Source: https://www.quantsurv.com/library/tools/retention-release-tracker Content format: Markdown version of the public page. Content reviewed: 2026-10-11 # Retention release tracker Keep each retention release, its contractual trigger and the unpaid balance visible across your projects. by [Jack Butler-Kettle]() · About 3 min readShare ## How to use it Use a separate row for each release stage. Read the release trigger from your signed contract and amendments. Completion, defects and certification requirements differ. Do not assume that half the retention releases automatically, or that every project uses the same period. ### Retention release tracker One row per release stage. Stage allocation is not the whole retention pot. Amounts exclude VAT. [Download blank Excel workbook]() Free blank template for your own project. The completed example is shown below. No email address required. View the completed example Completed fictional example #### Retention release tracker Scroll across if needed to read the whole record. A dash means no value has been entered. Retention release tracker: completed fictional example | Project / stage ref | Contractual release trigger | Evidence trigger met | Stage allocation (£) | Release requested (£) | Receipts allocated (£) | Requested balance (£) | Request date / service proof | Response / next action | | --- | --- | --- | --- | --- | --- | --- | --- | --- | | Project A / first release | Completion trigger stated in this subcontract | Relevant completion evidence retained | £5,000.00 | £5,000.00 | £3,000.00 | £2,000.00 | 2026-09-21 / email receipt E01 | Chase remaining £2,000 with payment reconciliation | | Project A / final release | Final release conditions in this subcontract | Not yet established | £5,000.00 | £0.00 | £0.00 | £0.00 | Not requested | Check outstanding contractual requirements | Requested balance = requested release less receipts allocated to that stage. Verify the trigger before requesting payment. ## Understanding your results Review the outstanding amount alongside the release trigger, evidence and request status. A forecast date is not proof that release conditions have been met. Confirm the relevant certificate or contractual event before requesting payment. ## How it works - Record the relevant contract term and the evidence that its release trigger has been met. - Enter the amount requested for that stage and the payments allocated to it. Avoid counting one payment against several releases. - Record when and how the request was sent. Keep proof of receipt and identify the next action. - Reconcile the stage amounts to the retention ledger. Keep unresolved defects or deductions visible rather than treating them as agreed. The fictional example requests £5,000 at the first stage and records £3,000 received. Its £2,000 balance is separate from the final release. Use the [retention request guidance]() to assemble your covering correspondence and supporting documents. Our [Final account preparation and assessment]() service tracks ordinary release applications and reconciles receipts. Where a release remains disputed or unpaid, a [Retention recovery]() examines the terms, evidence and outstanding sum. [Browse the Library]()