---
name: project-close-out-letter
description: Draft the end-of-engagement close-out pack — formal close-out letter, deliverables index, handover document, residual-risk statement, reference quote request, and referral ask — turning a finished project into a future revenue source.
version: 1.0.0
author: VantagePoint Networks
author_url: https://www.vpnetworks.co.uk
audience: Consultants, MSP Account Managers, Project Managers, Delivery Leads, Solo Founders wrapping up an engagement
output_format: Formatted Markdown pack with close-out letter, deliverables index, handover document, residual-risk statement, reference-ask email, and re-engagement triggers list.
license: MIT
last-reviewed: 2026-04
---

# Project Close-Out Letter

A Claude Code skill for the last 10% of an engagement — the bit consultants routinely skip and then wonder why repeat business dries up. Turns a finished project into a reference, a referral, and a future re-engagement.

## How to use this skill

1. Download this `SKILL.md` file.
2. Place it in `~/.claude/commands/` (macOS/Linux) or `%USERPROFILE%\.claude\commands\` (Windows).
3. In Claude Code, run `/project-close-out-letter`. Describe the engagement. Answer the clarifying questions. Receive the pack.

## When to use this

- Final deliverable is accepted and you're about to send the final invoice.
- A retainer is ending (not renewing) and you want a graceful exit that keeps the door open.
- You've completed a discovery / audit engagement and want to convert to a delivery engagement.
- You want a standard close-out process for every engagement going forward.
- An engagement ended badly and you need a professional close-out that doesn't set fire to the bridge.

## What you'll get

A single Markdown document containing:

- **Formal close-out letter** (signed, on-letterhead tone, confirms acceptance and fees paid)
- **Deliverables index** (what was produced, where it lives, version)
- **Handover document** (what the client needs to operate / maintain going forward)
- **Residual-risk statement** (known issues, known assumptions, things outside scope that remain)
- **Reference-quote ask** (polite, optional, with suggested wording the client can edit)
- **Referral ask** (low-pressure)
- **Re-engagement triggers** (specific future moments where you'd like to be called back)
- **Internal lessons-learned** (separate note — not shared with client)

## Clarifying questions I will ask you

1. **Client, engagement name, and duration?**
2. **Engagement type?** (project / retainer ending / discovery → decision point)
3. **Outcome?** (delivered as planned / under-delivered / over-delivered / mixed)
4. **Relationship health?** (happy / neutral / strained)
5. **Primary deliverables completed?** (list)
6. **Residual items?** (things not delivered, deferred, accepted as gaps)
7. **Warranty / support period?** (per SoW — typically 30 / 60 / 90 days)
8. **Outstanding invoices / payments?**
9. **IP handover specifics?** (who owns what)
10. **Key individuals on client side for handover?**
11. **Would you like a reference and/or a referral from this client?**
12. **Future engagement potential — what's the next trigger?**

