Project Completion Letter

A completion letter does three jobs at once. It states on the record that the work is finished, it starts the clock on your final payment, and it marks the end of the scope so new requests become a new job instead of "while you're here."

It also does something quieter: it makes you look like a company rather than a guy with a truck. That matters when the client is deciding who to call next spring.

• The property address and a short description of the work.
• The completion date.
• Confirmation that the punch list was walked and cleared — with the client or their designee.
• The final invoice amount and the payment due date.
• Any warranty on labor and materials, with its length.
• A clear request to confirm receipt.

Hi Dave — all work at 214 Maple Street is complete as of Friday, April 12. The punch list was walked and cleared with you on site.

Scope completed: deck rebuild, 12' x 16', including footings, framing, decking, and railing.

Final invoice attached: $4,275, due within 15 days.

Labor is warrantied for one year from today. Material warranties pass through from the manufacturer.

Please confirm receipt of this invoice. It was a pleasure working with you — call me anytime.

All work finished and walked through with you. Final invoice attached: $4,275, due in 15 days. One-year warranty on labor. Please confirm receipt of invoice. Thanks!

• Sending it before the punch list is genuinely cleared — you invite a dispute.
• Leaving the due date vague. "At your convenience" means never.
• Not naming the scope. Without it, next month's favor becomes this month's obligation.
• Skipping the warranty line. Saying "one year on labor" protects you from an open-ended one.