Contract register template
One list of every supplier contract, with the dates that matter. Download the CSV and fill in one row per contract.
Templates are guides only. Adapt the columns to your own policies, and ask your legal team about any publishing or record-keeping duties that apply to you. This is not legal advice.
A contract register is one list of every supplier contract you have, with the dates and values that matter. It's the first thing an auditor asks for and the only reliable way to see renewals coming. Download the template below, then fill in one row per contract.
Contract register template (CSV)
Opens in Excel, Google Sheets or Numbers. It has the columns below and two example rows to show the format; delete them before you start.
The columns
| Column | What to enter |
|---|---|
| Contract reference | Your own unique reference, so every document can point to the same row. |
| Supplier legal name | As registered at Companies House, not a trading name. |
| Company number | Lets you match the supplier to Companies House and your finance system. |
| Contract title | What it's for, in plain words. |
| Category | For example Technology, Facilities, People and HR, Marketing or Professional services. |
| Contract owner | The named person responsible for the renewal decision. |
| Tier | T1 to T4. See our supplier tiering guide. |
| Start date | When the current term began. |
| End date | When the current term ends. |
| Notice period (days) | How much notice the contract needs to end it. |
| Notice deadline | End date minus the notice period. The spreadsheet can work this out: in Excel, if the end date is in column I and the notice period in column J, use =I2-J2 and format it as a date. Our notice period calculator handles notice in months. |
| Auto-renews | Yes or No. |
| Renewal term (months) | How long each automatic renewal lasts. |
| Annual value (£) | Expected spend per year, excluding VAT. |
| Total contract value (£) | Over the whole term, including extensions you expect to use. |
| Personal data | Yes or No. If Yes, record where the data processing agreement is. |
| Contract location | A link to the signed contract in SharePoint, OneDrive, Google Drive or your document system. |
| Status | Active, Under review, Ending or Ended. |
| Notes | Price review dates, break clauses, anything unusual. |
Public sector columns
If you're a contracting authority under the Procurement Act 2023, add the procurement procedure, the procurement and contract identifiers from the Central Digital Platform, the supplier's unique identifier and the value including VAT (the Act's thresholds include VAT). Local authorities in England also have publishing duties under the Local Government Transparency Code. Check what applies to you with our Procurement Act checker and your adviser.
Keeping it useful
- One row per contract, not per supplier. A supplier with three contracts has three rows, each with its own dates.
- Use real dates in a date format, so you can sort and filter by notice deadline.
- Review it every month. Sort by notice deadline and look at the next 6 months.
- Agree who updates it. A register that only one person updates goes stale when they're away.
- Keep a copy of every version if auditors rely on it, or move to a system that records changes.
SupplierVault keeps the register for you. Import your suppliers with their contract start and end dates and notice periods from a spreadsheet, and each review date and notice deadline is worked out, counted down on the Renewals page and added to your calendar. Export the register to Excel whenever you need it.
Templates are guides only. Adapt the columns to your own policies, and ask your legal team about any publishing or record-keeping duties that apply to you. This is not legal advice.