Who can sign a close out list?

Only authorized signers listed in the contract or corporate signing policy should sign. Signatures by unauthorized staff can be rejected and delay acceptance and payments.

Is an electronic signature valid?

Yes. Electronic signatures meeting ESIGN Act requirements (intent, consent, attribution, retention) are legally binding in the U.S., except where specific statutory exceptions apply.

Do I need a notary for final acceptance?

Most close out packages do not require notarization unless contract or deed language requires it. If a notary is required, follow state notary rules or use RON where permitted.

How long must close out documents be kept?

Retain documents at least for the contract term plus 3 years; certain records—tax or HIPAA—may require 6 years or longer depending on applicable law.

What happens if a punch-list item resurfaces after acceptance?

Refer to the acceptance and warranty provisions in the contract; preserved close out records establish the acceptance date and scope of warranty obligations.

How to correct an error after signing?

Prepare an amendment or corrective affidavit signed by authorized parties. A new signed close out list or a signed correction preserves the audit trail and acceptance history.

Electronic Signature
Templates
Miscellaneous
Project Close Out List

Project Close Out List

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

PROJECT CLOSE OUT LIST

Client Name: Contractor Name:

Project Name: Project Number:

Effective Date:

WHEREAS

WHEREAS, Client Name: engaged Contractor Name: to perform certain work described below under the Project Name: .

WHEREAS, the parties intend by this document to record completion of required close-out deliverables, final acceptance conditions, and the obligations (including final payment and warranty arrangements) necessary to constitute formal project close out.

SCOPE OF WORK

Summary of completed work and remaining items (if any):

PAYMENT TERMS

Final Contract Amount: Amount Remaining Due at Closeout:

Payment Schedule for Final Payment:

Late Payment Fee: Final Invoice Due Within:

TERM AND TERMINATION

Contract Start Date: Contract End Date (anticipated):

Termination for Cause or Convenience: Either party may terminate in accordance with written notice delivered to the other. Required notice period (days): . Termination obligations include completion of close-out deliverables identified herein and payment of sums due for work performed through the effective termination date.

CONFIDENTIALITY

Each party shall treat as confidential all proprietary information exchanged in connection with the Project and shall not disclose such information to third parties except as required by law or as necessary to complete close-out obligations. Confidential information shall remain the property of the disclosing party and shall be returned or securely destroyed upon final acceptance or earlier request.

GOVERNING LAW

This Project Close Out List and all disputes arising out of or related to it shall be governed by the laws of the jurisdiction specified: , without regard to conflict of law principles.

ENTIRE AGREEMENT

This document, together with any referenced exhibits, attachments and the underlying contract documents, constitutes the entire agreement between the parties with respect to project close out and supersedes all prior negotiations and representations regarding close-out obligations. Any amendments must be in writing and signed by authorized representatives of both parties.

PROJECT CLOSE-OUT CHECKLIST

Use the checklist below to record completion of required close-out deliverables. Mark Completed, indicate responsible party, completion date, and provide comments where necessary.

Final Inspection (all trades)

Completed: Responsible Party: Completion Date:

As-Built Drawings and Record Documents

Submitted: Responsible Party: Submission Date:

Warranties and Guarantees

Provided: Responsible Party: Effective Date:

Permits Closed / Final Approvals

Closed: Responsible Party: Date Closed:

Final Lien Waivers and Releases

Received: Responsible Party: Date Received:

Operations & Maintenance Manuals / Training

Delivered / Completed: Responsible Party: Date:

Punch List Completed

Completed: Responsible Party: Completion Date:

Certificate of Occupancy / Final Permit (if applicable)

Obtained: Issued By: Issue Date:

FINAL ACCEPTANCE CERTIFICATION

By signing below, the undersigned certify that to the best of their knowledge the items checked above have been completed in accordance with the contract documents and that all listed close-out deliverables required for final acceptance have been received, reviewed, and are acceptable except as expressly noted in the comments sections above. The Contractor warrants that work completed is in conformance with contract requirements except as otherwise noted.

Client:

By:

Date:

Contractor:

By:

Date:

What a Project Close Out List Is and When It’s Used

A Project Close Out List is a structured checklist used to confirm completion, transfer, and administrative closeout tasks at the end of a project. It consolidates deliverables, punch-list items, final inspections, warranty start dates, lien releases, final invoices, and required signoffs so stakeholders can verify obligations have been met and record the project’s formal completion for contract, tax, and regulatory purposes.

Why a Close Out List Matters for Project Completion

A clear close out list reduces disputes, speeds final payments, documents compliance, and creates an auditable record for warranties, tax, and regulatory reviews. Use it to centralize responsibilities and preserve evidence of acceptance and handover under ESIGN and applicable state rules.

Who Typically Prepares and Signs a Project Close Out List

Roles vary by industry and contract; include only persons authorized to sign per the contract or company signing policy.

Project managers and general contractors handling punch lists, final inspections, and documentation closure for operational turnover.
Owners, client representatives, or asset managers approving acceptance, final payments, and warranty start dates.
Subcontractors and specialty contractors providing lien waivers, as-built documents, and warranty / maintenance documentation.

Key Signatory Roles

Project Manager

Typically owns the close out list creation and coordination. Responsible for consolidating completion evidence, tracking punch-list closure, scheduling final inspections, and presenting the consolidated package to the owner for acceptance and final signature.

