Free download, CSV for Excel
Retention release letter template for contractors
A letter asking for release of retention money after the defect liability period, with an annex of retention deducted bill by bill.
Columns and filled rows
All 5 columns, filled from one work order so the arithmetic can be checked. The download opens in Excel, Google Sheets or LibreOffice.
| Bill | Bill date | Value of work done (₹) | Retention as configured | Retention deducted (₹) |
|---|---|---|---|---|
| RA 1 | 30-04-2024 | 7,68,000.00 | 5% | 38,400.00 |
| RA 2 | 30-06-2024 | 10,43,000.00 | 5% | 52,150.00 |
| RA 3 | 31-08-2024 | 12,26,400.00 | 5% | 61,320.00 |
| RA 4 | 31-10-2024 | 9,57,600.00 | 5% | 47,880.00 |
| RA 5 | 31-12-2024 | 11,72,000.00 | 5% | 58,600.00 |
| RA 6 | 28-02-2025 | 9,99,000.00 | 5% | 49,950.00 |
| RA 7 | 30-04-2025 | 10,94,000.00 | 5% | 54,700.00 |
| RA 8 and final | 31-10-2025 | 9,92,000.00 | 5% | 49,600.00 |
| Total held | 82,52,000.00 | 4,12,600.00 |
To: The Executive Engineer, PWD Satara
Subject: Release of retention money, taluka court annexe
The work was completed and the final bill certified on 31-10-2025. The defect liability period under the contract ended on 31-10-2026, and no defects are pending.
Retention of ₹4,12,600 was deducted from RA 1 to the final bill, as set out in the annex. We request its release.
When the retention release letter is used
When the defect liability period ends. Retention is not released on its own; it is released when asked for, with the deduction history.
- Track the defect liability end date from the day the work order is completed.
- Attach the annex: every bill, its value and the retention deducted. The total must match the client's ledger.
- If part of the retention was released against a bank guarantee, show that line in the annex.
Slab S3 depth reads 150 mm. Drawing S-104 shows 125 mm. Please confirm.
Revised drawing S-104 R2, 14 Sept, attached with the measurement photo.