Project Closure Notification

Since a project is basically a piece of planned work that has to be completed over a period of time and intended to achieve a particular aim, working with a structured approach, to optimize use of resources in order to achieve the goals is important. When an organization is working on various projects, and every project is unique, multiple teams can be made to achieve higher levels of consistency in processes and to meet deadlines effectively and efficiently. In the last stage of a project, a project closing notification is given to the project team and stakeholders.

How do you write a project closing notification?

A project is an economic or business concept, considered a temporary work effort to create or modify a product or a service, with a clear beginning and an end. There can be different types of projects which have to be managed by an individual, group or organization, intended to achieve specific milestones that meet the project objectives, and an individual or a team works actively to execute the plans devised at the start of a project. The term Closeout notification in Project Management, refers to a document that identifies the variances from the baseline plans, in terms of project performance, project cost and schedule and specifies closed and open issues.

The Project Closeout Notification serves to verify if certain actions were performed properly in the final project stage, and should include:

• Final invoice;
• Time properly booked / booking stopped;
• Relevant data placed online (if applicable);
• Project Data soft files placed in relevant folder;
• All documents sent through transmittal;
  
• Lesson Learnt written/Placed online and shared;
• DCR planner updated;
• All Change-Orders Approved;
• Reconcile budget prepared /approved;
• Productivity (value);
• Unique idea tested implemented;
• Customer Feedback Form;
• General information, such as: Project Name, Date, Client, Contact details, etc;
• Project/Service acceptance checklist: mention the status including open issues;
• Project Artifacts checklist : mention the status including open issues;
• Project lessons learned.

What does a Project Manager do with Project Closeout Notification?

In general, a Project Manager (PM) is responsible for planning, organizing, and managing the completion of specific projects while ensuring the deliverables, which are expected to be on time, according to budgeted resources, quality requirements and within scope. Once the project is delivered, the project will be evaluated on these criteria. The PM therefore uses the Closeout Notification to examine if agreed results were achieved, and to trace pending/open issues.

Download this Project Closeout Notification template for your reference. For more information about the most important Project Management documentation, check out this Project Management Templates and a Project Planning. They can be used for any kind of project, and provide intuitive ways to manage your project team.