What Is Project Closing Phase in PMBOK?
When a project is finished, many people think the work is done. But in professional project management, the last phase is also very important. It is called project closing. If this step is not done properly, the project can leave open issues, missing documents, or unhappy client.
According to PMBOK (Project Management Body of Knowledge), project closing is the last process group in project life cycle. It is the time when all activities are finalized, documents are completed, resources are released, and lessons are learned.
In this article, we explain what is project closing, what happens in this phase, and why it is so important. We will follow the guidance from PMBOK to understand this clearly.
What Is Project Closing According to PMBOK?
In PMBOK, there are five process groups:
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Initiating
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Planning
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Executing
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Monitoring and Controlling
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Closing
Project closing is the fifth and final group. It includes the process “Close Project or Phase”. The purpose is to formally complete the project and get final acceptance from customer or sponsor.
It also means finishing all contracts, final payments, handover of deliverables, releasing team members, and preparing closure documents. Without proper project closing, the project is not officially completed.
Key Activities in Project Closing
Below are the main activities in project closing as described in PMBOK:
1. Confirm All Work Is Done
Project manager checks if all scope is completed. Every deliverable must be done and accepted. If something is not finished, it should be documented. This also includes checking quality requirements.
2. Get Final Acceptance
Customer or project sponsor must formally accept the project. This is usually done through sign-off on final report or delivery document. Without this, the project is still considered open.
3. Close Contracts
If vendors or external suppliers were used, their contracts must be closed. Final payment is made, open claims are resolved, and legal records are archived. Procurement team usually help in this task.
4. Release Project Resources
Team members are released and can join new projects. Also, other resources like tools, rooms, software licenses are closed or returned. Project manager must inform everyone that project is finished.
5. Archive Documents
All project documents must be collected and stored properly. This includes plans, reports, contracts, invoices, change logs, communication records. These are useful for future audits or new projects.
6. Capture Lessons Learned
One of the most valuable task in project closing is writing lessons learned. Team sit together and discuss what went good, what went wrong, and what can improve in future. This is recorded and shared.
7. Celebrate and Recognize Team
This step is not in PMBOK directly, but many project managers do it. Celebrate success, say thanks to team, and recognize effort. It helps in motivation and good relationship.
Inputs, Tools, and Outputs in Project Closing (PMBOK)
According to PMBOK 6th edition, the “Close Project or Phase” process has certain inputs, tools, and outputs.
Inputs:
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Project charter
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Project management plan
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Accepted deliverables
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Business documents
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Agreements
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Procurement documentation
Tools & Techniques:
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Expert judgment
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Data analysis (especially variance and trend analysis)
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Meetings
Outputs:
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Final product, service, or result transition
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Final report
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Updates to organizational process assets
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Lessons learned documentation
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Closed contracts
All these steps help to do project closing in a structured and professional way.
Why Project Closing Is Important
Some people skip project closing because they are tired or new project already started. But this is a mistake. Closing phase has many benefits:
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Proves the project is completed formally
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Avoids legal or financial problems in future
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Helps in learning from mistakes
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Clears resources for new work
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Improves organizational maturity
Skipping this phase can create confusion, loss of knowledge, and unhappy stakeholders.
Challenges in Project Closing
Even if project is completed, project closing can be difficult sometimes. Some common problems are:
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Client does not want to sign off
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Documents are missing or outdated
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Team members already moved to other projects
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Open issues still pending
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Lack of time for lessons learned
Project manager must plan for project closing from beginning. Closure checklist can help to do all tasks correctly.
How to Do Project Closing Effectively
To make sure project is closed well, here are few tips:
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Keep record of all approvals during project
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Have a closure checklist and follow it
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Communicate with client regularly near end of project
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Organize a proper handover session
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Schedule lessons learned meeting early
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Don’t rush the final documentation
PMBOK says that project closing should be done with same importance as planning or execution. A successful closing shows professional project management.
Real-Life Example of Project Closing
Imagine a construction project to build a school. When all construction is finished:
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The builder checks all rooms and gets inspection done
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The government body gives final approval and signs documents
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Vendor contracts are closed, payments made
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The building is handed over officially
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All reports are filed, and learning points are written
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The team is thanked and released
This is a full project closing. If these steps are not followed, legal or payment issues can come later.
Conclusion
In project management, starting a project is easy. But finishing it properly is what shows experience and skill. According to PMBOK, project closing is the last phase and should be done with full attention.
It is not just about saying “we are done”. It means making sure everything is truly complete – work, contracts, documents, and acceptance. It is also a great time to learn and improve for next time.
If you follow PMBOK guidelines and do proper project closing, your projects will always end clean, professional, and successful.