Licence renewal tracker in Excel
One row per licence, policy, AMC or agreement: valid till, when to start the renewal, who owns it and where the copy is. A lapsed or unstarted renewal turns red.
What the file looks like
The heading row and the five example rows, as they open in Excel. Under them the file has empty rows that are ready: the lists, the formulas and the colours are already set.
| Item | Type | Number | Issued by | Valid till | Start (days before) | Start by | Days left | Person | Status | Renewed till | Where the copy is | Remarks |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Factory licence | Licence or registration | FL-0000-1187 | Issuing office | 26 Nov 2026 | 60 | fills itself | fills itself | Pooja | Papers being made | Office file 2, green folder | Consultant to send the list of papers | |
| Fire NOC | Licence or registration | FS-0000-8821 | Issuing office | 12 Oct 2026 | 60 | fills itself | fills itself | Ramesh | Applied | Office file 2 | Inspection date awaited | |
| Vehicle insurance, truck 1 | Insurance | Policy 3021-0000-44 | Insurer | 29 Oct 2026 | 30 | fills itself | fills itself | Arif | Not started | Drive: Vehicles | ||
| Compressor AMC | AMC | AMC 2025-17 | Service vendor | 20 Jan 2027 | 30 | fills itself | fills itself | Vinod | Not started | Office file 4 | ||
| Godown rent agreement | Agreement | Godown, Sector 6 | Owner of the godown | 7 Oct 2026 | 45 | fills itself | fills itself | Pooja | Renewed | 7 Oct 2027 | Office file 1 | Change "Valid till" to the new date |
- Red row: It has lapsed, or the renewal should have started and has not.
- Amber row: The renewal is in progress. Read the remarks.
- Green row: Renewed, or not yet time to start.
The columns, and what to write in each
- Item
What it is: factory licence, fire NOC, vehicle insurance, compressor AMC, godown rent agreement.
- Type
Pick from the list, so that one kind can be filtered.
Licence or registrationInsuranceAMCVehicle papersAgreementCertificateOther - Number
The licence, policy or agreement number, as printed.
- Issued by
The office, insurer or vendor that renews it.
- Valid till
The last day of validity, read from the paper itself.
- Start (days before)
How many days before "Valid till" the renewal must start. Ask your consultant or the issuing office.
- Start by
Fills itself: the day the renewal work must begin.
- Days left
Fills itself: days to "Valid till". Below zero means it has lapsed.
- Person
One name responsible for this renewal.
- Status
Where the renewal is. Pick from the list.
Not startedPapers being madeAppliedRenewed - Renewed till
The new validity, once renewed.
- Where the copy is
The file, folder or drive where the paper is kept.
- Remarks
What is pending: a paper, an inspection, a payment.
How to keep it
- Collect every licence, registration, insurance policy, AMC and agreement. Write one row each, with the "Valid till" date read from the paper itself.
- In "Start (days before)", write how early the renewal must begin: ask your consultant or the issuing office. "Start by" and "Days left" fill themselves.
- Give every row one person. Nobody else is responsible for that date.
- On the first working day of every month, sort by "Start by" and read the red and amber rows with each person.
- When a renewal is done, set "Renewed", write the new validity in "Renewed till", then change "Valid till" to the new date for the next round.
Also in the file: messages
Copy the lines below into a WhatsApp message on the first working day of the month, from the red and amber rows.
RENEWALS (month)
Lapsed: (item), valid till (date). Status: (status). With: (person)
Must start now: (item), valid till (date). With: (person)
In progress: (item), (status), (what is pending)
Renewed last month: (item), now valid till (date)
Reminder: the (item) is valid till (date). The renewal was to start on (start by). Please send the status today, and tell me what is pending.
Free to use and to change. No macros, nothing to install.
Licence and renewal calendar for a factory
A licence and renewal calendar for a factory in Excel: one row per licence, policy, AMC and agreement, when to start each renewal, and one person for each date.
People also look for this as: licence renewal tracker in Excel · compliance calendar for a factory · renewal reminder format · licence expiry register
