5.5 Close-out
Each CO may have its own close-out procedures. Make sure to check this with your CO and Lead Member. In general, the following tasks are part of closing out a partnership agreement:
Close out Checklist
- Consider requesting (no)-cost extension if the burn rate is low
- Verify all project activities have been completed
- Consider donating project assets to partner (refer to donor guidelines)
- Review and approve final financial and narrative reports
- Conduct partnership survey evaluation
- Transfer remaining funds/balance
- Archive final records and project documents
- Invite partner to the After Action Review (AAR)
- Recognise and celebrate achievements of the project
- Send close-out letter to partner
- Consider new project with the same partner
Closing out a partnership agreement is a phased process. Identify in an early stage the key activities to ensure there will be a smooth close-out. Closing out a partnership agreement is not the same as closing out the collaboration. If the cooperation was mutually satisfactory, the partnership can continue through a framework agreement (non-project based), or by starting a new partnership agreement for another project.
