1. Review Contract and Project Scope
- Ensure all deliverables outlined in the contract have been completed.
- Verify the scope of work to ensure no additional work has been missed or incorrectly completed.
- Check for any outstanding tasks that need to be addressed before closure.
| Item | Yes/No? | Comments |
| All deliverables completed | ||
| All additional scope items completed | ||
| Any outstanding tasks |
2. Final Deliverables
For Web Design:
- Website Review: Test the website for usability, responsiveness, and performance on different devices and browsers.
- Final Testing: Run tests for broken links, load speed, security vulnerabilities, and SEO.
- Content Review: Ensure all content (text, images, videos) is correctly uploaded and formatted.
- Backup: Create a final backup of the website before the handover.
- Access Transfer: Provide the client with all necessary login credentials (CMS, hosting, domain, etc.).
- Training: Offer training on how to manage and update the website (if part of the contract).
| Item | Yes/No | Signed off |
| Usability and performance testing completed | ||
| tests for broken links, load speed, security vulnerabilities, and SEO completed | ||
| all content (text, images, videos) is correctly uploaded and formatted | ||
| Backup created? | ||
| all necessary login credentials (CMS, hosting, domain, etc.) shared with client |
For Community Management:
- Final Social Media Assets: Ensure that all required graphics, posts, and content have been created and delivered.
- Hand Over Social Accounts: Ensure the client has full access to social media accounts and tools used for community management.
- Monthly Engagement Report: Provide a summary of engagement statistics, growth metrics, and overall community health.
- Content Calendar: Deliver a completed content calendar (if applicable) and provide guidelines for ongoing management.
| Item | Yes/No | Signed off |
| all required graphics, posts, and content have been created and delivered | ||
| client has full access to social media accounts and tools used for community management. | ||
| summary of engagement statistics, growth metrics, and overall community health. | ||
| content calendar provided |
For Graphic Design:
- Final Designs: Provide the client with all final design assets (logos, business cards, banners, social media graphics, etc.) in the appropriate formats.
- File Organization: Ensure all files are organized and delivered (source files, PDFs, image files).
- Brand Guidelines: Provide a set of brand guidelines for consistent use of logos, colors, fonts, etc.
- Licensing and Copyright: Transfer any relevant copyrights or licenses for the work to the client.
| Item | Yes/No | Signed off |
| all final design assets (logos, business cards, banners, social media graphics, etc.) in the appropriate formats. | ||
| files are organized and delivered (source files, PDFs, image files) | ||
| Brand guidelines provided | ||
| Transfer any relevant copyrights or licenses for the work to the client. |
3. Client Approval
- Final Client Review: Ensure the client has reviewed and approved all final deliverables (website, designs, community management content).
- Obtain Written Approval: Get written (email or signed) approval for the completed project, confirming they are satisfied with the final deliverables.
- Revisions and Adjustments: Address any last-minute changes or revisions before closing the project.
| Item | Yes/No | Signed off |
| Client reviewed and approved all final deliverables? | ||
| written (email or signed) approval for the completed project, confirming they are satisfied with the final deliverables? | ||
| Last minute changes addressed? |
4. Billing and Payment
- Final Invoice: Issue the final invoice based on the agreed-upon payment terms. Ensure all remaining payments are collected.
- Check Payment Status: Confirm that the client has paid all amounts due (including any final balance or additional fees).
- Invoice Reconciliation: Ensure all invoice records are accurate and match project milestones.
| Item | Yes/No | Signed off |
| Final invoice issued and payment made | ||
| All outstanding amounts paid | ||
| all invoice records are accurate and match project milestones |
5. Documentation and Handover
- Project Files: Ensure all project files (designs, code, documents, reports) are organized, backed up, and handed over to the client or stored securely.
- Client Access: Provide access credentials for all relevant platforms (CMS, social media accounts, hosting services).
- Final Report: Deliver a final project report detailing what was completed, timelines, and any key metrics or results achieved (for community management, web analytics, etc.).
- Post-Launch Support: Clarify and document the post-launch support period (if applicable) and how the client can reach you for any issues or queries.
| Item | Yes/No | Signed off |
| all project files (designs, code, documents, reports) are organized, backed up, and handed over to the client and stored securely. | ||
| Provide access credentials for all relevant platforms (CMS, social media accounts, hosting services) | ||
| final project report detailing what was completed, timelines, and any key metrics or results achieved delivered? | ||
| Clarify and document the post-launch support period (if applicable) and how the client can reach you for any issues or queries. |
6. Communication and Feedback
- Client Feedback: Request feedback from the client on the entire process (from onboarding to delivery). This can be done through a survey, phone call, or email.
- Testimonial Request: Ask for a testimonial or referral if the client is satisfied with the work.
- Discuss Future Projects: If appropriate, discuss potential future projects or ongoing services (e.g., website updates, maintenance, social media management).
| Item | Yes/No | Signed off |
| Request feedback from the client on the entire process | ||
| Ask for a testimonial or referral if the client is satisfied with the work | ||
| discuss potential future projects or ongoing services |
7. Internal Project Evaluation
- Team Review: Have an internal discussion about what went well during the project and identify areas for improvement.
- Process Evaluation: Assess how well the project adhered to timelines, budgets, and scope. Identify any challenges or lessons learned.
- Document Learnings: Document any insights or improvements to be implemented in future projects (e.g., time management, client communication, design workflows).
8. Archiving and Record-Keeping
- Archive Project Files: Ensure all project files, including design assets, code, and contracts, are properly archived for future reference.
- Store Communications: Retain email correspondence, project documentation, and contracts in a secure location for legal and reference purposes.
- Tax and Financial Records: Ensure proper documentation for financial purposes, including invoices, payments, and contracts, is kept according to tax requirements.
9. Ongoing Support and Maintenance
- Support Agreement: If included, finalize ongoing support or maintenance agreements (e.g., retainer, website updates, community management services).
- Maintenance Plan: If applicable, provide the client with a maintenance plan, including any suggested regular updates for the website or community management.
- Follow-up: Set a reminder to follow up with the client after a few weeks or months to ensure everything is functioning as expected.
10. Project Debrief and Closure
- Celebrate Milestones: Acknowledge the successful completion of the project, celebrating key accomplishments.
- Close the Project: Officially mark the project as closed in your project management system, making it available for any future reference or audits.
