

Next up, write a note to your team to fill them in on your wrap-up plan. Let them know about next steps—like how you’ll tackle or transfer ownership of any outstanding project deliverables. In addition, tell your team about closing events they should attend, like a retrospective , project post-mortem , or a final meeting with stakeholders. If you want your team to provide feedback during a post-mortem, now is the time to let them know so they can start preparing. 

5. Update stakeholders and send a final report

After you’ve connected with your team, it’s time to sync with your stakeholders. This can either be an asynchronous update or an official wrap-up meeting. Regardless of the format, be sure to include the following information: 

A final report, including a summary of what your project accomplished, how it performed compared to the goals you set, and any key successes or failures. 

A list of incomplete items that were in scope, plus how you’ll tackle them. 

A list of incomplete items that were out of scope, with a quick explanation and details of how you’ll follow up with the appropriate team. 

A list of fast-follows you plan to complete as part of your current project or pass off to a different team.

A request for feedback. Ideally, this can be written feedback in the form of a questionnaire or survey. 

6. Hold a project post-mortem meeting

Holding a project post-mortem meeting is the best way to capture and review lessons learned during each project. During a post-mortem, team members have the opportunity to provide feedback on what went well, what didn’t go well, and what could be improved for next time. 

Here are some tips to consider before you host your next post-mortem: 

Send team members a list of questions to think about at least two days before the post-mortem meeting. These questions can be as simple as: “What went well, what didn’t go well, and what did we learn?” This helps your team structure their thoughts in advance so they can feel prepared and ready to participate. 

During the meeting, share your screen (if you can) and actively take notes to record each person’s feedback. That way, your team can see that their input is valued. 

Give each team member dedicated time to share their feedback during the meeting. That way, you can make sure everyone’s voice is heard. 

Leave time at the end of your meeting to thank team members for their input. And when you distill their feedback into concrete action items (we’ll get to that in the next step), send your team an update to let them know how you’re addressing their concerns. 

7. Create a roadmap for improvements

After you’ve analyzed how your project went, it’s time to look towards the future. At this point, you can use a project roadmap to plan how you’ll improve and iterate on your final deliverable and management processes: 

Consider your final test results from step one and identify any priority issues you want to tackle. For example, if many customers are complaining about slow load times, you could prioritize an initiative to improve site loading speed. 

Compile the feedback you received from stakeholders and your project team. Look for common themes and highlight any action items you want to address. For example, if team members shared that they didn’t have enough time to complete tasks, you could set an action item to add additional buffer time into future project schedules. 

Create a roadmap to plan how and when you’ll address these action items. 

Ask your team for feedback on your roadmap, and get sign-off from relevant stakeholders. 

Creating a roadmap for future improvements ensures that you continue to improve and iterate on your final deliverable and project management processes. Plus, it allows you to officially close your current project, then tackle any enhancements in an entirely new initiative. That way, you can prevent projects from dragging on until the final deliverable is “perfect” (something that’s not really attainable anyway).

8. Celebrate

Last but not least, set aside time to celebrate your team’s achievements. Showing appreciation is key to building a strong organizational culture and promoting teamwork in the workplace .

Celebration can come in many forms—like gifts or cards, a thank you message, a team happy hour, or even a free afternoon off work. Consider your team’s dynamic and the preferences of each team member, and pick the option you think everyone will appreciate the most. 

Close with confidence

High five—you’ve just successfully closed your project. You’ve checked all the boxes and tied up all the loose ends. Now you can move on to your next initiative with peace of mind, knowing that everything is taken care of and you have a concrete plan for next steps. 

If you want to standardize your team’s closing process, consider turning your project closure process into a custom project template . Templates allow you to create a predefined set of steps (like a checklist) that you can duplicate and reuse every time you wrap up a project.

Related resources

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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.

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Project Closure Template

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

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.

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.

Free Project Closure Template

Start your project closure process out on the right foot 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.

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. Evaluate Your Project

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 during the project evaluation process . 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. For example, you should conduct a post-implementation review to determine whether your project met its objectives and what things could be done better when managing future projects.

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.

Before we dive into a checklist of 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.

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.

Project Review Template

This free project review template for Word allows you to evaluate different areas of your project such as risks, resources, baselines and much more. It’s ideal for sharing with internal and external project stakeholders.

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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