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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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Project Closure Phase: A Comprehensive Guide

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The project closure phase is the final stage of project management. Immediately following monitoring and control, it is focused on wrapping up the overall effort and tying up loose ends. Learn the importance of this phase, the key steps involved, and more in this article.

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Objectives and Goals of the Project Closure Phase

The primary objective of project closure is to make sure that the project is completed successfully and that all deliverables are submitted and archived. 

In addition to these key objectives, here are the main goals of the last of the five phases of project management :

Formalize acceptance: This activity involves obtaining formal acceptance from the stakeholders of all deliverables that have been released as per the agreed-upon contract, including the expected scope, schedule, and budget. This critical step in the project closure process ensures that the project has met all expectations, with no issues or missing features.

Finalize loose ends: Every activity tends to have loose ends that need to be addressed and tied up before the work is officially closed. Finalizing loose ends for a project includes completing remaining tasks, resolving outstanding problems, and making sure all project documentation is captured, up to date, and complete before filing away.

Learn lessons: An activity that is often skipped due to time constraints or lack of experience, hosting a lessons learned exercise involves conducting a project review with the entire team to identify best practices and areas of improvement. Schedule this event before the team disbands and starts on a new work as the results of this activity make for an invaluable asset that will boost the success of future projects.

Release resources: This involves releasing all project resources, including personnel, equipment, assets, and facilities. Resources need to be available for other projects immediately so there are no overruns resulting in unnecessary costs associated with this project.

Celebrate success: It’s easy to be done and run, which is why a celebration is a great way to end a project. Celebrate the successful completion of the project with the project team and stakeholders and recognize the hard work and dedication of everyone involved. This will improve the team’s morale and get them motivated as they move on to the next project.

The Importance of Project Closure

Project closure is an indispensable phase in project management as it marks the end of a major work effort. Here’s why this stage is important:

Minimizes risks: The last thing you want after a successful project delivery is outstanding issues that can cause major problems in the future. Project closure means doing cleanup and addressing oversights to reduce risks.

Improves future projects: The project closure phase provides an opportunity to learn from the project after its completion and gain insights that can be applied to future projects. This helps improve overall quality and ensures timely completion.

Builds trust and reputation: This stage opens up the opportunity to build trust and reputation with the client by ensuring that all project deliverables have been submitted and all requirements have been met. This results in improved client satisfaction and increases the chances for repeat work.

Frees up resources: Project closure serves as a greenlight to release all project resources, including personnel, equipment, and facilities. This makes all resources available for other projects while making sure there are no unnecessary costs associated with the current one.

Key Steps and Best Practices

Project closure, like any other endeavor, is most efficient when executed well. Listed below are the key steps involved in this phase and practices to adopt to wrap the project up the best way possible. 

Consolidate reports and archive documentation: As the project draws to a close, make a habit of consolidating all project reports and archiving all project documentation in a central place for post-project access and reference. This should also include updating project plans, schedules, and budgets, as well as any other work-related documents such as contracts. These documents come in handy when scoping and pricing out similar work.

Sign off on final deliverables: Often overlooked, this step involves obtaining formal sign-off from the client or owner, signifying that all project deliverables have been submitted. It ensures that the project has met the client’s expectations and that there are no issues left unresolved. The last thing a project manager wants to deal with at the end of a project is finding out that something was missed or misinterpreted and having to schedule additional work or write up a project change order.

Finalize procedures: Before and in addition to closing out documentation, part of the project closure is seeing to it that no tasks remain undone, no concerns remain unaddressed, and that assets are properly archived. If the client has lent materials for research purposes or at any point in the earlier stages of the project life cycle, this is the time to pull it out of inventory and either return or destroy it.

Wrap up financial matters: This is an opportunity to complete any financial tasks, including closing out budget accounts, reconciling expenses, issuing and paying final invoices, and reviewing all financial records to make sure that they are accurate.

Hand off ownership: Handing off ownership of the project includes transferring all project deliverables, documentation, and other project-related materials so that they can be used in the capacity that they were designed and created for. This may include passing ownership to another department within the company or a client or vendor once your part of the work is complete. 

Set up support: A contingency plan may be required for the work once handoff is complete. This helps a business deal with unforeseen situations that require the help of your team and defines how your team may need to act in case of unexpected events or risks. Setting up support for the project includes organizing training sessions, maintenance, or support services, as well as outlining the contacts and processes needed to make sure the work is sustainable.

