Explain unfinished retention release conditions in the administration claim

The ledger total does not explain the conditions

The head contractor enters administration while your retention remains recorded as a receivable. Before supplying creditor information, identify the contractual release conditions and which have actually been met. A figure in the ledger does not by itself explain whether payment is due or what remains uncertain. Obtain construction and insolvency advice about the actual contract and claim.

Describe the unfinished milestone

Imagine a subcontractor with final retention linked to completion documents and an outstanding inspection. The project has stopped before the inspection occurs. Gather the agreement, relevant certificates, correspondence and evidence of the work's current state. Do not issue a certificate yourself or mark the condition satisfied merely to simplify the creditor submission. Explain the missing step accurately.

Use the appointed process

ASIC explains that a voluntary administrator takes control of the company's business and affairs. Contact the appointed administrator through verified details about the information and process required for your position. Provide the relevant documents and seek advice about the claim's treatment. This article does not determine admission, voting value, priority or the amount ultimately recoverable.

Source: ASIC: Voluntary administration - a guide for creditors

Separate fact from your legal position

State what was deducted, what the agreement says and what completion evidence exists. Keep the adviser's assessment of entitlement distinct from the raw records. In the inspection example, ask how to describe the unresolved condition rather than choosing between pretending the whole balance is due and omitting it entirely. The administrator needs an accurate account of the asserted claim and its basis.

Include developments after appointment

If a certificate, inspection report or release communication arrives later, preserve its actual date and provide it through the advised process. Do not rewrite the original submission as though that evidence existed earlier. Ask whether a revised or additional document is required. Keep relevant response dates visible and clarify uncertainty promptly with the adviser and administrator.

Keep recovery expectations qualified

Use the supported position in internal reporting and show unresolved entitlement or timing questions. Do not budget the retention as an imminent bank receipt merely because creditor details have been supplied. Clear disclosure of the conditions helps the administrator assess the claim and the business understand its exposure. It does not promise acceptance or a distribution from the administration.