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Retention Tracker Template + Final Account Checklist

Free construction retention tracker spreadsheet and final account checklist. Track retention, release dates, and close out projects cleanly.

Overview

Retention can represent a significant portion of your profit. Across multiple projects, it's easy to lose track of what's held, when it's due for release, and what documentation is needed. These templates help you stay on top of retention and close out projects cleanly.

2 free templates — download below

Key Takeaways

  • Track retention across all projects in one place
  • Set reminders for release dates
  • Document practical completion and DLP end dates
  • Follow up proactively on overdue retention
  • Keep final account documentation organised

What is Retention in Construction?

Retention is a percentage of each payment withheld by the client as security against defects. It's typically 5% of the contract value, with half released at practical completion and the remainder at the end of the defects liability period (usually 12 months later).

  • Typical retention: 5% (some contracts use 3%)
  • First half released at practical completion
  • Second half released after defects liability period
  • Some contracts cap total retention at a maximum amount

Why Track Retention Carefully?

On a £500,000 contract with 5% retention, you're owed £25,000 that could be forgotten. Multiply this across multiple projects and retention can represent hundreds of thousands in working capital tied up unnecessarily.

  • Retention directly impacts your cashflow
  • Release dates are easy to miss
  • Documentation requirements vary by contract
  • Disputes can delay release further

Download Templates

Retention Tracker Spreadsheet

Excel spreadsheet to track retention across all projects with automatic release date calculations.

Excel

Final Account Checklist

Comprehensive checklist for closing out projects and agreeing final accounts.

PDF

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Using the Retention Tracker

Our Excel retention tracker helps you monitor all retention across your projects in one place. It calculates release dates, tracks amounts, and highlights upcoming releases so nothing falls through the cracks.

  • Enter project details and retention percentage
  • Track practical completion and DLP end dates
  • Automatic calculation of release amounts
  • Colour-coded status for easy review
  • Summary dashboard of total retention held

The Final Account Process

Final account is the process of agreeing the final contract value and closing out commercially. A clear, documented process helps avoid disputes and speeds up the release of retention.

  • Compile all variations and agreed costs
  • Document any claims or disputed items
  • Reconcile payments received vs contract value
  • Agree final account statement with client
  • Obtain signed final account certificate
See the softwareConstruction Valuation Software

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Retention Tracker Template + Final Account Checklist FAQ

First half at practical completion (when the works are substantially complete). Second half at the end of the defects liability period (typically 12 months after practical completion). Check your contract for specific terms.
First, check you've met all requirements (practical completion certificate, defects resolved, etc.). Send a formal request referencing contract terms. If they still refuse without valid reason, you may need to pursue adjudication.
Some contracts allow a retention bond as an alternative to cash retention. This can improve your cashflow but involves bond costs. Check your contract or negotiate this at tender stage.
Retention typically applies to variations in the same way as the original contract sum. If a variation is agreed at £10,000 and retention is 5%, £500 will be retained. Track these separately in your retention schedule.

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