How Project Closure Contributes to Overall Project Success

There are several ways the project closure phase contributes to the overall project success, including the following:

Provides closure and a sense of accomplishment:   Project closure helps to recognize the hard work and dedication of the project team and to build morale for future projects. It is during this phase that certain actions are taken to make sure the project is ending on a high note and all parties are satisfied with the results.

Identifies areas for improvement: The last phase of project management offers an opportunity to learn from the experience and to identify best practices and lessons learned that can be carried over into upcoming projects, providing a solid starting point to build upon.

Minimizes potential liabilities: Lessen problems post-delivery when all loose ends are tied up. The closing phase of project management is where previously unidentified issues are addressed, minimizing the risks of suffering even bigger issues.

Strengthens relationships with stakeholders: Saying what you do and doing what you say is the gold standard for ending a working relationship with stakeholders and clients, and strengthening those relationships by making sure that they receive deliverables according to contractual expectations, which is what the project closure is about. A satisfied client will come back for more work, make invaluable referrals, and provide stellar testimonials.

The Role Stakeholders Play in Project Closure

Along with the project team, stakeholders play a critical role in the project closure stage. They are the final gatekeepers in a long list of checks and balances that ensure the successful completion of a project.

Among other things, stakeholders have an active role in wrapping the project up, including the following key actions.

Provide feedback and approvals: Stakeholders provide feedback and approval by officially signing off on all project deliverables and confirming that they were delivered according to scope, schedule, and budget. A signature, email, or in-system manual affirmation is the final indicator that nothing was amiss.

Participate in post-project reviews: Stakeholders and the project team participate in post-project reviews, an activity that aims to identify what went well and what could have been done better.

Offer support during knowledge transfer and handoff: Stakeholders are some of the individuals that offer the best support during knowledge transfer and handoff. They help identify details and bridge the gap between project work and post-project activities, including monitoring activities and any ongoing needs in terms of the use of the project deliverables.

Closing Thoughts

Once the project closure phase of project management is completed, the project is considered to be officially closed. A well-executed project closure plan sets the stage for organizational knowledge and continuous improvement and paves the way for future successful projects. This valuable time is an opportunity for reflection, learning, and preparation for what lies ahead.

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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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How to Get Project Closure Right and Build Happy Teams and Clients in the Process

By Kate Eby | November 19, 2021

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Project closure defines a project’s success. We’ve been closing projects for years, in a range of industries, and this practical guide provides best practices grounded in that real-world experience. 

Included on this page, you’ll find a guide to closing a project well and best practices . Learn why closing a project properly is critical for success . Plus, download a free project closure checklist .

What Is Project Closure?

Project closure is the critical last phase in the project management lifecycle. During project closure, the team reviews the deliverables, then compares and tests its quality to the intended project outcome. Then they share the deliverables with the project’s client. 

For more information about how project management works, read this guide about the five phases of project management .

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Ready to get more out of your project management efforts? Visit our comprehensive project management guide for tips, best practices, and free resources to manage your work more effectively.

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What Are the Different Types of Project Closure?

A project manager will close a project for many reasons. Those include completing a project on time and finishing it early. Projects can also get cancelled, continue perpetually, or fail completely.

Why Is Project Closure Important?

Effective project closure helps define a team’s and an organization’s culture. Approaching project closure as fundamental to building success leads to better-quality work and makes clients happy. 

Learning is a critical outcome of project closure. The process sets the stage for more successful and satisfying projects in the future. If you don’t properly close a project, you may still have deliverables that the client is able to use, but you won’t be able to dive into what did and didn’t work during the project. It’s essential to review what you’ve done and what you’ve learned. Determine how that learning could benefit the team, so you don’t limit the growth of each individual team member or the organization as a whole. 

Project closure is important because the process allows you to:

• Tie Up Loose Ends: You’ve already delivered project outcomes to the client, but be sure to report all outcomes internally. Make sure all contracts are signed, paid, and finalized, and clean up your files. Ensure you’ve reviewed your progress and determined if you delivered the project on time and on budget. You’ll also want to attend to logistics details, as well as relinquished physical space, digital equipment, and resources to responsible departments. These technical aspects of project closure allow you to close the project cleanly and facilitate an easy transition from the project teamwork to the more typical rhythms of your organization’s operations.
• Take Stock of Lessons Learned: Take the time to have an open discussion about  lessons you learned throughout the project’s lifecycle. Be intentional. Make a list, a timeline, or a visual that helps to spark ideas and refresh team members’ memory of the project from initiation to the transfer to project deliverables to the client. This process should include a review of the project budget and actual expenses. Find tips on how to run a meeting on lessons learned .
• Move On with a Clear Sense of Accomplishment: When done well, project closure signals to each team member that the project was meaningful and, simply, the job is complete. Project closure provides a technical stoppage to any loose ends and enables you to inventory the lessons learned. These steps also provide an emotional closure for each team member, including the project manager. Find the meaning, focus on individual and team learning processes, and move on to the next great thing in store for each of you. Celebrate your team, too.
• Archive the Project’s Learning for the Benefit of the Team and Organization: The final step in project closure is to finalize the project closure report and archive it so that it’s accessible to all relevant parties. It’s important to notify team members on where to find the report for formal presentation to upper management. 

