Templates
Project closure template

Project closure template

A project closure template is used by project managers to prevent overlooked processes in preparation for project closure.

Use this template
or download pdf
Project closure template

A project closure template is used by project managers to prevent overlooked processes in preparation for project closure.

Use this template
or download pdf

About the Project closure template

Completing a project successfully involves more than just finishing the tasks—you’ll also need to cover final approvals, prepare thorough documentation, and make sure that no loose ends remain. This project closure checklist template helps you confidently transition from active project management to handover. It guides you through key details, from checking all deliverables are signed off to finalizing budgets and releasing resources.

How to use the project closure template

Here’s a quick guide on setting up and making the most of the template:

  1. Set up and customize the checklist. Begin by reviewing the checklist items and customizing any sections to reflect your project’s specifics, such as unique deliverables or required sign-offs. Editable directly in the app, this template is designed to adapt to your workflow, making setup quick and easy.
  2. Delegate closure tasks to team members. Assign tasks from the checklist, such as final budget reconciliation, resource release, or documenting lessons learned. This ensures every team member has clear tasks that you can easily track and update in real time.
  3. Document all project approvals and feedback. As you complete tasks, each deliverable should get documented approval from stakeholders. This template makes it simple to record final sign-offs and feedback so you can build a clear record of project achievements.
  4. Track progress and maintain visibility. Throughout the closure process, keep the checklist updated to track real-time progress. This step keeps everyone informed and helps ensure nothing is overlooked, reducing the risk of delays or loose ends.
  5. Archive for future reference. Once completed, the template serves as an invaluable resource for future projects. A thorough project closure checklist also provides insights and data to strengthen future project planning, reducing the risk of recurring issues.

Best practices for using the the project closure template

You can capture insights and document outcomes better by following these tips with the template.

It’s important to track outstanding issues or open tasks so you don’t neglect any detail. List down each item and assign clear responsibilities for resolving them. This way, you can close out the project with confidence, knowing every last detail has been addressed.

Double-check that all deliverables are signed off and archived to solidify project success and maintain accountability. Once deliverables get approval, archive them systematically. This not only serves as a record of completion but also provides a reference point for similar projects in the future.

Finally, communicate the project wrap-up with stakeholders to reinforce transparency and maintain strong relationships. Provide a summary of accomplishments, any challenges faced, and the final outcomes. You can even generate a report based on the finished checklist on the app.

Download Lumiform’s project closure template today

Get your projects across the finish line confidently with the help of this template. It guides you through final approvals, stakeholder updates, and key documentation. With an organized format and easy collaboration features, you’ll streamline your closeout and ensure every box is checked.

Categories

  • Operational excellence templates
  • General templates
  • Templates for business processes
Preview of the template
Assessment
Project Overview
Provide project background and overview
Budget
Governance
Describe how the project team was able to adhere to governance criteria
Checklist
Was an implementation review conducted?
Are all the project benefits still on track?
Will there be a closure document?
Have all the stakeholders authorized the project closure?
No pending or open issues because of the project?
Risk
RAG Status
Do you have a list of lessons learned?
Have adequate arrangements been made for the handover of the new or updated systems/processes?
Has the project budget been finalized?
Are all the project resources released?
Have all the post-project activities are complete?
Handover is complete for all deliverable?
All deliverable are accepted and signed off by the client?
Final project status reports are complete ?
All financial processes and reports are complete ?
Project review is done?
Staff performance evaluations and reports completed?
Staff employment on project terminated (no more work is done on the project)?
All supply contracts and processes are terminated?
Site operations and facilities used for project closed down?
Disposal of all equipment and materials is done?
Communication: Announcement of completion of a project (internal, external and public relations contacts)?
Completion of storage for all the project files?
Details of baselined scope
Date of change
Details of approved change to business requirement
Completion
Recommendations
Project Manager (Full Name and Signature)
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Frequently asked questions

When is the ideal time to start planning project closure activities?

Ideally, planning for project closure begins at the very start of your project. By outlining closure tasks early, you can integrate final steps like approvals, budget checks, and documentation into the project timeline. This way, there’s less chance of rushing at the end, and you can transition smoothly when the project wraps up.

How do you handle unexpected issues that arise during the project closure phase?

If unexpected issues pop up, address them with a clear action plan. Start by prioritizing these issues based on impact, assigning them to specific team members, and setting deadlines. Document how these issues are handled not only keeps the closure organized but also allows you to get insights for future projects and avoid similar problems.

How can I get buy-in from all stakeholders during the project closure process?

Am to involve stakeholders from the start by sharing your closure goals and expectations. You can also build trust with regular updates, clear documentation of outcomes, and transparency on project successes and challenges. When stakeholders see the value and understand the project’s impact, they’re more likely to support the closure process.

What are some common mistakes to avoid during project closure?

A common mistake is rushing through closure, which can leave key steps unfinished. Overlooking approvals, neglecting to document feedback, or failing to archive deliverables are easy slip-ups that can cause future issues. Avoid these by using the checklist above and reviewing each step carefully as you close out.

How can I improve my project closure process for future projects?

After wrapping up, reflect on what worked and what didn’t in your closure process. Document lessons learned and seek feedback from your team to identify areas for improvement. Small adjustments, like setting clearer expectations or improving handover protocols, can make your next project closure more efficient and effective.

This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.