Project manager
Client relationship manager
Executive sponsor
Operations director
Delivery lead
Legal or contracts manager
This process is used when a project reaches its final phase and requires formal acceptance from internal and external stakeholders before closure. It is triggered when all deliverables have been completed, when contractual milestones require documented sign-off, or when handover to operations or support teams must be formalized. Project signoff is critical when multiple parties—clients, vendors, internal departments—must independently confirm their requirements have been met. It is common in consulting, IT delivery, construction, manufacturing, and professional services.
The project manager typically coordinates the signoff process, assembling the closure package and routing it to the appropriate parties. The executive sponsor or delivery lead confirms internal completion criteria are met. The client or external stakeholder reviews and formally accepts deliverables. Legal or contracts teams may verify that contractual obligations have been fulfilled. Operations or support teams confirm they are ready to assume ownership of post-project activities.
Definitive project closure with documented acceptance from every required party, eliminating ambiguity about whether the project is truly complete. Reduced post-project disputes because deliverable acceptance, scope confirmation, and outstanding items are addressed before the project is closed. Faster transition to operations by ensuring support teams have confirmed readiness and all handover documentation is in place before signoff is finalized. Clear contractual compliance through structured sign-off that aligns with agreement terms, protecting both the delivering organization and the client. Stronger client relationships because the signoff process provides a formal opportunity to confirm satisfaction, address concerns, and document lessons learned.
Your version of this process may vary based on roles, systems, data, and approval paths. Moxo’s flow builder can be configured with AI agents, conditional branching, dynamic data references, and sophisticated logic to match how your organization runs this workflow. The steps below illustrate one example.
Closure package assembly
The project manager compiles the closure package, which typically includes a summary of deliverables, evidence of completion, outstanding item lists, financial reconciliation, and any contractual documentation required for signoff. An AI agent can assist by gathering deliverable records from prior project phases, validating that all required documents are present, and flagging gaps or inconsistencies before the package is circulated.
Internal review and pre-signoff
Before the closure package is shared with external stakeholders, internal reviewers—such as the delivery lead, quality team, and finance—assess whether all internal obligations have been met. This includes verifying that deliverables meet quality standards, that budgets are reconciled, and that any known issues have documented remediation plans. If any internal criteria are not satisfied, the package is returned for correction before it can proceed to client or partner review.
Client and external stakeholder signoff
Once internal pre-signoff is complete, the closure package is routed to the client or relevant external stakeholders for formal acceptance. Each party reviews the deliverables against the agreed scope, confirms that obligations have been fulfilled, and either signs off or raises objections. If exceptions are raised, the process branches to address specific concerns—this may involve providing additional evidence, negotiating resolution of open items, or amending deliverable records. AI agents can surface prior agreements and deliverable history to help resolve disputes efficiently.
Operations and support handover confirmation
In parallel with or following external signoff, the operations or support team confirms they are prepared to assume responsibility for ongoing activities. This may include reviewing support documentation, confirming system access, and acknowledging SLA terms. If the handover is incomplete, the signoff process pauses until the receiving team confirms readiness.
Formal closure and record finalization
Once all required signoffs are obtained, the project is formally closed. The complete record—including all signoff confirmations, exceptions addressed, financial reconciliation, and lessons learned—is finalized and stored. Stakeholders are notified of official closure, and any downstream actions such as warranty periods, retention schedules, or follow-up engagements are initiated.
This process commonly relies on inputs such as deliverable completion records, scope and contract documents, budget reconciliation reports, quality assessment results, and support handover checklists. It may be triggered by a project status update indicating final phase completion, a scheduled closure date, or a manual initiation by the project manager. Connected systems such as Jira, Salesforce, or Microsoft Project may provide deliverable and status data, while contract management or ERP systems like NetSuite can supply financial and contractual inputs.
Key decision points include whether all internal completion criteria are satisfied before the package is shared externally, whether the client or external stakeholder formally accepts the deliverables or raises exceptions, whether the operations or support team confirms handover readiness, and whether any open items or disputes must be resolved before closure can proceed. If any required signoff is withheld, the process branches to remediation before the project can be officially closed.
Closure packages missing key deliverables or evidence, causing external stakeholders to withhold signoff and delaying closure. Client expectations not aligned with delivered scope, resulting in disputes at the signoff stage that should have been addressed earlier. Operations team not included early enough, leading to handover gaps that prevent formal closure. Signoff authority unclear, with multiple stakeholders uncertain about whether they need to approve or merely acknowledge. Lessons learned skipped or deferred, losing valuable operational insights that could improve future projects.
Orchestrates signoff across internal teams, clients, and partners in a structured sequence, ensuring every required party is engaged at the right time with the right context.
AI agents assist with closure package validation by checking completeness against project scope, flagging missing deliverables, and surfacing relevant contract terms before the package reaches reviewers.
Routes exceptions and objections to resolution paths within the same process, so disputes are addressed without losing momentum or creating side conversations outside the workflow.
Connects to project management, CRM, and ERP systems such as Jira, Salesforce, or NetSuite to pull deliverable records, financial data, and contract information directly into the signoff process.
Maintains a complete, traceable record of every signoff decision, exception, and resolution, providing a definitive closure artifact for governance, compliance, and future reference.
