Can a close out be electronically signed?

Yes. Electronic signatures are enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and retention can be demonstrated. Exceptions apply for certain court filings and testamentary documents.

When is notarization required?

Notarization depends on document type and state law; deeds or acknowledgements typically require a notary, while a standard close out checklist may not. For notarization rules, consult the state notary statutes or your legal counsel.

How long must I keep close out records?

Follow federal minimums: retain relevant financial records at least three years (IRC §6501(a)). Healthcare-related records must be retained for six years (45 CFR §164.530(j)). States or contract terms can require longer retention.

What if a signer’s name differs from records?

Mismatched signer names can delay payment or create enforceability questions. Use the legal entity name as it appears on government ID or corporate records and include a signer title to confirm authority.

Are remote notaries acceptable?

Many states permit Remote Online Notarization (RON) with identity proofing and recorded AV sessions; check the state notary commission for current authorization and technical requirements.

How should I store signed packages?

Store signed files in a secure, access-controlled system with encryption at rest and an immutable audit trail. Tag records with contract numbers, retention periods, and signer metadata to support future audits.

Electronic Signature
Templates
Miscellaneous
Project Close Out Template

Project Close Out Template

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

PROJECT CLOSE OUT TEMPLATE

Parties and Project Identification

Client Name: Client Address: Contractor Name: Contractor Address:

THIS PROJECT CLOSE OUT AGREEMENT (the Agreement) is made between Client Name: and Contractor Name: as of the Effective Date set forth below.

WHEREAS

WHEREAS, Contractor was retained to perform the work described in the Contract Documents for the project identified as Project Name: located at Project Location: ; and

WHEREAS, the parties desire to document the final deliverables, outstanding items, final payments, warranties, and the mutual releases required to bring the project to final close out in accordance with the Contract Documents.

Scope of Work / Deliverables

Contractor hereby certifies that the following scope of work, as described in the Contract Documents, has been substantially completed and the following final deliverables are provided for Client review and acceptance.

Summary of Final Scope (Describe in detail): Deliverable Checklist

Item No.	Deliverable Description	Delivered	Date Delivered	Accepted
1
2
3

Additional Deliverables / Comments:

Payment Terms

Final payment and release conditions below set forth the financial terms to achieve close out and shall supersede any prior invoice schedules to the extent inconsistent.

Total Contract Sum: Amount Previously Paid: Final Amount Due at Close Out: Payment Schedule / Conditions:

Late payments shall accrue interest at the rate of % per month (or the maximum lawful rate, if lower) on any undisputed amounts not paid when due. Final payment is conditioned upon delivery of final as-built drawings, warranties, lien waivers and any other close out documents required by the Contract Documents.

Term and Termination

This Close Out Agreement shall be effective as of Effective Date: and shall terminate upon completion of the close out activities and final payment, but in no event later than End Date: , unless earlier terminated in accordance with this section.

Either party may terminate this Agreement for material breach if the breaching party fails to cure such breach within Notice Period: days after receipt of written notice specifying the breach.

Final Acceptance and Release

Upon receipt of the Final Amount Due and the close out deliverables referenced herein, Client shall issue a written Final Acceptance. Upon Final Acceptance and full payment of undisputed amounts, Client will execute a release of claims and lien waiver to Contractor consistent with the Contract Documents. The parties acknowledge that this Agreement documents the conditions under which that final release will be provided.

Final Acceptance Date: Accepted By (Name & Title):

Confidentiality

Each party shall hold all information disclosed by the other party in connection with close out activities in confidence and shall not disclose such information to any third party except to its employees, agents, subcontractors or advisors with a need to know, and who are bound by confidentiality obligations no less restrictive than those herein. Confidential information does not include information that is or becomes public through no fault of the receiving party or is required to be disclosed by law or valid subpoena, provided notice is given where legally permissible to permit a protective order or other remedy.

