Use one line per retention event, not merely one total per job. The structure below is usable on-page or in a print-friendly working record. It does not interpret the contract or create a universal release date.
| Field | What to record |
|---|---|
| Job / contract reference | The precise job and contract identity |
| Application / invoice reference | The document connected to the retention |
| Gross amount and retention amount | State the currency/tax basis used |
| Relevant milestone | The milestone you believe relates to release |
| Stated release condition | Quote/reference the actual contract term; do not paraphrase from memory |
| Expected date and confidence | Forecast assumption, not a promise |
| Evidence held | Certificate, correspondence, application or other record |
| Actual receipt / balance | Date, amount and unresolved balance |
| Owner / next action | One named follow-up action |
Fictional worked entry
| Job | Retention | Stated condition | Expected date | Evidence | Next action |
|---|---|---|---|---|---|
| HAY-042 (illustrative) | £1,250 | Contract clause reference recorded | 15 Nov (forecast) | Application and certificate reference | Commercial lead to confirm milestone evidence |
The fictional row is a structure, not an indication of entitlement or a legal deadline. At the weekly cash review, check whether the evidence/condition actually supports the forecast and update the action rather than simply moving the date forward.
Related FoxSums resources
- 13-Week Cash-Flow Forecast
- Retentions: Cash-Flow Guide for Small Contractors
- Receivables and Collection-Action Register
Next step
Update the retention register whenever an amount is agreed, certified, expected or received.
Important
General information only. Check the facts and current official guidance for the business’s circumstances.
Sources and review
- Evidence check date: 2 November 2026. This is a specialist construction and trades resource; it is not presented as general small-business compliance guidance.
- FoxSums operational guidance. This resource does not make a tax, legal or regulatory determination.