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SOP – Proper Project Completion & Client Handover

🎯 Objective

Ensure every project is fully completed, verified, communicated, and closed in a professional and consistent manner that:

  • Avoids confusion
  • Prevents missed steps
  • Maximizes client satisfaction
  • Increases chances of 5-star reviews and referrals


🧱 Scope

Applies to:

  • All website development projects
  • Fiverr and off-platform clients
  • New builds, redesigns, and website transfers


⚠️ Core Rules (Non-Negotiable)

  • ❌ Never assume a project is complete without verification
  • ❌ Never disappear after website transfer
  • ❌ Never rush the client for feedback
  • ✅ Completion = Technical + Communication + Client Confirmation


🧭 Step-by-Step Project Completion Process



🔹 Step 1: Final Website Transfer (If Applicable)

  • Transfer the website to the client’s live domain
  • Ensure:
    • Correct domain is live
    • No subdomain URLs remain
    • SSL is active and working

📌 Do not proceed until transfer is successful.

👉 Follow SOP: How to Transfer a Website



🔹 Step 2: Verify Website in Incognito Mode (Mandatory)

Immediately after transfer:

  • Open the website in Incognito / Private mode
  • Check:
    • Homepage loads correctly
    • All pages open
    • Forms work properly
    • Images load
    • Layout looks correct

🚫 Do NOT rely on logged-in or cached views.

👉 Follow SOP: How to Check a Website After Transfer



🔹 Step 3: Update Project Status & Tags

In ClickUp / CRM:

  • Update project status:

    Waiting for Transfer → Waiting for Delivery
  • Apply tag: Transferred
  • Add activity note: Website transferred.

📌 Delayed updates = tracking failure.


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🔹 Step 4: Internal Confirmation (Team Alignment)

Before contacting the client, confirm internally:

  • No pending tasks
  • No missing assets
  • No unresolved client requests

Only proceed after internal confirmation.



🔹 Step 5: Client Confirmation Message (Mandatory)

Send the saved Fiverr quick message:

Quick Message Name:

✅ Website Transfer Complete

Message:

The website has been successfully transferred to your domain.  
Please have a look and let me know if everything is good to go.  

Here is the link: {CLIENT URL}

Tone must be clear, calm, and professional.


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🔹 Step 6: Handle Final Changes (If Any)

  • If the client requests changes:

    • Follow the Changes SOP
    • Do NOT mix delivery and revision steps
    • Track all changes properly

  • If no changes are requested → proceed.


🔹 Step 7: Encourage Feedback & Review (Polite & Natural)

Once the client confirms satisfaction:

  • Deliver the order
  • Follow the closing step
  • Politely encourage feedback
  • Do NOT pressure the client

(Use the approved delivery + review request message)



🔹 Step 8: Close the Project Properly

✅ Case 1: Client Leaves a Review

  • Update ClickUp status:

  • Delivered → Completed
  • Add activity note: <—— Completed With 5 Star ——>

    image.png

    On Discord:
    • Use command: /5star (or relevant rating command: /4.7, /4.3, etc.)
    • Also add the screenshot of the review as well for future refrecnes.

      image.png




      In CRM:
    • Move client to Past Clients
    • Add tag: Repeat Buyer

      image.png



⚠️ Case 2: Client Does NOT Leave a Review

  • Update ClickUp status:

  • Delivered → Completed
  • Add tag: Review Left
  • Add activity note: <—— Completed by Client (Review Left) ——>

    image.png
  • On Discord:
    • Use command: /reviewleft

      image.png
  • In CRM:
    • Move client to Review Left category


      image.png
    • Add order completion date in Notes (exact format copied from Fiverr):

      image.png


The order was completed 25 Dec 2025, 15:33


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  • Client will be followed for 30 days as per Follow-Up SOP

📌 Review tracking must NOT mix with past clients.



🧠 Key Understanding

Quality work alone is not enough.

Clear communication + proper verification + respectful closing

= Happy client + better reviews + repeat business.



🟡 Golden Rule

A project is only complete when the client confirms it — not when we think it is.




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