Warranties and Records

Contractor warrants that all work performed and materials supplied comply with the Contract Documents and are free from defects for the warranty period set forth in the Contract Documents. Contractor shall deliver all operation and maintenance manuals, warranties, as-built drawings, and final records required for project close out prior to receipt of final payment.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to its conflict of laws principles.

Indemnification

Each party shall indemnify, defend and hold harmless the other party from and against any losses, liabilities, damages, costs or expenses (including reasonable attorneys' fees) arising out of its breach of this Agreement, negligence or willful misconduct in connection with the close out activities, except to the extent caused by the other party's negligence or willful misconduct.

Entire Agreement

This Agreement, together with the referenced Contract Documents and any written amendments signed by the parties, constitutes the entire agreement between the parties with respect to the subject matter herein and supersedes all prior and contemporaneous agreements, understandings and representations, whether written or oral. No amendment or waiver shall be effective unless in writing and signed by both parties.

Miscellaneous Provisions

Notices under this Agreement shall be in writing and delivered to the contact addresses set forth above. If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.

Client Name:

By:

Date:

Contractor Name:

By:

Date:

What the Project Close Out Template Is and when to use it

The Project Close Out Template is a standardized document used to record final project deliverables, approvals, and administrative items required to declare a project complete. It typically consolidates final acceptance, punch-list resolution, warranty start dates, lien waivers, final invoices, retainage release, and any required signoffs from owner, contractor, subcontractors, and vendors into a single record for the project file.

Why a clear close out template matters

A consistent Project Close Out Template reduces disputes, clarifies remaining obligations, and creates a single source of truth for financial and legal records. It supports faster payment processing, timely release of retainage, and easier post-project audits.

Who typically completes the close out package

Project managers, contract administrators, general contractors, and owners commonly prepare or approve a close out template to confirm project completion.

Owner representatives and executives responsible for final acceptance and warranty start dates.
General contractors for compiling punch lists, lien waivers, and final payment requisitions.
Subcontractors and vendors providing deliverable confirmations, warranties, and final invoices.

The template centralizes signoffs so each stakeholder knows when obligations end and what records must be kept for compliance and audit purposes.

Step-by-step: completing the Project Close Out Template

Follow these ordered steps to prepare a complete and auditable close out package.

01

Collect documents: Gather invoices, lien waivers, certificates, and warranties.
02

Resolve punch list: Confirm all items resolved or note outstanding actions and deadlines.
03

Record dates: Enter final acceptance and warranty start dates in MM/DD/YYYY format.
04

Sign and archive: Obtain required signatures and store the signed package securely.

Where the completed template should go and how it moves

The close out package follows a predictable routing: assembling, internal approvals, external signoffs, and final archiving.

Assemble: Compile all attachments and checklists before routing.
Internal approval: Project manager and finance review for completeness.
External signoff: Owner and contractor sign final acceptance and lien waivers.
Archive: Store final package in secure records with retention metadata.

How to configure a digital close out workflow

Configure fields and routing to automate approvals and preserve an audit trail.

Field	Configuration
Signature fields	Assign signer role and required field order.
Conditional fields	Reveal warranty details only if Final Acceptance = Yes.
Notifications	Email alerts to stakeholders on each action.
Retention tag	Apply record category and retention period at completion.

Technical requirements for eSigning and filing

Choose a platform that supports secure eSignatures, audit trails, and common file formats for archiving.

File formats: PDF, DOCX supported
Authentication: Email, SMS, or KBA
Integrations: CRM and storage

Use integrations with systems such as Salesforce, NetSuite, Microsoft 365, Box, or Procore to sync metadata and archive signed packages automatically; ensure the chosen platform supports required compliance features (audit trail, encryption).

Core components to include in a professional close out template

A comprehensive template groups administrative, financial, and legal items so the project file is audit-ready and actionable.

Final Acceptance

A clear acceptance clause stating scope accepted, effective close date, and signer authority. Include acceptance criteria and reference to completed punch-list items to avoid later disputes over workmanship or deliverables.

