📍 When to use this template
- Created at the start of a project and updated whenever a new BG is received or an existing one is amended.
- Reviewed monthly by the contracts/billing team to identify BGs expiring within the next 60-90 days.
- Maintained by the Project Manager or the Contracts Administrator throughout the project lifecycle, including the Defects Liability Period (DLP).
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header / Project Information6 fields
Project Name
_____________
Contract / Package No.
_____________
Log Reference No.
_____________
Last Updated Date
_____________
Prepared By (Name & Designation)
_____________
Approved By (Name & Designation)
_____________
2Bank Guarantee Identification8 fields
Contractor / Agency Name
_____________
Type of BG (e.g., Performance Security, Mobilization Advance, Retention, EMD)
_____________
BG Reference Number
_____________
Issuing Bank Name
_____________
Issuing Bank Branch & IFSC Code
_____________
BG Amount (INR)
_____________
BG Issue Date
_____________
3Validity & Renewal Tracking8 fields
BG Validity From Date
_____________
BG Validity Upto Date (Expiry)
_____________
Claim Period Upto Date
_____________
Days Remaining for Expiry
_____________
Renewal Reminder Date (e.g., 60 days prior to expiry)
_____________
Renewal Request Letter No. & Date
_____________
Status of Renewal (e.g., Pending, Submitted, Received, Not Applicable)
_____________
Extended Validity Date (Post-Renewal)
_____________
4Verification & Custody5 fields
BG Confirmation Sent to Bank (Date)
_____________
BG Confirmation Received from Bank (Date)
_____________
Verification Status (e.g., Confirmed, Discrepancy Noted)
_____________
Physical Custody Location (e.g., Accounts Safe, Head Office)
_____________
Scanned Copy Reference
_____________
5Release / Invocation Status8 fields
Current Status (e.g., Active, Released, Invoked, Returned)
_____________
Invocation Date (if any)
_____________
Invocation Amount (if any)
_____________
Release Request Date
_____________
Release Approval Date
_____________
Date BG Returned to Contractor
_____________
Acknowledgement of Receipt (Ref. No. & Date)
_____________
Remarks / Notes
_____________
💡 Sample filled excerpt
Sr. No: 5 | Contractor: ABC Infra Ltd. | Type of BG: Performance Security | BG Number: SBINBG12345678 | BG Amount: 2,50,00,000 INR | Validity Upto Date: 15-JUL-2025 | Renewal Reminder Date: 15-MAY-2025 | Current Status: Active
⚖ Compliance notes
- Fulfills contractual obligations under FIDIC Sub-clause 4.2 (Performance Security) and 14.2 (Advance Payment).
- Essential for compliance with CPWD Works Manual and General Conditions of Contract (GCC) clauses on Performance Guarantee (Clause 1A) and Security Deposit.
- A critical document for internal and statutory audits to verify that financial securities against advances and performance are actively maintained.
- Helps ensure the security is valid through the project completion and the entire Defects Liability Period (DLP) as required by the contract.