Pay less notice drafting sheet
See a completed payment-cycle illustration and the calculation, contract checks and service record behind it.
by Jack Butler-Kettle · About 3 min readShare
How to use it
Complete the contract and timing checks before drafting. Replace the fictional amounts, reasons and references with a fully supported calculation for the actual payment.
Pay less notice drafting sheet
Complete the contract and timing checks before drafting. Replace the fictional amounts, reasons and references with a fully supported calculation for the actual payment.
Free blank template for your own project. The completed example is shown below. No email address required.
View the completed example
Completed fictional example
Westhaven refurbishment · 14 October 2026 · Version 1.0
Notice details
- Project / contract
- Westhaven refurbishment; fictional order WH-042
- Payer / sender
- Alder Mere Projects Ltd, authorised commercial lead
- Payee / recipient
- Westhaven Interiors Ltd, contractual notice recipient
- Payment cycle
- October 2026; application APP-10
- Notice date
- 27 October 2026
- Final date for payment
- 16 November 2026, from agreed schedule P rev 2
Notice of intention to pay less
For the identified payment, the payer considers £164,000 excluding VAT to be due at the date this notice is given. The basis is the notified sum of £180,000, less the £11,000 valuation adjustment and £5,000 retention explained below.
The £11,000 adjustment removes work not completed at the valuation date, identified in measurement review MR-10 items 1 to 4. The £5,000 retention is calculated under the agreed retention schedule and reconciliation RR-10. Both schedules accompany this illustration.
This is fictional original wording for study. The actual notice must satisfy the applicable contract and statutory requirements, including timing, content, authority and service.
Calculation supplied with the notice
Scroll across if needed to read the whole record. A dash means no value has been entered.
| Item | Amount (£) | Basis / evidence |
|---|---|---|
| Notified sum | £180,000.00 | APP-10; identify the operative notice for the real payment |
| Valuation adjustment | -£11,000.00 | MR-10 items 1 to 4: uncompleted work |
| Retention | -£5,000.00 | RR-10; contractual basis and prior retention reconciled |
| Sum considered due | £164,000.00 | 180,000 - 11,000 - 5,000 |
Preparation and delivery checks
Scroll across if needed to read the whole record. A dash means no value has been entered.
| Check | Completed fictional record |
|---|---|
| Deadline | Project-specific schedule P rev 2 checked: latest service 9 Nov 2026; issued 27 Oct |
| Recipient / method | Named notice recipient through the agreed portal route |
| Issued version and receipt | PLN-10 r1 with MR-10 and RR-10; portal receipt R-271 retained |
The dates are an expressly invented project timetable, not a default notice period. A calculation alone does not prove a notice valid or establish entitlement to deduct.
Understanding your results
The dates are an expressly invented project timetable, not a default notice period. A calculation alone does not prove a notice valid or establish entitlement to deduct.
How it works
The Word file provides an unpopulated working structure to complete for your project. The completed fictional example stays on this page.
Read the related guidance for the context and checks behind this template.
If you need help preparing or reviewing the project records, our quantity surveying services explain the tasks available under a separate appointment. Agree the deliverable, responsibilities and required specialist input before work starts.