Project Closeout Checklist
Project Name: ______________________ Project Number: ______________________ PM: ______________________ Completion Date: ______________________
Purpose
This checklist ensures all project deliverables are complete, documentation is submitted, financials are closed, and lessons learned are captured before considering a project fully closed.
1. Installation Completion
Physical Installation
- All equipment installed per approved drawings
- All functional testing completed successfully
- All punch list items addressed and closed
- Site cleaned and returned to acceptable condition
- All VidIn tools and materials removed from site
Quality Verification
- Final inspection completed by lead technician
- Installation meets VidIn quality standards
- All safety features verified functional
- No outstanding deficiencies or issues
2. Client Deliverables
Documentation Package
- As-built drawings (marked-up or CAD)
- Equipment serial numbers log
- Network diagram (if applicable)
- Operation and maintenance manuals
- Warranty information and registration
- Emergency contact information
Photos
- Multiple angles of completed installation
- Detail shots of key components
- Before/during/after (if applicable)
- Photos organized and labeled
Training & Demonstration
- Client provided operation demonstration
- Key personnel trained on basic operation
- Troubleshooting guidance provided
- Maintenance requirements reviewed
3. Client Sign-Off
Acceptance Documentation
- Client walkthrough completed
- Substantial completion certificate signed
- Punch list (if any) documented and scheduled
- Client satisfaction confirmed
Client Sign-Off Obtained: ☐ Yes ☐ No (explain): ______________________
Signed Documents Filed: ☐ Yes Location: ______________________
4. Financial Closeout
Invoicing
- Final invoice prepared
- All change orders included
- Time and materials documented
- Invoice submitted to client
- Payment received (or scheduled)
Cost Reconciliation
- Actual costs vs. budget reviewed
- Profit margin calculated: ______%
- Variances explained and documented
Project Financials:
- Contract Value: $______________________
- Change Orders: $______________________
- Total Revenue: $______________________
- Total Cost: $______________________
- Profit: $______________________ ( ______% )
5. Internal Documentation
Project Files
- All project emails archived
- All photos uploaded to project folder
- All vendor invoices and receipts filed
- All correspondence documented
- Project file organized per company standards
System Updates
- Project management software updated (status = closed)
- Equipment serial numbers entered in asset system
- Client contact database updated
- Any recurring revenue opportunities flagged
6. Team Debrief
What Went Well
What Could Be Improved
Lessons Learned
Recommendations for Future Projects
7. Warranty & Support
Warranty Registration
- All equipment warranties registered with manufacturers
- Warranty periods tracked in system
- Client provided warranty summary
Support Transition
- Ongoing support needs identified
- Support contact provided to client
- Service agreement opportunities discussed
Potential Recurring Revenue:
- ☐ Maintenance contract opportunity
- ☐ Extended warranty opportunity
- ☐ Monitoring service opportunity
- ☐ None identified
8. Relationship Management
Client Satisfaction
- Post-project satisfaction survey sent
- Testimonial requested (if appropriate)
- Referral opportunities discussed
- Future project pipeline explored
Client Feedback Summary:
Follow-Up
- 30-day follow-up call scheduled: ______________________
- 90-day check-in scheduled: ______________________
- Added to periodic touchpoint calendar
9. Subcontractor & Vendor Closeout
Subcontractor Performance
- All subcontractor invoices received and approved
- Subcontractor performance evaluated
- Feedback provided to subcontractor
- Would use again: ☐ Yes ☐ No ☐ With reservations
Vendor Performance
- Equipment delivery timeliness: ☐ Excellent ☐ Good ☐ Poor
- Equipment quality: ☐ Excellent ☐ Good ☐ Poor
- Vendor support: ☐ Excellent ☐ Good ☐ Poor
10. Administrative Closeout
Compliance
- All required permits closed out
- Safety incidents (if any) fully documented
- Insurance requirements met
- Regulatory compliance confirmed
Archival
- Project file archived per retention policy
- Digital files backed up
- Physical documents stored appropriately
Project Archive Location: ______________________
Final Sign-Off
All closeout items completed: ☐ Yes ☐ No
If no, outstanding items:
Projected completion of outstanding items: ______________________
PM Sign-Off: ______________________ Date: ______________________
Management Review: ______________________ Date: ______________________
Project Status: ☐ Closed ☐ Pending Final Items