Project Completion Letter

A contractor project 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."

A project completion letter also does something quieter: the written closeout 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.

Send the completion letter the day the final walkthrough is done, alongside the final invoice. If there are punch-list items left, list them in the letter with a date for each, so "finished" isn't left open-ended.

Do I need the client's signature? A client signature on the project completion letter confirming the work is complete is the strongest version. If you can't get one, an email or text reply acknowledging the letter is still useful.

Should I include warranty information? Yes, if you offer a warranty — state what it covers, how long it lasts, and how to contact you. Don't promise a warranty you don't actually offer.

What about manufacturer warranties? Hand over the paperwork for appliances, fixtures, and materials, and mention in the letter that you've done so.

Can I ask for a review in the same letter? A short line at the end is fine, but keep the letter mainly about completion and payment. A separate follow-up text a few days later often works better.

A completion letter confirms the work is done and asks for the final payment. A lien waiver is a separate legal document that gives up your right to file a lien, usually in exchange for payment. Clients, lenders, or title companies sometimes ask for a lien waiver at closeout. Only sign a waiver for amounts you've actually received, and check your state's required form if one exists.

• Walk every room or area of the job with the client.
• Test anything that moves or switches on — doors, fixtures, outlets, faucets.
• Write down any small fixes on a punch list with a date for each.
• Hand over manuals, warranties, and leftover paint or tile labels.
• Take final photos for your records.
• Confirm the final amount due and how the client will pay.

Doing the walkthrough together gives the client a chance to raise concerns while you're still there, instead of after you've sent the bill.

Use the short project completion letter template as a starting point and fill in your client, job, payment, and warranty details:

"Dear [Client], This letter confirms that the work described in Estimate #[number], including Change Orders #[numbers], was completed on [date] at [address]. The final balance of $[amount] is due by [date]. Any remaining punch-list items are listed below with completion dates. Warranty details and manufacturer paperwork are enclosed. Thank you for the opportunity to work on your project. — [Your name, business, phone]"

Keep the project completion letter to one page. The goal is a clear record that the job is finished and what is still owed, not a sales pitch.