- Label the document. …
- Write an overview of the project. …
- Describe the project’s accomplishments, outcomes and results. …
- Describe the project’s scope. …
- Craft a project performance analysis. …
- Highlight challenges and risks that developed.
What’s included in a project closeout report?
Depending on the nature and size of your project, your particular project closeout report may look different, but most closeout reports contain the following information:
What is a project closeout report?
A project closeout report is a thorough document that describes key project elements and tracks deviations from a project’s budget, schedule, and scope. Typically, reports examine every aspect of a project, providing information about the project manager’s capacity to successfully complete each phase. Additionally, the report presents a chance to provide justification for any plan deviations that might have impacted the project’s overall costs or schedule.
How to write a project closeout report
Listed below are some steps you can take if you need to write a closeout report for a project:
1. Locate previous documents
Find all the documents you need to reference before beginning your project closeout report. Think about storing all of your documents in one place, like a shared cloud drive. This can make it simple to communicate project changes and locate crucial resources quickly. Have readily accessible performance plans, contracts, estimates, funding agreements, and budget reports.
2. Pull information from documents
Determine the project’s initial goals, budget, and deadline requirements from the compiled documents. Find estimate numbers, actual numbers, project goals, requests, and funding changes using the project documentation. Utilize the blank report as a template to gather your data and enter the right information.
3. Calculate totals
Find precise deviations from initial estimates for each item you include in your report. Calculations may be required to determine total costs and variances. Be prepared to explain any deviations from your initial expectations for your budget or timeline.
4. Organize your content
Once you have all of your data and content, arrange it so that it is simple to scan and understand. This may facilitate finding specific information quickly for document readers. Many people who prepare reports opt to label each content section, designating new sections of the report with a number or letter. You can look for blank reports online or create your own with a word processing or spreadsheet application.
5. Offer explanations
You might need to justify changes for each departure from anticipated totals, completion dates, or unmet requirements. To find out the causes of plan variances, think about interviewing important project participants. Additionally, you might need to locate more proof of the changes’ acceptance.
6. Get signatures
Get signatures to approve the veracity of the report. Reports typically have the project manager’s and the sponsor’s signatures. Their signatures can aid in confirming the veracity of the data in the report and legitimizing the finished product.
Project closeout report template
You can use the following sample to write your own report that succinctly summarizes your project:
[Project name]
Date: [Date]
Prepared by: [Preparer]
1. Deliverables
2. Project summary
3. Budget review
4. Timeline review
5. Scope review
6. Maintenance plans
[Provide a detailed plan for ongoing maintenance, updates and operations.]
7. Maintenance costs
8. Resource location
9. Backup Documentation
10. Project takeaways
11. Review
Final review: [Date]
Final report: [Date]
12. Signatures
Funding source or sponsor: [Agent signature and date]Project manager: [Project manager signature and date]
Project closeout report example
Here is a sample project closeout report that you can use as inspiration for writing your own:
Starlight Security Install
Date: Sept. 15, 2021
Prepared by: Duncan Dilley
1. Deliverables
2. Project summary
3. Budget review
4. Timeline review
5. Scope review
6. Maintenance plans
For all SSure app users, we intend to carry out routine bug fixes and software updates. The administration can expect monthly analytics reports. Hardware replacements are guaranteed by the contract for three years, provided that the annual service fee of $15,900 is paid.
7. Maintenance costs
8. Resource location
9. Backup Documentation
10. Project takeaways
11. Review
Final review: Oct. 1, 2021
Final report: Oct. 1, 2021
12. Signatures
Project manager: Richard Amerson
Funding agency or sponsor: Joan Huskey
Closing the Project [5 STEPS TO PROJECT CLOSURE]
FAQ
What’s in a closeout report?
A closeout report serves as the project’s final status report. It summarizes the project results and enables you to teach others what you learned. Start with the highlights, what the project accomplished, and whether it was successful, just like you would in a news article.
What should be included in a project closure?
Project Closeout Plan Template This project closure plan template provides a straightforward checklist to assist you in organizing and monitoring the process of finishing the project. Examples of questions pertaining to the acceptance of deliverables, knowledge transfer, documentation, office duties, and post-project evaluation are provided.
