Release of Retention in Construction Letter Sample

Release of Retention in Construction Letter Sample

The release of retention in construction letter is an essential document that signifies the end of a construction project and the release of withheld funds. It serves as confirmation that all contractual obligations have been fulfilled and that the final payment can be made to the contractor. The letter includes important details such as project completion date, final inspection results, and any outstanding issues that need to be resolved prior to the release of the retention. This document not only provides protection to both parties involved but also ensures transparency and accountability in the construction industry. The release of retention in construction letter is a crucial step towards the successful completion of any construction project.

How to Write Release of Retention in Construction Letter Sample?

Here is Release of Retention in Construction Letter Sample, you can use as a template or reference for your needs.

[Your Company's Letterhead]

[Owner/General Contractor's Name]
[Owner/General Contractor's Address]

Subject: Release of Retention in Construction Project

Dear [Owner/General Contractor's Name],

I hope this letter finds you well.

We are writing to formally request the release of retention for the completion of [Project Name]. As per the terms and conditions of the contract, we have successfully finished all required work and have fulfilled all contractual obligations.

Please find attached the required documents evidencing the completion of the project, including but not limited to:

1. Final inspection report
2. Certificate of substantial completion
3. Certificate of occupancy
4. Final payment application

We kindly request that you promptly process the release of retention in accordance with the agreed contract terms, which specifies a [Retention Percentage]% retention for a period of [Retention Period]. This release of retention will enable us to close out our financial obligations and ensure the successful conclusion of the project.

We appreciate your attention to this matter and your prompt response. Should you require any further documentation or information, please do not hesitate to contact us.

Thank you for your cooperation.

Yours sincerely,

[Your Name]
[Your Position]
[Your Company Name]
[Your Company Address]
[Your Contact Number]
[Your Email Address]

Letter Sample Tags

construction, release, retention

Good to know when writing

  1. Use proper business letter format: Start with your contact information, followed by the date and the recipient's information.
  2. Clearly state the purpose of the letter: Begin by stating that the letter is regarding the release of retention in construction.
  3. Provide relevant details: Include specific information such as the project name, contract number, and completion date.
  4. Explain the retention process: Clearly outline how the retention amount is calculated and held back during the construction project.
  5. Emphasize completion of the project: Highlight that the project has been successfully completed, meeting all contractual requirements.
  6. Request for release: Politely ask the recipient to release the retention amount as per the contract terms.
  7. Attach supporting documents: Include any necessary documentation, such as certificates of completion or inspections, to strengthen your case.
  8. Be professional and concise: Use formal language, avoid unnecessary details, and keep the letter to one page if possible.
  9. Request confirmation of receipt: Ask the recipient to acknowledge receipt of the letter and confirm the release of retention.
  10. Follow-up if necessary: If you do not receive a response within a reasonable time frame, politely follow up to ensure that the matter is addressed.


Questions to be asked when writing Release of Retention in Construction Letter :

  • What is a release of retention in construction letter?
  • What is the purpose of the letter?
  • Who should the letter be addressed to?
  • What information should be included in the letter?
  • Are there any legal requirements or guidelines that should be followed when writing the letter?
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