GRACE · Module 12 · The Grace Closeout Checklist

How to use this checklist

Each row is one closeout step. The Who performs column names the people who do the work. The You confirm column is what you check before you mark the row.

The five areas run in this order on the page. The contract, the money and the client run at the same time. The final debrief needs their results in hand. The record closes last, and the archive zip is the last row. Rows that Grace has not confirmed are not on this list.

1 · The contract

Step	Who performs	You confirm	Source
Create the punchlist in Centerline and track it to complete	PM, contractor	All items closed	Milo Close Out, PM 1
Request Substantial Completion through the Milo request form	PM requests, Admin issues the AIA G704	G704 issued, date recorded	Milo Closeout
Review closeout submittals, O&M manuals and warranties	Project team	Each one received and reviewed	Milo Closeout, card 42
Produce record drawings	Project team	Record set complete	Milo Closeout
Review the contractor’s final pay application	PM, Admin support	Reviewed and certified	Milo Construction Administration, PM 4
Send closeout documents to the owner with the Closeout Documents Letter	PM	Letter sent, attachments listed	Grace letter template, held by Admin
Check the delivered work against the agreed scope, including approved changes	PM	No open scope item	Card 46, Module 10 change log

2 · The money

Step	Who performs	You confirm	Source
Issue the final invoice	PM	Unbilled at $0	Card 44
Follow the last receivable	Accounting, per the AR Guide	Accounting has confirmed the receivable status	Module 3 AR Guide
Record the final numbers	PM	Final profit against the plan and against the 15 percent floor	Modules 5 and 9

Done	Step	Who performs	You confirm	Source
	Request final client feedback	PM	Feedback requested, any response recorded	Card 38
	Thank the client	PM, PIC	Done in person or by phone	Card 40

4 · The lesson

Done	Step	Who performs	You confirm	Source
	Hold the Project Debrief before the team is reassigned	PM leads, project team attends	At least one action with an owner and a date, sent to the person who can act on it. The last debrief’s actions checked.	Card 41, Project Debrief form

5 · The record

Step	Who performs	You confirm	Source
Store all project email in Centerline. The Outlook plugin helps.	Every team member	No project email left in an inbox	Milo Close Out, PM 2
Archive all Bluebeam markup sessions	Project team	Archived	Milo Construction Administration, QC 2
Finalize the Project A3, with the debrief action in it	Storyteller	You checked it for accuracy	Card 43, Modules 4 and 11
Last Request the Centerline archive zip	PM requests, Admin creates the zip and saves it in the project folder	Nothing left to add. After this, the project is no longer accessible in Centerline.	Milo Close Out, PM 3

The readiness check

Before you request the archive zip, answer yes to all five.

Contract. The contract steps are complete, and the delivered work matches the agreed scope.
Money. The final invoice is sent, unbilled is zero, and Accounting has confirmed the receivable status.
Client. The client was asked for feedback and thanked, with any response recorded.
Lesson. The debrief action has an owner and a date.
Record. The email, Bluebeam sessions and A3 are complete.

Resolve outstanding checklist requirements before asking Admin to create the archive zip.

Who does what

You own closeout and confirm each part. Admin helps issue closeout documents and archives files. Accounting follows receivables. The Storyteller finalizes the A3. Under the AR Guide, a receivable past 90 days brings in the Practice Leader, and Executive Leadership reviews it past 120 days.

Sources. Grace Milo: Close Out page (updated 27 March 2026), Closeout page (updated 30 October 2024), Construction Administration page (updated 27 March 2026). Onsite 1 responsibility cards 38 to 46. Grace Project Closeout Documents Letter for Owner (template, held by Admin). Module 3 AR Guide. The Milo Close Out page lists steps under Project Management only. Steps that Grace has not confirmed stay off this list until Grace confirms them.