## Output template

```markdown
# Engagement Close-Out — <engagement> — <client>

**Delivered:** <dates> · **Close-out date:** <date>
**Engagement lead:** <you> · **Client sponsor:** <their sponsor>

## 1. Close-Out Letter (formal, on letterhead)
**Dear <Sponsor>,**

I'm writing to formally close the <engagement name> engagement, which ran from <start date> to <completion date>.

### Summary
<One sentence on the scope and outcome.>

### Deliverables
The following deliverables were produced and accepted:
1. <Deliverable 1> — accepted on <date>
2. <Deliverable 2> — accepted on <date>
3. <Deliverable 3> — accepted on <date>

Detail and file locations are in the accompanying Deliverables Index.

### Fees
Total fees under this engagement: £<N> (including <VAT / excluding VAT as per contract>).
<As per the payment schedule agreed in the SoW, all invoices have been raised. Current balance: <all paid / £N outstanding, due <date>>.>

### Warranty & post-engagement support
Per the SoW, a <N>-day warranty period runs to <date>. During this period, we will address any defects attributable to the delivery at no additional fee. After <date>, further support is available under our standard terms — happy to discuss.

### Residual items
The attached Residual-Risk Statement lists items that were out of scope, deferred, or otherwise not addressed. These are provided as transparent handover information.

### Handover
The attached Handover Document describes what you need to operate and maintain the delivered work going forward, including responsible roles, maintenance cadence, and escalation contacts.

### Our request
Working with you on this has been a pleasure. If you're open to it, we'd be grateful for:
1. A short reference quote (suggested wording attached — edit as you see fit).
2. An introduction to one person in your network who might benefit from similar work.

Neither is a condition of close-out. Both help us continue to work with firms like yours.

### Thank you
Thank you for the trust you placed in us. We look forward to future conversations when the right opportunity arises.

Kind regards,

<Signature>
<Name, role>
<Your firm>
www.vpnetworks.co.uk

---

## 2. Deliverables Index (attached)
| # | Deliverable | Version | Date | Location | Accepted by |
|---|---|---|---|---|---|
| D1 | | | | | |
| D2 | | | | | |
| D3 | | | | | |
| D4 | Meeting records, working files | — | <date> | <shared drive path> | — |

## 3. Handover Document (attached)
### 3.1 What was delivered
<Brief, plain-English recap.>

### 3.2 What the client needs to do to operate it
- <operational responsibility 1>
- <operational responsibility 2>
- <operational responsibility 3>

### 3.3 Maintenance cadence
| Activity | Cadence | Owner | Escalation |
|---|---|---|---|
| | | | |

### 3.4 Key contacts
- **Technical owner on client side:** <name, role>
- **Vendor contacts:** <named suppliers and their support channels>
- **Your contact during warranty period:** <name, email, phone>
- **Your contact for future engagements:** <name>

### 3.5 Documentation locations
All handover materials are at <location>. Files are organised:
- `/01-deliverables/` — final versions of deliverables
- `/02-evidence/` — supporting evidence, raw data, working files
- `/03-handover/` — this document, residual-risk statement, maintenance procedures
- `/04-legal/` — SoW, signed close-out letter, acceptance certificates

### 3.6 IP and licensing
- Deliverables' IP belongs to: <client / supplier / jointly, per SoW>
- Third-party components: <list, with licence terms>
- Any supplier pre-existing IP incorporated: <list, with licence grant>

## 4. Residual-Risk Statement (attached)
The following items were identified during the engagement but were out of scope, deferred, or otherwise not addressed. They are disclosed transparently so that the client's team can decide if and when to address them.

| # | Item | Why out of scope / deferred | Suggested timing | Estimated effort |
|---|---|---|---|---|
| 1 | | | | |
| 2 | | | | |

(This list is neither a sales list nor a blame list. It's a professional handover.)

## 5. Reference Quote (suggested wording — edit as you see fit)
> "<Supplier> worked with us on <engagement> between <dates>. They delivered <outcome> with a clarity of communication and a practical style we valued. We would happily engage them again and recommend them to others looking for <type of work>."
>
> — <Sponsor name, role, firm>

## 6. Referral Ask (email template)
> Subject: A small ask, no pressure
>
> Hi <Sponsor>,
>
> Thanks again for the engagement — I've enclosed the close-out pack.
>
> One small ask: if there's one person in your network — a partner, a client, a peer — who might benefit from a conversation about <type of work we did>, I'd be grateful for an introduction. No pressure at all; just a stated preference.
>
> Either way, thank you.

## 7. Re-Engagement Triggers (internal — for your CRM / follow-up)
Note the specific future moments where the client will likely need you again:
- **<Q+3 months>** — follow up on <residual item> to check if they want to engage
- **<Q+6 months>** — <recurring event, e.g. "Cyber Essentials renewal" / "annual policy review">
- **<Q+12 months>** — <next-year version of this engagement, if applicable>
- **On trigger:** <e.g. "if they open a new office" / "if they grow past 50 staff" / "if their audit flags anything we mitigated">

## 8. Internal Lessons Learned (not shared with client)
- **What worked well:** <>
- **What we'd do differently next time:** <>
- **Unexpected issues:** <>
- **Client-specific knowledge to remember:** <sponsor preferences, communication style, organisational quirks>
- **Artefacts to reuse:** <templates, prompts, configurations that can be generalised>
```

## Example invocation

**User:** "Finished a 10-week private-AI pilot with a 30-person accountancy firm. Delivered readiness audit, 5-seat pilot deployment, and 90-day review. Partner sponsor is happy, measurable time savings (~3h/user/week). Relationship very positive. Would love to convert to a paid production engagement but they haven't committed yet."

**What the skill will do:**
1. Ask 12 questions, drilling on: what specifically would trigger a production decision (often: budget for next financial year, not the technical readiness), whether the firm has other offices / sister firms / referral potential.
2. Produce the close-out pack with:
   - A close-out letter that explicitly flags "happy to discuss a production engagement when you're ready to make that call — no pressure, we'd wait for your cycle"
   - Residual-risk statement listing items outside the pilot scope (production support, user expansion beyond 5 seats, integration with matter management) — not as sales items but as honest gaps
   - A re-engagement trigger note for the partner's financial-year-end when budget decisions are made
   - Reference quote suggestion emphasising the time-savings metric (strongest reference pattern for accountancy referrals)
3. Flag internally that the 90-day post-pilot follow-up call should be scheduled in the client's CRM for the week after their FY-end partner meeting.

## Notes for the requester

- **Close-out is the fastest way to next engagement.** Clients who have a clean, professional ending are 3-5× more likely to come back.
- **Residual-risk statement is a trust signal.** Listing what's still unfinished or out-of-scope shows integrity. Pretending everything's resolved is a sign of insecurity.
- **Reference quotes are asked for, not given.** Most happy clients will provide one if you ask, with suggested wording. Most will forget to offer unprompted.
- **Re-engagement triggers are the highest-leverage CRM note you can make.** "Follow up when they open the second office" beats "follow up in 6 months" every time.
- **If the engagement ended badly, send the close-out anyway.** Silence is worse. Acknowledge what went wrong in one sentence, fulfil your formal obligations, and leave.
- **Good looks like:** client refers you once in the first 6 months, comes back for related work in the first 12, and the internal lessons-learned note measurably improves the next similar engagement.

---
*VantagePoint Networks · <https://www.vpnetworks.co.uk> · Authored by Hak · Free under the MIT licence*