Certificate of Completion & Acceptance

Certificate of Completion & Acceptance: a practical guide

A Certificate of Completion & Acceptance is a written record that a client has received and accepted work or deliverables under a contract or statement of work. It notes the acceptance date, any outstanding items, and the final payment now due.

What it's for

Clients and contractors use this certificate at the end of a project or phase to record that the agreed work has been delivered and accepted. It follows the original agreement, such as a freelance statement of work, a software or web development agreement, an independent contractor master services agreement, a subcontractor agreement, a creative or photography contract, or a consulting agreement. A shared record of acceptance can help close the project and trigger the final invoice.

Use it when the client is ready to confirm acceptance, either in full or with listed exceptions. If the client is not yet satisfied and the work needs changes, record the issues and agree on next steps first. If the scope itself changed during the project, a change order may need to be signed before acceptance.

Check the original contract for acceptance procedures, such as testing periods, acceptance criteria, or deemed-acceptance rules. The effect of accepting work, including on warranties and later claims, differs between countries and regions and depends on the contract. Ask a qualified lawyer if the project is substantial or there is disagreement about quality.

Who uses it

• A client confirming that a website, app, or software build has been delivered as agreed.
• A freelancer or agency asking the client to sign off on a completed project or milestone.
• A consultant closing an advisory engagement after delivering a final report.
• A main contractor accepting a subcontractor’s completed work package.
• A photographer or creative professional recording client approval of final images or media.

Terms to decide on

Contract or statement of work

Identify the agreement under which the work was done, by title and date. Include any statement of work or project number so the certificate links to the right engagement.

Work or deliverables accepted

List what is being accepted, such as specific phases, features, files, or reports, and when they were delivered. Be specific enough that both sides can tell what is covered and what is not.

Acceptance date

Record the date the client accepts the work. This date may matter for warranty periods, support obligations, or payment timing under the original agreement.

Outstanding items or exceptions

This field is optional. Use it to list any minor items still to be completed or corrected, with expected dates if possible. Leaving it blank suggests nothing is outstanding, so check carefully.

Final payment now due

State the amount and currency now payable and the payment timing. If part of the payment is held back until outstanding items are finished, say so clearly.

Warranty and support after acceptance

Many agreements include a support or correction period after acceptance. If you want to note it, add a short reference in “Additional Terms & Provisions.”

Common mistakes

• Signing acceptance before reviewing or testing the work. Check each deliverable against the agreed scope and any acceptance criteria first.
• Describing the accepted work too broadly, such as “the project.” List the phases, features, or files covered so later questions can be answered.
• Leaving known issues out of the outstanding items field. Record them, with a target date, even if they seem minor.
• Stating a final payment amount that does not match the contract and change orders. Recalculate from the original price, any adjustments, and payments already made.
• Forgetting change orders signed during the project. Make sure the accepted work reflects the final, updated scope.
• Having someone sign who is not authorized to accept work for the client. Check who can approve deliverables under the original agreement.

Before you sign

• Confirm the contract or statement of work title, date, and number.
• Review each listed deliverable against the agreed scope, change orders, and any acceptance criteria.
• Check the acceptance date and how it relates to any warranty or support period.
• List all outstanding items or exceptions, with target dates where possible.
• Recalculate the final payment due, including currency, timing, and any amount held back.
• Check the original contract’s acceptance procedure and local requirements, and ask a qualified lawyer if quality is disputed.