ID 373500563 | Project Completion Checklist © Anastasiya Marchanka | Dreamstime.com

As solopreneurs, we often breathe a sigh of relief when we deliver our final results to a client and send that last invoice. Yet, sometimes in our eagerness to dive into the next project, we end up skipping crucial steps that can transform a completed contract into a lasting business relationship. The project is done, the client is happy, and we're ready to move on to the next opportunity. But here's the thing: how we wrap up a project is just as important as how we execute it. The way we close out our work doesn't just reflect our professionalism—it sets the stage for future business, referrals, and those warm connections that keep our pipeline full. This is where a solid project close-out checklist becomes invaluable.

Not all of these steps are mandatory, but the more you do, the more likely it is that your business will thrive!

Project Close-Out Checklist

1. Identify lessons learned for both you and the client with a project debrief or post-mortem session. This could be a conversation with your primary contact, or a 3-question email. Anything that takes too much time is likely not to happen. Here are three suggested questions to ask.

What do you think went particularly well?

What could have been even better?

What aspect of our work together provided the most value?

2. Send an email to everyone you worked with, especially if you’ve been using a loaner laptop or the client’s email system. In that situation, be sure to include your own business email address so they know how to reach you if they have any questions—or additional work for you!

3. Connect with everyone on LinkedIn. As a solopreneur, it’s important to constantly grow your network. You never know where your next lead will come from!

4. Send a handwritten thank-you note to the person who introduced you or brought you in. Handwritten cards are rare now, so sending one can really make an impression. You can find the person’s mailing address on the company website, by searching for where their LLC is registered, or by simply asking them. Depending on the size of the contract, you may want to include some sort of gift card, too.

5. Set reminders in your calendar to touch base with the client in three months, six months, and twelve months.* Ask your client how the work is progressing, or if they’ve had any hiccups or setbacks. You could also send a related article to help with sustainment or their ongoing work. Remember, keeping your network warm is one of the six keys to success as a solopreneur!

* Option: Instead of 12 months after the close of the project, you can set a recurring reminder to celebrate the anniversary of signing the contract. My company, The ProKo Agency, sends a festive email from Loop & Tie or Gifts for Good so that the client can select their own anniversary present. Our message usually says something like this:

Happy anniversary! It’s been four years since Google and ProKo started working together. Please accept this small gift (or donate it to a charity) to celebrate our business relationship. We love working with you! 😊

6. Share something about the project on LinkedIn. This is a subtle way to let your network know that you’re available while also reminding them of the type of work you do. Summarize what you enjoyed about the project and your contributions, or highlight your experience in a mini case study: the project’s problem, its solution, how you helped, and the end result. Depending on the terms of your NDA, you may be able to tag the company or key people you worked with (ask them first), but if you can’t, make your post generic. For example, instead of using the company’s name, you can say, “…for a rapidly growing middle-market apparel company.”

7. Accelerate your usual business development and outreach efforts! You can share key lessons learned from this project with prospective clients if you think it’s relevant to their situation.

As solopreneurs, the size of our network and the quality of our relationships are critical factors for our success. When we take the time to properly close out each contract, we're not just being courteous; we're making a strategic investment in our future. Every follow-up, LinkedIn connection, and check-in reminder is a seed planted for tomorrow's opportunities.

People may forget exactly what you did for them, but they'll always remember how you made them feel. Don't let that final invoice be the last thing your client hears from you. Use this checklist to turn every project completion into the beginning of a long-term professional relationship. After all, in the world of solopreneurship, today's satisfied client is tomorrow's best source of referrals.

~ ~ ~ Additional Resources~ ~ ~