If you’re lucky, you’ll be able to come back as a team in the future. If that’s the case, your effective project closure helps set the stage for team success the next time you assemble.

What Happens if a Project Isn’t Closed Properly

When you don’t properly close a project, you lose the potential to learn from the current project’s process and outcomes. The next time you start a project, you’re more likely to encounter the same issues and potentially less motivated teams. 

When you don’t close a project correctly, lessons aren’t learned and team contributions are not acknowledged and celebrated. Whether the project is for an in-house audience or an outside organization, it’s also possible that your client will be less satisfied with the results. This is true regardless of how well it may meet project specifications and how timely your deliverables reach the hands of your client. 

No matter your time constraints or the pressure you may be under to move on to the next great thing (or your desire to return to your more typical work day), closing a project well builds potential for future success in your immediate work and, potentially, for your and team members’ careers.

What Are the Three Phases of Closing the Project?

The three phases of project closure are technical, learning, and people. During the technical phase, clean up loose ends. For the learning phase, evaluate what did and didn’t work, as well as how to improve. In the people phase, appreciate team members.

Project Closure Process

Take these steps during each phase of closing a project. By following this quick and easy guide to project closure steps and related activities, you’re building a stronger future for yourself, your team, and your organization.

Technical Phase

The technical phase, while a bit on a bureaucratic side, creates a true sense of finality (and success) among the team and for the organization. A great project lifecycle enables you to do the following:

• Tie Up Loose Ends: Make sure everything is in order (e.g., all vendors and workers are properly paid) and paperwork is complete.
• Show Appreciation for Supporting Departments: Give a hearty thanks to everyone who helped with the project. Report back on the successful closure of the project. For example, send a note saying you appreciated the space and resources allocated for this work and you’ve left it in good shape for the next team.
• Hold a Project Outcomes Meeting: Gather upper-level managers and supervisors and thank them for giving the project the green light. Use this time to report on the deliverables and summarize lessons learned, emphasizing the foundation laid for future successes for the organization as a result. 
• Create a Repository of Digital Project Resources: Make these materials available for future reference. If questions come up about this project or if a future project manager seeks to learn from your processes and successes, these documents will help.

Learning Phase

We want all projects to be both challenging and manageable, but sometimes not everything goes as planned. Occasionally you encounter a glitch along the way. No matter what happens during a project’s lifecycle, learning is always present. The learning phase of project closure is time dedicated to team reflection on what you’ve done, how you’ve done it, and what you’ve learned now that the project is complete. 

There are multiple ways to focus project closure on learning and growth, both for the organization as a whole and for individual team members. Doing so will likely lead to greater satisfaction and meaning associated with doing project work. 

The learning phase of project closure enables you to:

• Dedicate Time for Team Reflection: Consider what you’ve done, how you’ve done it, and what you’ve learned now that the project is complete. 
• Document Lessons Learned: The learning phase brings lessons learned to the forefront and documents them for the benefit of your team today and for future reference when you or a colleague initiates a new project. 
• Respond to Questions about the Current Project: Now is the time to document organizational and project memory that’s accessible to all relevant parties. One way to ensure you’ve addressed all issues is to respond to questions about the current project, then making that information accessible to all relevant parties.
• Has the team member learned something specific about their interests and talents and, therefore, their career goals? 
• Have you as project manager identified a special contribution of a team member that you’d like to highlight during a one-on-one meeting rather than in a team setting?

People Phase

Take the time to commemorate what you’ve accomplished as a team. You’ve come to know the team well and have a good sense of the team’s personality. Make the most of the camaraderie you’ve developed to celebrate in a way that’s right for your team within your organization. 

Remember, the team made the project deliverables possible, and recognizing those efforts and the need for emotional closure will leave everyone feeling good and ready to move on, whatever comes next. Depending on the context, it may be appropriate to invite the upper-level supervisor who gave the green light for the project to participate, too. 

