Close a project with a small evidence packet that shows what was delivered and what remains open. A finished post and a finished payment process are separate facts.
Capture the delivered work
Save the final approved asset, caption, live URL and publication date.
Keep review and results together
Attach the final review record and the agreed performance report.
Prepare a concise handoff
Write a completion note listing delivered items, the evidence location and remaining follow-up.
Capture the delivered work
Save the final approved asset, caption, live URL and publication date. For a temporary format, capture the relevant evidence while it is available through the platform’s normal tools. Record the version and the agreed deliverable it satisfies. An exported image alone may not show whether or when the content was actually published.
Keep review and results together
Attach the final review record and the agreed performance report. Label each metric with its source and reporting window. Separate completed work from unpaid invoices, disputed items or additional requests. The folder should make it easy to answer a factual question without implying that a sponsor has accepted something it has not confirmed.
Prepare a concise handoff
Write a completion note listing delivered items, the evidence location and remaining follow-up. Share the appropriate files with the sponsor or representative through the agreed process. Ask the relevant adviser about retention requirements rather than choosing an arbitrary deletion date. Restrict access to private agreements and payment records.
Worked example
Fictional example: A volleyball athlete completes a video and an event appearance. The evidence packet includes the live video URL, the approved caption, the event completion note and the reporting screenshot. Payment is still pending, so the tracker says work delivered and payment pending. The athlete does not label the entire project settled simply because all content is online.
Your working sheet
Copy these prompts into your own project notes. Keep private details in your records, and leave unanswered questions marked as unresolved.
- Deliverable: what was promised and what was completed?
- Evidence: asset, URL, screenshot or event record.
- Date and version: when the work was delivered or published.
- Review record: the relevant decision and contact.
- Open items: payments, questions or disputed requests.
- Storage: owner, access and retention questions.
Before your next step
A tidy archive preserves the real history. Do not alter screenshots to make results look stronger or remove inconvenient comments from a record submitted as proof. If a post is later edited or removed under the project’s terms, record that change separately. Keep private evidence separate from a public portfolio.
Continue with the document organizer and the results-report template.