Owner Representative

Authorized approver who verifies deliverables and accepts final work. Signing confirms the owner’s acceptance of work, triggers final payment processes, and starts warranty or maintenance periods as defined in the contract.

Essential Security and Integrity Elements for Close Out Documents

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Timestamped events and signer attribution

Access Controls: Role-based permissions

Versioning: Document history and restore points

Tamper Evidence: Checksum or signature seal

HIPAA Support: BAA available when required

Consequences of an Incomplete or Incorrect Close Out List

Payment Delays: Final invoices may be withheld

Lien Exposure: Subcontractors may file liens

Warranty Disputes: Warranty start ambiguity

Tax Reporting: Incorrect 1099 attribution

Regulatory Fines: Noncompliance where regulated

Contract Claims: Increased litigation risk

Frequent Errors to Avoid When Preparing Close Out Lists

Incomplete documentation: missing as-built drawings, warranties, or permits often delay acceptance and final payment.
Unclear signatory authority: signatures from unauthorized staff can invalidate approvals and prolong disputes.
Untracked punch-list items: failing to record resolution status and dates creates ambiguity over whether obligations are met.
Improper dates or formats: inconsistent date formats or missing effective dates complicate warranty start and statute of limitations calculations.

Step-by-Step: Completing a Project Close Out List

Follow this sequence to prepare, verify, and finalize the close out package in a clear, auditable way.

01

Collect Documents: Gather as-builts, permits, warranties, and invoices.
02

Resolve Punch List: Confirm all outstanding items are corrected and dated.
03

Assemble Package: Combine checklist, attachments, and required releases.
04

Obtain Signatures: Route to authorized signers and capture dates.

Typical Routing and Submission Flow for a Close Out List

A standard routing ensures each stakeholder reviews the package in turn and that the final acceptance is captured once all items are cleared.

Originator: Project manager uploads list and attachments.
Reviewer: Contract administrator checks compliance and completeness.
Owner Approval: Owner or representative signs to accept final work.
Archival: Final package is stored in records and shared with finance.

Recommended Online Workflow Settings for Close Out Lists

Configure the digital workflow to reduce friction: require fields, set signer order, attach mandatory documents, and enable audit logs.

Field	Configuration
Signature Order	Sequential: project manager → reviewer → owner
Mandatory Attachments	Require as-built, warranties, permits before signing
Signer Authentication	Email plus SMS code or corporate SSO
Retention Setting	Enable version history and read-only archive

Platform Capabilities and File Format Support

Ensure the platform provides tamper-evident signed PDFs, exportable audit trails, and secure archival to meet contract and regulatory needs.

Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
File Formats: PDF, DOCX, XLSX supported
Authentication: Email, SMS, SSO, and KBA options

Key Deadlines and Timing Considerations

Track deadlines tied to acceptance, payments, lien rights, and tax reporting to avoid penalties and preserve legal protections.

Final Acceptance Deadline:

As defined in the contract; sets acceptance and warranty start dates

Final Invoice Submission:

Submit within contractor-specified period to be eligible for payment

Lien Notice Period:

State-dependent; submit before statutory deadline to preserve lien rights

1099 Reporting:

Payments to subcontractors may affect Jan 31 reporting obligations

Record Retention:

Maintain records per federal and industry retention rules

Sequential Milestones from Completion to Closeout

Follow these stages to ensure administrative, contractual, and financial closeout steps occur in order.

01

Punch-List Completion

Verify all corrective work is finished and documented

02

Final Inspection

Inspector or owner confirms completion and signs off

03

Acceptance Signoff

Owner or authorized representative signs final acceptance

04

Final Payment Processing

Finance issues final payments, retains required records

eSignature Pricing and Feature Comparison for Close Out Workflows

A concise vendor comparison helps choose an eSignature provider for close out signing needs. Pricing shown reflects typical starting plans and common feature considerations.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	Yes, 7-day trial	Yes, trial available	Yes, trial available	Yes, trial available	Yes, trial available
Bulk Send	Yes	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions About Project Close Out Lists

Common questions cover signatory authority, notarization, retention, and digital signing; clear answers reduce rework and legal exposure.

Need help? Contact support

Who can sign a close out list?
Only authorized signers listed in the contract or corporate signing policy should sign. Signatures by unauthorized staff can be rejected and delay acceptance and payments.
Is an electronic signature valid?
Yes. Electronic signatures meeting ESIGN Act requirements (intent, consent, attribution, retention) are legally binding in the U.S., except where specific statutory exceptions apply.
Do I need a notary for final acceptance?
Most close out packages do not require notarization unless contract or deed language requires it. If a notary is required, follow state notary rules or use RON where permitted.
How long must close out documents be kept?
Retain documents at least for the contract term plus 3 years; certain records—tax or HIPAA—may require 6 years or longer depending on applicable law.
What happens if a punch-list item resurfaces after acceptance?
Refer to the acceptance and warranty provisions in the contract; preserved close out records establish the acceptance date and scope of warranty obligations.
How to correct an error after signing?
Prepare an amendment or corrective affidavit signed by authorized parties. A new signed close out list or a signed correction preserves the audit trail and acceptance history.

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