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Project closure sign-off template

Project closure sign-off template

Wrap up projects efficiently with this template, which covers final assessments, approvals, and documentation.

Use this template
or download pdf
Project closure sign-off template

Wrap up projects efficiently with this template, which covers final assessments, approvals, and documentation.

Use this template
or download pdf

About the Project closure sign-off template

This project closure sign-off template is designed to make the final stage of your project more organized and efficient. It captures all the key elements—like stakeholder approvals, completed deliverables, and final budget reconciliations—in one place. Use this as a practical tool for documenting every step of the closeout process so nothing is left hanging as you move onto the next challenge.

A step-by-step guide to using the project closure sign-off template

Here’s how to get the most out of the template:

  1. Begin with a project overview. Start by filling in essential project details, including the project name, ID, start and end dates, and key stakeholders like the sponsor and project manager. This keeps everyone aligned and ensures easy reference for any future checks.
  2. Document completion of all deliverables. Go through each completed task or deliverable and verify that it meets agreed standards. Check off each item to clearly track what’s finished and confirm stakeholder acceptance, creating a comprehensive summary of project outcomes.
  3. Finalize documentation and asset handover. Compile any remaining documents—like design specs, test results, or user guides—and ensure they’re accessible. Transfer project assets, such as software licenses or hardware, to operations, where they’ll be managed moving forward.
  4. Close outstanding issues. Review any unresolved issues or risks. Address these directly, or transfer to operational teams for ongoing monitoring. This step is crucial for a clean handoff and ensures that loose ends are addressed before final sign-off.
  5. Secure final approvals and archive. Collect final sign-offs from the project manager and sponsor. Once approved, archive all documents and assets in a centralized, accessible location, so future teams can refer back to them when needed.

How to customize the project closure sign-off template

You can easily edit the template to reflect your specific needs.

First, adjust task completion criteria based on your project’s goals. For example, in a manufacturing project, you might add quality assurance checks, like verifying that each product batch meets safety standards before closing out. In a tech setting, this could include finalizing code reviews.

You can also add questions that address industry-specific regulations, such as HIPAA in healthcare or OSHA compliance in construction. This way, you create a checklist that directly supports your team’s accountability and confirms compliance.

Don’t forget to tailor the approval steps to fit your organization’s hierarchy for smoother sign-offs. For a project in a larger corporation, you might add multiple stages of approval, like having team leads review, followed by departmental heads, and finally, executive sign-off. For smaller teams, a single approval by the project manager or department head might be enough.

Download Lumiform’s project closure sign-off template today

Bring projects to a polished finish with this sign-off template. Designed to capture critical details, this template guides you through final assessments, key approvals, and essential project documentation, so you can confidently close out with a complete record in hand. Start using the template today to simplify your process and conduct seamless project wrap-ups!

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Preview of the template
Page 1
Project Information
Project Name
Project ID
Project Start Date
Project End Date
Project Manager
Sponsor
Project Closure Checklist
All project deliverables have been completed and accepted by stakeholders
All project documentation (requirements, design, testing, etc.) has been completed and archived
All project assets (hardware, software, licenses, etc.) have been transferred to operations or disposed of
All open issues and risks have been resolved or transferred to operations
Project team has been formally disbanded and resources reassigned
Post-implementation review has been completed and lessons learned documented
Final project budget and costs have been reconciled and approved
Customer acceptance of the final project deliverables has been obtained
Warranty period (if applicable) has been defined and communicated to stakeholders
Project closure report has been prepared and approved by stakeholders
Approvals
Project Manager Signature
Project Manager Name
Project Manager Date
Sponsor Signature
Sponsor Name
Sponsor Date

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Related resources

Access a complete set of resources aimed at maximizing safety, quality, and operational excellence, including detailed guides, related templates, and real-world use cases.

Topic guides

Read in-depth guides covering key topics related to this article.

Project closure: An essential guide for teamsProject management system: Best implementation strategiesProject status report: A definitive guide for teams and professionals
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Template collections

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4 free project closure templatesBest free project risk assessment template collectionProject status report template: Best 14 free picks
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Frequently asked questions

What steps should I take before closing a project?

Before closing a project, conduct a thorough review to verify all objectives were met and get input from stakeholders and team members. Complete any open tasks, document lessons learned, and finalize reports. Confirm that resources are reallocated as needed, and that all project files and documentation are properly archived for future reference.

How do I close off a project?

To close a project, review all deliverables to confirm they meet the original objectives. Conduct a final assessment, document lessons learned, and archive relevant project files. Next, get sign-off from key stakeholders, complete any remaining administrative tasks, and hold a project wrap-up meeting to discuss successes, challenges, and team feedback.

How can I make sure that all project deliverables are fully completed before sign-off?

Conduct a final review of each deliverable against the project requirements to confirm they meet specifications. Communicate regularly with team members to verify task completion and address any last-minute adjustments. You can also use the template above to track deliverables and make sure nothing is overlooked.

Who should sign off on project closure?

Key stakeholders and project sponsors are usually the ones who sign off on project closure. This can include the project manager, department heads, and any client representatives involved. Each signatory should review the final deliverables, verify that requirements have been met, and confirm all documentation is accurate before giving their approval.


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.
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