A contracts register is a basic but powerful tool for the volunteer treasurer to have. The goal of the contracts register is to compile a list of all of your organization’s major contracts. Most businesses have several contracts, and even tiny businesses are likely to have contracts that must be monitored. The contracts register also makes it easier to examine regularly without having to read through each contract, which can be several pages long. Furthermore, reviewing the contracts register and determining what needs to be done before they expire might be a regular agenda item for a finance subcommittee meeting.

10+ Contract Register Samples

Contract registries keep track of contracts that have been awarded. They could be developed for a specific project or by a big contracting organization like a local government, which may have a huge number of active contracts at any given moment. There may be several sub-registers for distinct projects, departments, or locations if the situation is extremely complicated. Contract registers are a great resource for tracking contract status and can be used by government agencies to increase transparency. During the mobilization stage of a project, a principal contractor may create a contract registry. This can be useful information not only for tracking contracts but also if the principal contractor goes bankrupt.

1. Contract Register Template

contract register template

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  • MS Word
  • Google Docs
  • Apple Pages

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2. Request Contract Register

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  • PDF

Size: 75 KB

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3. Agency Contract Register

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  • PDF

Size: 229 KB

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4. Corporate Contract Register

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  • PDF

Size: 696 KB

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5. Product Remittance Contract Register

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Size: 59 KB

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6. Contract Register & Remittance Report

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Size: 209 KB

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7. Public Contract Registry

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Size: 201 KB

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8. Advertsing Exemption Contract Register

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Size: 135 KB

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9. Contract Register Payment Monitoring

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Size: 59 KB

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10. Sample Contract Register

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Size: 668 KB

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11. Contract Register Update

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Size: 41 KB

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Information Included in Contract Register

– The contract’s identification number.
– The contract’s objective.
– The work’s location.
– Who is the deal with (this isn’t always as obvious as one might wish).
– When and who signed the contract.
– The location of the original signed contract.
– Who is in charge of the contract?
– The contract’s current status.
– Payments have been made.
– Retention is important.
– The beginning date.
– The deadline for completion.
– Information on any time extensions or modifications to the contract sum.

Contract registers will most likely be created digitally, with the ability to import or export data to or from other databases or software, as well as generate reports automatically. In the case of some contracts, security concerns and information confidentiality may need to be addressed.

Contract management software can be used to keep track of contract terms and progress, giving contract managers up-to-date data and allowing them to make better decisions.

When creating your contract registration, keep the following things in mind:

  • The contract’s title and purpose are described.
  • The supplier’s name.
  • The date the contract was signed and the date it will expire.
  • The contract’s monetary worth.
  • Who is in charge of contract management?
  • The location of the whole contract’s original copy.

Many school business managers sign contracts for various products and services, and then the documentation is stored away or lost, and the specifics of when a contract begins, ends, and the terms and prices agreed upon are forgotten. When a contract renewal letter appears on your desk out of the blue, giving you a week’s notice and little time to investigate alternatives, this can put you at a significant disadvantage.

FAQs

What is the importance of a contract register?

  • It ensures that all of your contract information is preserved in one easy-to-find location.
  • It gives you advance notice about contracts that are about to expire.
  • It allows you to examine alternatives.
  • It keeps a record of your contracts that can be audited.
  • It allows you to compare your contracts to those of other companies.
  • It gives you an estimate of how much money you’ll spend on things that aren’t covered by contracts.
  • It guarantees that providers do not mislead you with false information or dates.
  • It prevents you from being pressured into “rolling over” contracts.

What are other examples of contracts that you may have included?

  • Contracts for the maintenance of capital equipment like heaters and air conditioners.
  • Contracts for the upkeep of office equipment such as photocopiers, computers, servers, and phone systems.
  • Contracts for the rental of automobiles, office equipment, and other commodities.
  • Contracts for the internet, telephone, and mobile phone.
  • Insurance protection.
  • Regular inspections of fire extinguishers, power outlets, smoke detectors, security alarm systems, and other electrical equipment are all safety requirements.
  • Information for any outside contractors, such as cleaning and maintenance personnel.

The contracts register is a useful and simple tool for keeping track of and managing your contracts. Furthermore, it is not difficult to prepare, and if you do not already have one, it is a good way to verify and analyze whether you have adequate contracts in place, and if not, take action.

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