How to successfully close a project

Did you know projects can fail at the very end, not just during execution?

One of the most critical—but often overlooked—stages in the project lifecycle is: how to successfully close a project. It's vital your project doesn’t just end— that it ends well.

Whatever the scale or type of project, every project comes to an end. That might be because the work has been delivered as planned—or because a decision’s been made to close it early.

Either way, closing a project properly is essential. Even if the project has gone well, failing to close it effectively can put the outcomes and benefits at risk.

Whether the project went according to plan or not, individuals likely grew, and valuable experience was gained.

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So, how do you close a project successfully?

You will need to follow your own governance process to gain agreement to start winding down and to transition remaining actions to business as usual.

Revisit the original aims and objectives. Did the project deliver what it set out to? Many organisations use a post-implementation review or closure document. If yours does—use it. This helps structure your reflections and captures essential detail.

This is where you make sure all the loose ends are tied.

• Are contracts closed or handed over to the right people?
• Have all the invoices been sent and paid?
• Are the final costs checked and confirmed?
• Basically—have we accounted for everything? No surprises later.

Your team will have identified what worked—and what didn’t.

Capture this insight while it’s still fresh. Not only is this valuable knowledge for future projects, it supports a learning culture.

And remember—lessons learned isn’t about blame. It’s about building capability and improving delivery next time.

Communicate clearly to the team that the project is closing. Make sure their time is formally released back to the business.

If you're an APM member, don’t forget you have access to over 70 hours of online learning content through APM Learning, including detailed modules on project closure and lessons learned.

If you’re not a member yet, check the link in the description to see how you can join and unlock these resources.

Often, your team becomes the experts in the deliverables. Make sure that knowledge is transferred. Document everything that business as usual teams will need, especially if you won’t be around to answer questions. Also capture any future tasks or benefits that still need to be tracked—these are just as important as the immediate outputs

Closure isn’t only about processes—it’s about people. Take time to reflect. Acknowledge the effort and achievements of the team.

Why closure matters

When a project ends—successfully or not—it can be a significant moment for the team. For some, it may mark the end of a long-term focus or effort. At this stage, energy might be waning. Stakeholders and team members may be looking ahead to what’s next. It can be too easy for attention to drift. So, there are not only governance responsibilities to manage, but also the human aspect to consider.

If not managed properly, lessons learned can be lost, benefits forgotten, and the project’s impact diluted.

APM Learning Module: Closing a project

This online course module covers the project closure process, early project closure and common misconceptions. Essential resources within this module include:

• Closing a project (online lesson with case studies)
• Project closure template (Word template)
• Early project closure (information sheet)
• Administrative project closure (information sheet)

and much more.

APM Short Guide: How to close projects successfully

Closing a project is a critical step to ensure that it is properly wrapped up and all objectives are met. This guide helps project professionals understand the process and importance of closing a project successfully. It covers:

• What project closure means and why it’s important
• The benefits of closing projects in an organised manner
• Common challenges faced during project closure
• Tools and techniques for effectively managing the closure stage

By following these steps, project managers can ensure their projects are closed properly, enhancing governance and organisational efficiency.