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Retention Release Request Letter Template for England and Wales

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Key Requirements PROMPT example:

Retention Release Request Letter

"I need a Retention Release Request Letter for a completed office building project in Manchester, requesting the release of £150,000 retention money following successful completion of the 12-month defects liability period ending March 2025."

Document background
The Retention Release Request Letter is a crucial document in construction and engineering projects governed by English and Welsh law. It is used when a contractor seeks to recover retention monies held by the employer as security for performance. This document is typically issued after practical completion and the expiry of the defects liability period, when conditions for release have been met. The letter should reference the original contract, specify the amount held in retention, and include evidence of completion and compliance with contractual obligations. It forms part of the formal payment recovery process and can be an important precursor to any potential dispute resolution.
Suggested Sections

1. Recipient Details: Full name, address and reference details of the recipient holding retention

2. Project Reference: Identification of the project, contract number, and relevant dates

3. Retention Amount: Statement of the specific retention amount being requested for release, including calculation details if applicable

4. Contractual Basis: Reference to relevant contract clauses and conditions that entitle the release of retention

5. Completion Status: Confirmation of works completion and expiry of defects liability period

Optional Sections

1. Interest Claim: Section detailing any claim for interest on overdue retention amounts, citing Late Payment of Commercial Debts Act where applicable

2. Previous Correspondence: References to prior communications regarding retention release

3. Supporting Documentation Reference: List and description of any supporting documents attached to the letter

Suggested Schedules

1. Practical Completion Certificate: Copy of the certificate confirming practical completion of works

2. Making Good Defects Certificate: Certificate confirming successful completion of defects liability period

3. Payment History Schedule: Schedule showing history of payments and retention amounts held

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok³ÉÈ˰æ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant legal definitions




















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Relevant Industries
Relevant Teams
Relevant Roles
Industries

Construction Act 1996: Housing Grants, Construction and Regeneration Act, including amendments by Local Democracy, Economic Development and Construction Act 2009. Key focus on payment provisions and retention regulations.

Late Payment of Commercial Debts (Interest) Act 1998: Legislation governing interest on late payments and statutory rights to claim interest on overdue retention amounts.

Construction Industry Scheme (CIS) Regulations: Tax regulations that may affect retention payment procedures in construction projects.

Limitation Act 1980: Establishes time limits for bringing claims related to retention monies (6 years for simple contracts, 12 years for deeds).

English Common Law - Contract Principles: Fundamental contract law principles including formation, terms and conditions, breach and remedies applicable to retention agreements.

Scheme for Construction Contracts (England and Wales) Regulations 1998: Provides default provisions that apply when contract terms are inadequate or non-compliant with legislation.

Industry Standards and Professional Obligations: Including JCT (Joint Contracts Tribunal) provisions and other standard form contract requirements relating to retention.

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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