Financial Reconciliation

Detail final invoice amounts, retainage held, credits, and payment schedule. Attach final lien waivers and confirm tax reporting items such as W-9 collection where required.

Warranty Details

Specify warranty start and end dates, coverage limits, claim procedures, and contact points. Linking warranty documents ensures enforceability and reduces post-close confusion.

Regulatory Certificates

Include certificates of occupancy, completion, testing reports, and any required environmental or safety sign-offs. Attach originals or verified digital copies to the template.

Compliance Attachments

Attach insurance certificates, bond releases, and safety documentation. These items are often required for final payment and for satisfying owner or lender conditions.

Signatories and Roles

List required signers, their titles, and authority. Identify who can accept on behalf of the owner, who can release retainage, and who provides contractor warranties.

Security and compliance essentials for signed close out records

Transit encryption: TLS 1.2/1.3

Data at rest: AES-256 encryption

Certifications: SOC 2 Type II, ISO 27001

eSignature law: ESIGN and UETA compliance

HIPAA support: BAA available where required

Audit trail: Timestamps, IP, and actions

Key legal and financial risks to watch for

Lien exposure: Missing waivers risk lien claims

Payment delay: Incomplete docs delay retainage release

Tax withholding: Missing W-9 triggers 24% backup withholding

Regulatory fines: Noncompliance may incur fines

Record loss: Poor retention harms audits

Information returns: Incorrect filings — IRC §6721 penalties

Common mistakes when preparing a close out template

Failing to match signer names exactly to legal entity records causes payment holds and may invalidate lien waivers during recordation or dispute resolution.
Attaching unsigned or scanned draft warranties instead of the executed originals delays warranty claims and can void warranty coverage in some contracts.
Omitting metadata like contract number or project address leads to misfiling in finance and procurement systems, complicating audits and year-end reconciliations.
Relying on unsecured email for signature requests without audit trails or authentication increases the risk of repudiation and weakens evidence under ESIGN/UETA.

Common timing expectations during project close out

Establish clear internal deadlines to coordinate acceptance, final invoicing, lien waiver collection, and archive submission.

Closeout meeting:

Schedule within 14–30 days after substantial completion

Final invoice:

Submit within 30–60 days of final acceptance

Lien waivers:

Collect signed waivers before final payment is released

Retainage release:

Process after final acceptance per contract terms, often 30–90 days

Record archival:

Archive signed package immediately after final signatures

Sequential milestones for project close out

Use a numbered sequence to track completion from turnover to archive and post-warranty monitoring.

01

Substantial Completion

Owner confirms substantial completion and triggers punch-list

02

Punch List Completion

Contractor resolves items, documents completion status

03

Final Acceptance

Owner signs acceptance and sets warranty start date

04

Archive and Retain

Store executed package and apply retention metadata

Frequently asked questions about the Project Close Out Template

Answers to common questions about signing, notarization, storage, and legal enforceability of close out documents.

Need help? Contact support

Can a close out be electronically signed?
Yes. Electronic signatures are enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and retention can be demonstrated. Exceptions apply for certain court filings and testamentary documents.
When is notarization required?
Notarization depends on document type and state law; deeds or acknowledgements typically require a notary, while a standard close out checklist may not. For notarization rules, consult the state notary statutes or your legal counsel.
How long must I keep close out records?
Follow federal minimums: retain relevant financial records at least three years (IRC §6501(a)). Healthcare-related records must be retained for six years (45 CFR §164.530(j)). States or contract terms can require longer retention.
What if a signer’s name differs from records?
Mismatched signer names can delay payment or create enforceability questions. Use the legal entity name as it appears on government ID or corporate records and include a signer title to confirm authority.
Are remote notaries acceptable?
Many states permit Remote Online Notarization (RON) with identity proofing and recorded AV sessions; check the state notary commission for current authorization and technical requirements.
How should I store signed packages?
Store signed files in a secure, access-controlled system with encryption at rest and an immutable audit trail. Tag records with contract numbers, retention periods, and signer metadata to support future audits.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now