Project Final Sign-off Form
The client's written acceptance of what was delivered: each deliverable with its status, the outstanding items of a conditional acceptance, the warranty and support hand-over and both signatures.
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Country versions
- International
- Korea *
- Japan *
- Germany *
* check with local advice
A template, not advice.
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What it is
A project sign-off form is the document in which the client confirms that work has been delivered and accepted. It ends the delivery phase in an orderly way: everyone can see which deliverables were handed over, which were accepted as they are, which with remarks and which not yet, and who confirmed it on which day. For the supplier it is the evidence that the job is done; for the client it is the point from which warranty and support are meant to run.
This form lists the deliverables with a status each and counts them for you. If everything is accepted you choose final acceptance. If some items are still open you choose conditional acceptance, which adds a table of outstanding items with a deadline and, if you agreed one, an amount held back until they are done. A section for warranty and support details, a checklist of what was handed over and the signatures of both sides complete it. The Korean version is a 검수확인서 with 갑 and 을 and seal marks, the Japanese version a 検収書, and the German version an Abnahmeprotokoll with room to reserve rights for known defects. The form records an acceptance; it is not legal advice.
When to use it
- A supplier hands over a finished project, release or system and needs the client's written confirmation.
- Payment of the last instalment depends on a written acceptance.
- A project ends with a few open items and both sides want them written down with a deadline.
- You are closing a project and want a record of what was handed over and when the warranty starts.
How to fill it in
- Enter the project, the contract or order reference and the date of acceptance, and name both parties; the supplier details come from your saved company details.
- List each deliverable with its version or reference and choose its status; the counts below are worked out.
- Choose final acceptance if everything is accepted. Otherwise choose conditional acceptance and list the open items with who does them and by when; add a held-back amount only if the parties agreed one.
- Fill in the end of the warranty, the support contact and tick what was handed over.
- Print the form and have both sides sign it; each side keeps a copy.
Common mistakes
- Choosing final acceptance while items are still open. The form warns you, but the choice is yours: use conditional acceptance.
- Leaving remarks out. If the client accepts with remarks, write them down; unwritten remarks are easily forgotten or disputed.
- No deadline for outstanding items. "Soon" is not a date.
- Having the wrong person sign. The signatory should be someone who is allowed to accept on the client's behalf.
- Assuming the form changes the contract. It records the acceptance; payment, warranty and liability follow the contract and the law.
Steps at a glance
- Fill in
- Check the preview
- Save as PDF, Word or Excel
Country versions
Pick the country you need. Each version uses the wording and layout commonly found there; a version marked “check with local advice” should be read by someone who knows the local rules before it is used.
- International (XX): Written in English, Korean, Japanese, German
- Korea (KR): Written in Korean, English – check with local advice
- Japan (JP): Written in Japanese, English – check with local advice
- Germany (DE): Written in German, English – check with local advice
Designs
The same form in several designs. The fields and the wording stay the same; only the look changes.
- Boxed form
- Ledger
- Compact
- Banner
- Warm
- Plain (black and white)
- Modern
- Formal
- Side band
- Classic
- Minimal
- Executive
Your details fill it in
Fields that ask for your name, address or company details are filled from My details, so you do not type them again; you can still change any field for one form. Signed in, your details stay in your account; otherwise they stay in this browser only. A passport, identity or social security number is never saved.
Questions
- What is the difference between final and conditional acceptance?
- Final acceptance says everything is accepted. Conditional acceptance accepts the delivery but lists items that are still open, with a deadline; it turns final when the client confirms in writing that they are done.
- Who signs for the client?
- Someone who may accept on the client's behalf, usually the person named in the contract or the project sponsor. Their name and title appear under the signature line.
- What if a deliverable does not meet the criteria?
- Set its status to "Not accepted" and say why in the remarks. What happens next, such as a repair, a new test or an adjusted payment, is for the contract to decide; this form does not decide it.
- What is the amount held back?
- An optional amount the parties agree not to pay until the outstanding items are confirmed as complete. Fill it in only if you have agreed it; the form does not create such an arrangement by itself.
- Is the German version different from the others?
- Yes. Under a German contract for work, acceptance has legal consequences, for example for the due date of payment and for claims for defects. The German version therefore adds fields to reserve rights for defects known at acceptance and for a contractual penalty. Have your own case checked locally.
- Is this form legal, tax or accounting advice?
- No. It is a template: it gives you the usual structure and wording, not advice. Rules differ by country and case, so have someone qualified read anything that matters before you sign, send or file it.
- Which countries and designs does it come in?
- It comes in 4 country versions: International, Korea, Japan, and Germany. 12 designs.
A form is a template, not legal, tax or accounting advice. Rules differ by country and case.