Contract closeout is a critical process that marks the end of a project. It involves concluding all the outstanding contractual obligations and accounting for all the deliverables before the contract can be officially terminated. A contract closeout letter is a document required to inform the contractor of the contract termination. This letter should clearly outline all the obligations that have been met and those that are still outstanding. To help you speed up the process of the contract closeout, this article provides you with a contract closeout letter sample.
[Your Company Letterhead]
[Date]
[Contractor Name and Address]
Dear [Contractor Name],
Re: Contract Closeout Letter for [Contract Name and Number]
We are writing to inform you that our records indicate that the contract mentioned above has been completed and is ready for closeout. As stipulated in the terms and conditions of the contract, we are sending this letter to request that you take the necessary steps to facilitate the contract closeout process.
We are pleased to note that you have fulfilled all contractual obligations as per our agreement. Therefore, we would like to request that you provide us with the necessary documentation related to the project, including any reports, invoices, and receipts, so we can complete our records.
As part of the contract closeout process, we encourage you to provide us with the following information:
1. A final invoice covering all outstanding amounts.
2. A list of any unresolved disputes or claims.
3. Any reports or documentation required by the contract.
We would like to request that you respond to this letter within 30 days of receipt, providing any necessary documentation. Failure to comply with this request may result in the withholding of payment or other legal remedies, as necessary.
We would like to express our appreciation for the professional manner in which you conducted yourself during the contract period, and we look forward to the opportunity to work with you again in the future.
If you have any further questions or concerns, please do not hesitate to contact us.
Sincerely,
[Your Name and Signature]
[Your Title]
[Your Company]