Tips for Project Closeout Procedures in Construction

7 Tips for Project Closeout Procedures in Construction

A project closeout can make or break an entire construction project considering the way it ends is the way everyone will remember it. There are a few steps you can do to make the closeout process much smoother and straightforward.


What Is Construction Closeout?

Closing out a construction project is a little more complicated than one might think. The purpose of a construction project closeout is, and this should be done in a way that makes your team look good. You need to make sure you have all of your boxes checked and that your site is ready for your client. It’s also important to note what worked and what didn’t during the project itself and apply it to future projects.


The project manager plays a crucial role in the closeout process. The project manager needs to make sure that all elements of the project are appropriately closed. These steps will help make sure that happens.


Tip 1: Project Closeout

In the project closeout, you will first need to document and confirm that all of the work in the contract has been completed. If something is incomplete, you still need to document that and either give an explanation or finish it. It’s also critical that you review the legal requirements and make sure that they have all been fulfilled. You should then conduct the final project evaluation and finish up with a summary to the project manager displaying your conclusions.


project closeout


Tip 2: Client Closeout

The next step would be the client closeout. The purpose of the client closeout is to make sure the client accepts the result of the project and is satisfied with it. The client should be interviewed, and stakeholders surveyed to ensure everything was done to their guidelines. The client closeout is also an excellent time to establish a solid relationship with the client. You should hear out their concerns and address them immediately.


Tip 3: Organizational Closeout

The organizational closeout is essentially clean up time. First, determine your last day on the site and inform the management office. Return all equipment, rented or borrowed, and leave the site as clean as possible. The organizational closeout is also an excellent time to compare your planned budget with what you spent and make sure any money you owe is paid.


A way to end the project on good terms is thanking anyone who helped make your project possible. Let them know how much they are appreciated, and this helps build and retain a good relationship.


project closeout
Photo by PIX1861 on CC0


Tip 4: Subcontract Closeout

General contractors will generally go through this step to closeout on subcontractors. Subcontractors have to have all of their documentation in order for it, since this is when all remaining costs and payments are due. By having all of your documentation, field notes, daily reports, change orders, and collected payments, in order it’s easier to present a case for outstanding payment.


Project closeout is just as important for subcontractors and general contractors because it’s the final impression. If the closeout procedure is long and arduous for the general contractor they might not want to work with you. However, if the process is simple and painless, they might feel more inclined to work with you again.


Tip 5: The Risk Assessment

Risk assessment should be quick and straightforward. The purpose of this is to think about any threats or concerns at the end of the project. If a risk is discovered, it could mean a step backward in the project. The main risks that should be assessed are cash flow, maintenance, residual risks, deliverable transference, training, improper operation, fielding, organizational politics, constituency acceptance, and legal risks.


Tip 6: The Final Written Report

The final written report consists of all of the closeout steps. It outlines each one and provides details. It lets management know that the project is done and shows its final status. You can also include specific problems you encountered during the project and what you can do differently in the future.


Tip 7: The Team Closeout

This step helps bring the entire team together. A final run through with your team that worked on the projects enables you to reflect on what you all did right, wrong, what you learned, and what you can do in the future. This is a prime time to show gratitude and appreciation to your team and all of the hard work they put in. This makes people want to continue working with you in the future.


The project closeout is not something to be an afterthought. Preparing earlier can ensure a smooth process and a much more positive experience.