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Project Closure Email

8

October 12, 2010 by rkelly976

Happy Tuesday!  Tuesday?  I know, Kelly’s Contemplation has always posted on Mondays and I apologize for the delay.  As I was thinking what to write about this week, I realized that for the past month or two someone has been searching on “project closure email’ to get to my blog.  So, I thought I would cover that this week and that it would interest at least 1 person.  (hopefully a few more)

Before we get into it, click here for your video of the week.

Everyone knows how important a first impression is…do you command presence when you walk in a room?  What image do you project in the first seconds of an introduction? etc etc etc.  What many people often overlook is something maybe far more important.  When you walk away, did you leave a lasting impression?  If so, was it the impression you wanted to leave?

Projects are often remembered for the overruns in the schedule or the budget and often overlook a complete strategy change by the executive board or your client.  I say this because at in your ‘sign-off’ you have the opportunity to present a competent, effective, and accurate summary of the entire project.  You have to put some thought and preparation into this email that will represent your project, your firm, and you long after you have moved on.

What should be included: (Think Project Sign-Off Document)

  1. Email Subject – Project Closure | [insert project name]
  2. Executive Summary – A brief statement as to what the project’s objective was.
  3. Schedule – What was the target date?  What was actual completion?
  4. Budget – What was the planned budget? What was final spend?
  5. Changes – What were the changes that effected either of the above and final disposition? (Resolved? New Requirements? etc)
  6. Link or path to archived project documents
  7. Thank you statement/summary
  8. Attach the project sign-off document
  9. Review your stakeholder register and ensure you have included the right people on the distribution.

Obviously, this is one approach and I hope it has provided some value.  I would like to here some of your ideas and feedback.

Resources:

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8 thoughts on “Project Closure Email

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  3. Shayna says:

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  4. Faruqe says:

    Excellent post, this will surely help to close a project.

  5. Aileen says:

    Thank you , great mertial for me.

  6. rkelly976 says:

    Thank you so much for the comment! Great add-ons, very important to clearly set the expectation that this thing is done. Not done and a few things to follow…done.

  7. Anyone who quotes from Scrubs is okay in my book. :)
    As for the blog post: excellent advice as always! So often, closure is neglected because we (yes that includes us) are too anxious to move on to the next project.
    The only items I’d add are:
    - If your project is with an external customer, the closure email is the opportunity to confirm back to the customer that the project is indeed “closed”, ie there’s nothing more to come. Contractually, this is crucial.
    - If there was a post-mortem or lessons learned meeting, include the link to the meeting minutes or a database where the lessons are stored.

  8. lazymale says:

    Good resourceful post, RK. Really helpful to project teams.

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