📍 When to use this template
- After successful completion of the Defect Liability Period (DLP) and rectification of all notified defects.
- Triggered upon expiry of the DLP as defined in the contract agreement.
- Prepared by the Contractor's Billing Engineer/Project Manager and submitted to the PMC/Client for approval.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header / Project Information6 fields
Project Name
_____________
Contract / Package No.
_____________
Document Number
_____________
Date of Submission
_____________
Contractor Name & Address
_____________
Client / Employer Name
_____________
2Contract & Billing Summary8 fields
Original Contract Value (as per LOA/Agreement)
_____________
Final Certified Bill Value (as per Final Bill)
_____________
Total Retention Amount Deducted
_____________
Rate of Retention (%)
_____________
Date of Practical Completion / Taking Over
_____________
Defect Liability Period (DLP) Duration
_____________
DLP Start Date
_____________
DLP Expiry Date
_____________
3Retention Release Details9 fields
Total Retention Amount to be Released
_____________
Amount Released on Practical Completion (1st Half, if any)
_____________
Date of 1st Half Release
_____________
Balance Retention Amount for Final Release (2nd Half)
_____________
Bank Guarantee (BG) Details (if submitted in lieu of cash retention)
_____________
BG Number & Date
_____________
Issuing Bank
_____________
BG Expiry Date
_____________
4Defect Rectification Confirmation5 fields
Confirmation that all defects notified during DLP are rectified
_____________
Reference to Joint Inspection Report for DLP Completion
_____________
Date of Joint Inspection
_____________
Confirmation of 'No Outstanding Defects'
_____________
PMC/Engineer's Sign-off on Defect Closure (Reference No.)
_____________
5Supporting Documents Checklist7 fields
Copy of Final Bill Certificate
_____________
Copy of Taking-Over Certificate / Completion Certificate
_____________
Copy of DLP Completion Joint Inspection Report
_____________
No-Claim Certificate (NCC) from Contractor
_____________
Indemnity Bond (if required by contract)
_____________
Original Bank Guarantee for return (if applicable)
_____________
Clearance from Statutory Bodies (if applicable)
_____________
6Approval & Payment Processing7 fields
Submitted By (Contractor's Rep.) & Signature
_____________
Verified By (PMC Billing Engineer) & Signature
_____________
Recommended By (PMC Project Manager) & Signature
_____________
Approved By (Client / Employer's Authority) & Signature
_____________
Payment Processed On (Date)
_____________
UTR / Cheque No.
_____________
💡 Sample filled excerpt
**Section: Retention Release Details**
**Balance Retention Amount for Final Release (2nd Half):** ₹ 12,50,000/-
**Remarks:** Being the balance 50% of total retention (₹ 25,00,000/-) due for release upon successful completion of 12-month DLP on 14-Mar-2024.
**Reference:** As per Clause 45 of GCC and Final Bill Certificate No. FBC-01 dated 15-Jan-2023.
⚖ Compliance notes
- Fulfils contractual obligations for release of retention money as per FIDIC Sub-clause 14.9 (Release of Retention Money) or equivalent clause in CPWD/private contracts.
- Essential document for financial closure audits, verifying all contractual obligations are met before final payment.
- Mandatory for processing the final payment tranche post-DLP. The accounts department will not release the retention amount without this approved form.
- Often submitted along with the 'No Claim Certificate' (NCC) to signify the end of all financial claims from the contractor.