Project Acceptance / Closure Sign-off

Phase: Closing | Audience: Shared | Project: WEB-2026-01 Corporate Website Development

Understand it first

In simple words: The Project Acceptance and Closure Sign-off is the client's final formal confirmation that all contracted deliverables are complete. It releases the final payment (M4).

Think of it like: The final handover certificate for a renovated flat: everything done, keys received, final payment released.

When is it created?	End of support period (23 Dec 2026)
Who prepares it?	Project Manager
Who approves or uses it?	Client Head of Marketing and our Delivery Head
What happens next?	Final invoice; internal closure activities

How it connects to other documents

Checks every deliverable in the SOW and approved Change Requests.
Triggers M4 in the Invoice Tracker.
Is required before the Project Closure Report.

The sample document

Below is the actual document for project WEB-2026-01. Read the purpose first, then go through each numbered section.

Issued by: [Your Company] Technologies Pvt. Ltd.

Purpose: Formal client acceptance that all contracted deliverables are complete. To be signed at the end of the support period, 23 Dec 2026.

Item	Detail
Document no.	WEB-2026-01/PAC
Version	1.0
Date	23 Dec 2026
Owner	Project Manager
Audience	Shared with client
Phase	Closing
Status	Planned

1. Deliverables

#	Deliverable	Evidence	Accepted on
D1	Sitemap and project plan	Approval email 14 Oct	14 Oct 2026
D2	Final UI designs	Design Sign-off Form	30 Oct 2026
D3	Website on staging	Staging review	__
D4	Tested website	UAT Sign-off Form	__
D5	Live website	Go-live confirmation	__
D6	Training and user guide	Training recording, handover document	__
D7	14-day support	Support log	__
CR-001	Careers page	UAT-09 passed	__

2. Open items

None / listed below with agreed handling:

Item

Agreed handling

3. Financial closure

Item	Status
M1–M3 invoices	Paid / due
CR-001 invoice	Paid / due
M4 invoice	Released on signature of this form

4. Declaration

[Client Name] Pvt. Ltd. confirms that the project has been delivered as per Statement of Work WEB-2026-01/SOW and approved change requests, and accepts the website. Ongoing support after this date is covered only by a separate agreement.

Signed for

Signature

Date

Head of Marketing, [Client Name]

Name and signature: ____________

Date: ________

Delivery Head, [Your Company]

Name and signature: ____________

Date: ________

WEB-2026-01/PAC · v1.0 · Shared with client. Bracketed items such as [Client Name] are placeholders.

Key takeaways

Every deliverable needs evidence of acceptance.
Open items must have agreed handling.
Without it, the project is not officially finished.

Common mistakes to avoid

Assuming silence means acceptance.
Not listing open items.
Continuing free support after closure.

Next lesson: 38. Lessons Learned Register