Template

Project closeout meeting template

At the end of a project: confirm everything was delivered, hand over what the client needs to carry on, settle what is outstanding, and agree what both sides learned.

45 minutesFor The project lead and team, and the client's project ownerAgenda room

Change the agenda first

The agenda, with a time for each part

What was delivered against what was agreed10 min
- Is everything done that we promised?
Handover10 min
- What does your team need to run this without us?
Loose ends8 min
- What is outstanding — bugs, invoices, access?
What went well, what did not10 min
- What should we both do the same or differently next time?
What comes next7 min
- Is there a next phase, and who stays in touch?

How the notes read afterwards

A made-up example, so you can see the shape. In a real call each line carries the words that were said and who said them.

Delivered. 14 of 15 items; the training video is due Friday.

Handover. Admin accounts transferred; the support guide shared.

Loose ends. One open bug (Omar, by Wednesday); final invoice on the 30th.

Next. A phase-two proposal for mobile in January.

Running it well

Go through the original list of deliverables line by line. It prevents the “I thought we were also getting…” email three weeks later.
Hand over passwords, documents and contacts in writing, and confirm the client can get into everything.
Ask for honest feedback while the project is fresh — and a reference if it went well.

Ways to change it

Internal projectThe same shape, with the team that will look after it afterwards.

Large projectAdd a separate lessons-learned session for each side's team.

When to skip it. Never. Projects without a close never quite end.

Questions

What is a project closeout meeting?

A meeting at the end of a project to confirm deliverables, hand over ownership, close outstanding items and capture lessons learned.

What should be on a project closeout checklist?

Deliverables accepted, documents and access handed over, open issues assigned, final invoices settled, feedback gathered and lessons recorded.

Who attends a project closeout?

The delivery team's project lead and key members, and the client's project owner and anyone taking over the work.

What happens in the room

Everybody joins from the link, with no account. The agenda sits beside the call and each item fills in with what was said about it, under the name of the person who said it.

More templates

Client offboarding meetingWhen a client leaves: hand back their data and access cleanly, understand honestly why they are leaving, and part on good terms — they may come back, and they will talk.Sales discovery callLearn how they work today, what they have tried, and what a good outcome is — before pitching anything.Client check-inWhat changed, how it is going against the goals you agreed, and what is next.Quarterly business review (QBR)Once a quarter with a customer: what they got for their money, what did not work, and what the next quarter is for.Customer onboarding callThe first call after somebody buys: what they want to get done, who needs setting up, and the first result to aim for.Sales demo callShow the three things they said they care about, on their own example, and agree what happens next.Vendor evaluation callYou are the buyer: the same questions for every supplier, so the answers can be compared afterwards.Sales pipeline reviewDeal by deal: what changed this week, what is stuck, and what the next step is.

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