Freelance project closeout checklist

1. Check the work against the agreed scope

• Open the scope or statement of work you agreed at the start and tick off every deliverable by name.
• List anything that was added along the way and confirm each one has an approved change order.
• Note any extra requests that came in without a change order, and decide now whether to bill or waive them.
• Confirm the revision rounds used versus the rounds included.

2. Get written sign-off

• Send a short sign-off email listing what was delivered and asking for a written OK.
• Give a clear review window (for example 5 working days) and say what happens if there's no reply.
• Say that new requests after sign-off become a new project or a change order.

3. Hand over files and access

• Deliver final files in the agreed formats in one shared folder, with a short readme.
• Transfer ownership of accounts, domains or repos you set up on the client's behalf.
• Remove your own access to the client's systems, and ask them to rotate any shared passwords.
• Keep your own copy of the final scope, change orders and sign-off for your records.

4. Get paid and close the loop

• Send the final invoice the same day as sign-off, with the due date and payment details.
• Ask for a short testimonial or referral while the project is fresh.
• Offer a follow-on option (maintenance, a phase two) as a separate quote, not as free extras.
• Write down what caused scope creep on this project so the next scope covers it.

Copy-ready sign-off email

Hi [Client],

[Project] is complete. Here's what's been delivered, as agreed in the scope:

- [Deliverable 1]
- [Deliverable 2]
- [Approved change order: name, date]

Final files are in [shared folder]. I've removed my access to [systems]; please rotate any passwords you shared during the project.

Could you reply to confirm everything is signed off? If I don't hear back by [date], I'll treat the project as approved. The final invoice ([amount], due [date]) is attached.

Any new requests from here are very welcome. I'll send a quick quote or change order before starting.

Thanks for a great project,
[Your name]

Starting the next project? Use the client onboarding checklist and the one-page statement of work template. For extras that come up near the end, use the change order template.

Close projects with the scope and every change in one place

ScopeLine keeps the scope you agreed, logs every extra request against it, and records each change order the client approved through a no-login link, so the sign-off email writes itself. Free for 3 active projects, no card.