CONTRACT CLOSEOUT TRANSMITTAL MEMORANDUM - SAMPLE
Contractor support is required to be obtained for the closeout processing of all contracts, purchase
orders, task orders, delivery orders and interagency agreements.
This transmittal memorandum is required for delivering physically completed contracts to the
closeout contractor, SAMBO ONOS & COMPANY, for action. Ensure all contract files are
included with the memo. The place for delivery is room 297 in Building 4.
Provide one copy of the memorandum to the Contracts Branch Chief, DTS-852, for contract
administration purposes related to the SAMBO ONOS & COMPANY contract. The Contracts
Branch Chief, DTS-852, will execute all closeout documentation as the contracting officer.
Email the Information Systems Support Contractor (P3I) that the contract in question is “physically
completed” at least two (2) working days prior to delivering the contract files to SAMBO ONOS &
COMPANY for closeout action The purpose of this advance email notice is to ensure our
contract’s database is updated to reflect the status of the contract identified in the memorandum as
“physically complete”. Include a hard copy of the email notice in the contract file.
REMINDERS: (1) The Contractor will assist in the collection of close-out related documentation
under the contract using Volpe Checklist VNTSC F 4220.1. (2) Delete instructions and footnote
prior to finalizing your memo.
US DEPARTMENT MEMORANDUM
Subject: Delivery of Physically Completed Contract for Close-out Action;
Contract/Order/Agreement No.: ______________________________________
Contractor Name: _________________________________________________
Contractor Point of Contact/Phone Number: ____________________________
COTR Name/Phone Number: ________________________________________
To: Program Manager
SAMBO ONOS & COMPANY
Include the name and phone number of the contractor’s point of contact for handling the closeout
of contracts etc.
The memorandum is addressed to SAMBO ONOS & COMPANY’s Program Manager assigned to this
contract to avoid the appearance of personal services, i.e., the Government assigning work directly to an
employee of the Contractor.
Attached for close-out services is the subject contract/order/agreement.
cc: DTS-852/O. Cook
bcc: Official File