Project Closure Sign-Off Template – Free PDF Download

Project closure sign-off template

When you need formal acknowledgment of completed work, this project closure sign-off template captures critical handover elements in one document. You can systematically verify that deliverables meet requirements, documentation is properly archived, and assets are correctly transferred to operations.

Only 34% of organizations consistently deliver projects on time, according to research by Wellingtone. With this template, you gain an organized approach to project closure that helps prevent scope creep at the finish line and creates clear records of what was accepted by stakeholders. This is especially valuable when closing complex, multi-phase initiatives where accountability might otherwise become murky.

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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

Frequently asked questions

How can you ensure all stakeholders properly sign off on your project closure document?

Create a clear timeline for the sign-off process, allowing stakeholders sufficient review time. Schedule a final meeting to address any concerns before signatures are collected. For remote teams, you can use Lumiform’s digital signature tools. Always follow up with stakeholders who delay signing, explaining how their approval impacts organizational processes and resource allocation for future projects.

When is the right time to start the project closure sign-off process?

Start the sign-off process when all deliverables have been completed and initially accepted by key users, quality checks have been performed, and financial reconciliation is nearly complete. Don’t wait until the very last day of the project timeline, as the sign-off process itself requires time. Ideally, begin gathering approvals 1-2 weeks before the official project end date to allow for unexpected delays.

How do you handle unresolved issues during the project closure sign-off?

Document each unresolved issue with its current status, impact assessment, and recommended action plan. For issues that will continue beyond the project, transfer ownership formally to the appropriate operational team with their acknowledgment included in the sign-off document. Create clear boundaries around what remains the project team’s responsibility versus what transfers to operations or maintenance teams.

What should you do if stakeholders refuse to sign the project closure document?

First, understand their specific concerns by scheduling a focused discussion. Address each issue with evidence of completion or propose reasonable compromises. Document all discussions and decisions, even without signatures. If resolution isn’t possible, escalate to senior management with a summary of the situation and recommendation for next steps. This creates an audit trail even with delayed formal closure.

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.