Project Closure Checklist

What is a Project Closure Checklist?

A project closure checklist (or project closeout checklist) is used by project managers to evaluate the business outcomes when formally closing a project. It helps assess project activities such as actual performance versus baseline objectives, unaddressed issues, and lessons learned within a project life cycle.

Importance of using a Checklist for Project Closure

Project closure checklists help ensure that all the necessary steps are completed for projects and that nothing is forgotten. They also help to ensure that all team members are aware of the required steps and that all are on the same page.

Additionally, project closure checklists can help to track the progress of the project and identify potential problems early on at every step of project closure.

Steps for Project Closure

In the final phase of a project, it is critical to follow a methodical process to ensure a successful closing of the endeavor. To make sure that you’re not missing anything, follow this step-by-step guide:

1. Transfer all deliverables – The first step to project closure is to make sure that all the required deliverables from you were completed and transferred to the client as needed. As well, handover newly updated systems or processes that were identified during the course of the project.

2. Authorize project closure – All people involved should agree that the project is complete before formally closing it out. Gain proof of completion by obtaining approvals and signatures from all key stakeholders indicating that all the deliverables were met. Lastly, ensure that there are no pending or open issues because of the project.

3. Finalize the paperwork – Complete the paperwork by checking if there will be a closure document to follow through with. Review all the contracts and documentation such as invoices, papers regarding internal partners, supplier contracts, or other third-party documents that were enclosed in the project.

4. Release resources – Next, free all the teams and team members you assembled for the  project. Formally release them so they are clear to jump to the next projects where they are contracted. Additionally, make sure that no more work is done on the project and that all site operations and facilities used are closed down.

5. Arrange project review – Gather your core management team and conduct a meeting to get feedback on how the project performed. This is also the opportunity to recognize the successes, failures, challenges, and limitations of the project in terms of budget, efficiency, and quality. These can then be used as a well-grounded basis for the planning stage of succeeding projects.

6. Announce project closure – Formally announce the closure of the project and celebrate with the team. This is a great avenue to acknowledge the group’s hard work, increase their morale, and create an opportunity for more efficient project management in the future.

Indicators of Upcoming Project Closure

Project closure is the last phase of the project lifecycle. It helps in measuring completion and success while the project is in motion. Overlooking the project closure process can lead to legal issues, business conflict, and lack of accountability. To prepare accordingly, one must take note of the indicators of project closure:

Timeline

Schedule is one of the most crucial parts of project closure. Adhering to the timeline set by sponsors is important in measuring project milestones. Visibility in every aspect and proper tracking of all activities is necessary to check if the project is on schedule and follows the original plan.

Deliverables

Evaluate if deliverables meet the standards set out in your quality plans. Featured products should meet 100% of the business case objectives. Also, assess if there are issues and risks that need to be addressed.

RAG Status

RAG stands for Red, Amber, and Green, with each color indicating the current status of a key performance area. Monitor project status and ensure that everything is in the Green—project is running smoothly and that all aspects are within tolerance.

Cost Management

Allocating budget costs is a vital part of project closure. Calculate the current financial performance and compare it with the projected business budget. Check if all procurement requirements were delivered and keep track of variances.

Sponsor Evaluations

Regular meetings with business stakeholders keep them up to date with the project status. Check business benefits if they adhere to project objectives, if you have met sponsors’ expectations, and provide solutions to the problem stated in the business case.

What should be Included in a Project Closure Checklist

A comprehensive project closure checklist helps confirm that the project has met its objectives, complied with governance requirements, resolved outstanding issues, and that resources are appropriately released. Here are essential items to include in your checklist:

1. Basic Project Details – Project name, ID, start and end dates, key personnel, and stakeholders.

2. Adherence to Governance Criteria – Confirmation of compliance with policies, audits, approvals, and risk management.

3. Closure Documentation – Final project closure report, lessons learned, and performance summaries.

4. Stakeholder Authorized Project Closure – Formal approval and sign off by key stakeholders and sponsors.

5. Pending Issues – Identification, documentation, and assignment of unresolved issues and risks with action plans.

6. Handover of Systems and Processes – Transfer of new or updated systems, process documentation, and training to operations.

7. Project Resources Release – Formal release or reassignment of project team members and physical assets.

8. Financial Processes and Reports – Final budget reconciliation, financial reporting, and account closure.

9. Staff Performance and Evaluation – Conducting and documenting performance reviews and feedback.

10. Disposal of Equipment and Materials – Inventory and appropriate disposal or return of all project assets.

11. Supply Contract and Processes Termination – Formal closure of vendor contracts and settlement of financial obligations.

12. Sign Off – Compilation of all closure documents and formal project sign off by manager, sponsor, and governance body.

Project Closure Checklist Sample Report | Mitti (by SafetyCulture)