Each project closure phase helps to create an organizational culture of appreciation, gratitude, and accomplishment. Take the time to do this right, in ways meaningful to your specific circumstances, and you’ve set the stage not just to move on but also to take a step forward.

What Are Project Closure Activities?

Project closure activities are things you do to seal the professional tone of your work. These also include celebrating accomplishments and identifying ways to build toward the future.

Project closure activities are based on the three phases and include these options:

• Facilitate team meetings both to tie up loose ends and review lessons learned. You’ve been working as a team to produce high-quality deliverables. Now, you’ve come back as a team to close out your work in a clear, productive manner.
• Schedule one-on-one team member meetings to identify individual learning and professional development.
• Review contracts and human talent-related duties to ensure all vendor contracts are fulfilled and all people are paid. 
• Hold team meetings to review the project’s learning arc and overall learning outcomes of benefit to the team and to future project teams. 
• Conduct a project manager meeting with the upper-level supervisor to bring the project to a formal close from an organizational perspective. This meeting may also be a good time to share specific contributions and skill sets identified among team members. 
• Delegate responsibilities for tying up loose ends and provide clear instructions about how to report back.
• Host a celebratory gathering to acknowledge and show gratitude to team members for their accomplishments. Be sure to have fun in a manner that is appropriate for your team and in alignment with the organization’s culture. Now is the time to acknowledge contributions of each team member and those of supporting departments or supervisors. 
• Prepare the project closure report that incorporates text from each phase of the project, from initiation to closure, with an emphasis on process, deliverables, lessons learned, and overall outcomes. While the project manager prepares this report, it’s important to include team feedback. This document serves as a critical reference for the immediate project supervisor who gave the green light; for the current project manager if any questions about the project arise; for team members and for future project managers to review before initiating a new project. Archive this document in an accessible location for the benefit of the organization.

You can download a variety of project closeout templates to help with these activities.

What Are Project Closure Deliverables?

Project closure deliverables are items identified as the outputs of the project. Deliverables may take many forms, depending on the project at hand, including the following:

• Competitor market share analysis, including opportunities for growth
• New, streamlined team or resource management processes
• Processes for matching and maximizing talent and organizational needs
• Software for tracking new leads and existing client contacts
• System for analyzing values-driven investments relative to costs

What Is a Project Closure Checklist?

A project closure checklist is a tool to help project managers verify that the project fulfilled its outcomes before they close the project. They can document any challenges, lessons learned, and any outstanding deliverables.

Project Closure Checklist Template

Download Project Closure Checklist Template

Microsoft Excel  | Google Sheets

This project closure checklist template can help project managers track the status of all deliverables. The template includes a separate section to log testing results, certificates, and warranties. They can also list all final deliverables and add notes.

Project Closure Best Practices

Successful project closure ties every aspect together: what you’ve done, how you’ve done it, and why it’s important. Don’t be shy about tapping into your best technical expertise and human-centered, celebratory self to this critical phase of every project.

Here’s a handy list of project closure best practices:

• Focus on Interactivity: Great leaders share the spotlight, so now’s your chance to create that inclusive, interactive project space that brings out the best in each team member.  Take the time to show how much each person mattered to the project’s success. Whether you’re focused on technical, learning, or human-centered phases of closing a project, involving each team member affirms their roles and ensures the project is meaningful from start to finish.
• Be Open: Project closure requires professionalism, but that doesn’t mean rigidity or checking boxes. Make sure the team feels safe sharing and participating in each phase of project closure. Each team member brings their own skills, experience, and perspective to the project, so be sure to set the stage for an open conversation that encourages everyone to contribute in ways they feel comfortable. Especially during the learning phase, when you review what’s worked well and what team members think could be better next time, it’s important to restate the purpose of sharing ideas and reflections on the project’s process and final outcomes. In other words, it’s not personal. The goal is to affirm and build toward the future.
• Create Space for Best Team Member Performance: The best project closure takes place over a period of time. You may have a week to tie up everything or only a few days. Do your best to create emotional space between each project closure phase. This step can help ensure each team member is fully present and able to contribute fresh ideas and reflections that are neither rushed nor muddled. If your team works best in the morning, schedule project closure phases on staggered mornings over the course of a week.
• Realize Inclusivity Is Essential: If some team members work remotely, be sure they are fully acknowledged, engaged, and contributing as actively as team members who may be in the same physical space. Furthermore, over the course of the project, you’ve probably figured out that each team member’s style is different. Create space for everyone, as equitably as possible, by noticing how some team members may not be aware that they tend to dominate discussions or compete for attention, while others may tend to defer.
• Communicate in a Purposeful and Clearly Defined Manner: Set the stage for project closure and each of its phases through clear communication. During your last meeting before project closure begins, inform the team what project closure is, why it’s important, and how you’ll accomplish project closure as a team over each phase. Provide a review of project closure goals and your process for accomplishing them in writing. At each step of the project, you’ve brought the team together and created team buy-in because you’ve communicated well and with respect. Project closure requires the same careful attention to the team to ensure the best possible outcomes for them, you, and the organization.
• Assign Closing Tasks to Team Members: You’re the project manager, but that doesn’t mean you have to or should be doing all of the project closure work. Teams are collaborative by nature. Keep the strong collaborative nature of the project going throughout each phase of project closure: Assign roles, ask for volunteers to keep track of project closure outcomes, and de-center yourself by asking other team members to facilitate project closure discussions. There are many different ways to empower your team until the very end.
• Build a Foundation for Organizational Success: Some projects have great teams that get along well and accomplish each task quickly and easily. Other teams may struggle to work together or to achieve project goals for technical reasons outside of their control. Other projects may have both qualities at different points in the process. No matter the situation, remind the team why you’re there, what you’ve learned, and how project closure helps to anticipate — and possibly avoid — project issues in the future. The process can help ensure organizational success and client satisfaction both today and in the future.
• Embrace the Opportunity to Acknowledge and Promote Talent: A supportive project manager is a respected leader in their own right who has the ear of each team member’s supervisor. Share with supervisors what you’ve learned about the team member and how they have contributed to the project’s outcomes. The supervisor may have recommended that person to the project because they were already aware of their skills. Proactive supervisors will appreciate the feedback and find ways to maximize their talent. By doing so, you’ve created even more positive outcomes for staff, business units, and the organization as a whole. You’ve also built in a morale boost that creates more enthusiasm for future project participation with high-quality outcomes.
• Don’t Focus on the Project Manager: Project closure is a time for the team to shine — not a time for the project manager to hog the spotlight. Share the good and the not so good, always with an eye for building better for the future. The project manager should be in control, but the best project manager does so effortlessly, seamlessly, and openly — and always with a focus on what you’ve learned, how you’ve learned it, and why it’s important.

Document and Track the 3 Phases of Project Closure with 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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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.

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.

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Project Closure Template

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

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.

Before we dive into the 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.

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. Arrange a Post Mortem

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. 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.

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.

Put these project closure lessons to work 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.

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.

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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• 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

Everything you need to know about waterfall project management

Smooth product launches are simpler than you think

What is stakeholder analysis and why is it important?

Understanding dependencies in project management

Closure Presentation

Closure Presentation (PPTX)

Purpose of Closure Presentation

The closure presentation is recommended for larger projects or programs with a number of stakeholders who are interested in the results and deliverable(s) of the project/program.  The presentation is an opportunity to communicate to stakeholders and share project/program information such as

• details about the deliverable(s)/change
• the impact to stakeholders
• the benefits stakeholders can expect to receive and when
• project team acknowledgement
• lessons learned for other projects
• how the deliverable(s) will be introduced to stakeholders
• what assistance will be available to help stakeholders with the change
• future initiatives related to deliverable(s)

The closure presentation and messaging should be part of the project/program communication plan .

Closure Presentation Participants

It is highly recommended that the Sponsor say some words during the presentation supporting the deliverable(s)/change and why it is important.

Other presenters may include the project/program manager, project owner, or others involved with the project/program.

Participants will vary depending upon the project/program impact.  Invitations to the presentation should be sent to key stakeholders at minimum, and others who may be impacted.

The presentation content and length may vary, depending on different stakeholder groups.  There may be more than one presentation required, or marketing messages may be more effective for particular groups.  For example, a marketing video may be more effective when targeting students as a key stakeholder instead of offering an hour long presentation summarizing the results of the project/program.

The PMO is available to offer assistance with closure messages and presentations.  Please access these services by  submitting a ticket to the PMO .

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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.

Product Features Of Project Closure Presentation PowerPoint Template:

How To Download Project Closure Presentation PowerPoint Template?

Follow the steps mentioned below to download this Project Closure Presentation PowerPoint Template:

• Click on the “Add to Cart” button and proceed to Checkout.
• Complete the purchase process by providing the necessary information.
• After your purchase is complete, you can find the link to download the product in your order history.
• Download the Project Closure Presentation PowerPoint Template in your preferred format, either PowerPoint or Google Slides.
• Customize the slides with your content, images, and data and present them to your audience.

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