How to Collect Debts in the Czech Republic for Romanian Businesses: A Legal Guide

Romanian businesses operating across borders face significant challenges in collecting debts from Czech debtors due to fundamental differences between legal systems. While both nations operate within the EU, Czech procedures require strict compliance with mandatory pre-action notifications and specialized court mechanisms. Success depends on understanding unique enforcement processes and the three-year statute of limitations.

Understanding the Czech legal environment and its distinctions from Romanian practice

The Czech Republic operates within a civil law system that shares some common elements with Romanian jurisprudence, yet maintains fundamental procedural distinctions that significantly impact debt collection outcomes. The Czech legal framework governing commercial obligations derives primarily from the Czech Civil Code and the Code of Civil Procedure. Romanian businesses expanding operations into Czech markets frequently discover that assumptions valid under Romanian law create procedural vulnerabilities in the Czech environment.

The most critical distinction between Czech and Romanian debt collection frameworks lies in the mandatory nature of pre-action notification procedures regarding cost recovery. Under Section 142a of the Czech Code of Civil Procedure, creditors are legally required to send a formal pre-action letter, known as a předžalobní výzva, to the debtor at least seven days before filing a claim in court. While failure to send this letter does not strictly prevent the filing of the lawsuit itself, it constitutes a mandatory prerequisite for the recovery of legal costs.

The consequences of failing to send this mandatory notification are financially significant. A creditor who files a lawsuit without having first served the required předžalobní výzva will generally be unable to recover their court costs and legal fees even if they win the case entirely. This creates a situation where a successful creditor might obtain judgment but still suffer a net financial loss after accounting for unrecoverable legal expenses.

The Czech legal environment also imposes strict requirements regarding the content and delivery method of this pre-action letter. To achieve legal compliance, the letter must clearly identify both the creditor and the debtor, specify the precise amount owed including principal and any default interest, and state the legal basis of the claim. Furthermore, the letter must include an explicit warning that failure to pay will result in legal action.

For Czech legal entities, holding a data box is mandatory, and delivery to it creates a legal fiction of delivery generally 10 days after the message is available even when the recipient does not actually access the message.

The mandatory pre-action notification: Foundation of Czech debt collection

The předžalobní výzva serves as far more than a courtesy reminder to the debtor. This mandatory notification constitutes the legal foundation upon which the claim for cost reimbursement rests, and Romanian businesses must treat it with the formality and precision it demands under Czech law. The notification establishes that the creditor made a genuine attempt at amicable resolution before escalating to litigation.

The formal requirements for this letter extend beyond simple content specifications to encompass precise procedural details that determine whether the letter satisfies legal requirements. The letter must specify the performance requested, clearly identifying the grounds upon which the claim is based such as reference to a specific contract or invoice number.

If the debt involves continuously increasing components, such as ongoing service payments subject to accumulating late fees, the letter should explicitly address this dynamic nature. When served by registered mail, the creditor must retain the postal receipt as proof of posting; when served via data box, the electronic system automatically creates verification of delivery.

Romanian businesses often underestimate the complexity of this seemingly straightforward notification step. Legal specialists regularly encounter situations where well-intentioned creditors inadvertently fail to include essential content elements or use delivery methods that later prove deficient in court proceedings. A pre-action letter that omits reference to the specific contract governing the obligation may not satisfy the statutory requirements despite good faith efforts at notification.

Similarly, a creditor who sends notification by methods that do not create verifiable delivery proof faces enormous difficulty establishing that the notification actually occurred. This procedural vulnerability becomes particularly acute when dealing with corporate debtors who maintain multiple office locations or when principal contacts change during the collection process.

The safest approach involves engaging legal counsel experienced in Czech procedures to prepare the initial pre-action letter and ensure proper content and delivery.

microFAQ – Legal tips on Czech pre-action notification requirements

1. Does the pre-action letter need to be sent by registered mail, or are other delivery methods acceptable under Czech law?
The letter may be sent by multiple methods, including registered mail or data box (datová schránka), provided the method creates verifiable proof of delivery or posting to the correct address. Data box delivery is the standard for B2B communications with Czech entities. The method chosen must allow the creditor to prove that the letter was sent to the debtor's registered seat or last known address.

2. What happens if the debtor claims they never received the pre-action letter?
The creditor must provide evidence that the letter was sent to the correct address. With registered mail, the postal receipt serves as this evidence (deemed delivery rules may apply). With data box, the electronic confirmation of delivery suffices. Without such evidence, the creditor risks losing their right to recover legal costs in subsequent court proceedings.

3. Can a lawyer send the pre-action letter on the creditor's behalf, and does this affect the legal validity of the notification?
Yes, a lawyer may (and often should) send the notification on behalf of the creditor. This ensures legal validity; what matters is that the notification meets all statutory requirements of § 142a of the Code of Civil Procedure and reaches the sphere of the debtor.

The platební rozkaz: Czech fast-track debt collection procedure

For undisputed monetary claims with clear documentary support, the Czech legal system provides an accelerated judicial procedure called the platební rozkaz (payment order). This streamlined process allows a judge to issue a binding payment order based solely on written documentation and evidence submitted by the creditor, without requiring an oral hearing or presentation of witnesses at the initial stage.

The platební rozkaz process initiates when the creditor files a formal application with the competent district court, providing all relevant documentary evidence demonstrating the existence and validity of the claim. The court reviews the application on a purely documentary basis; the judge examines contracts, invoices, delivery notes, and correspondence to determine whether the creditor's claim appears well-founded.

If the court determines that the claim meets statutory requirements and appears justified based on the submitted evidence, the judge issues the platební rozkaz and causes it to be formally served upon the debtor. At this point, a strict fifteen-day countdown begins; the debtor must either pay the full amount claimed or file a formal objection known as an odpor. The automatic cancellation triggered by a filed objection transforms the case from a streamlined written procedure into a full-scale civil lawsuit with all attendant complexity.

The cost structure of the platební rozkaz procedure generally follows the standard court fee regulations. The court fee typically amounts to 5% of the claimed amount (with a minimum fee). Romanian businesses must recognize that if the debtor files an objection and the case escalates to full litigation, the creditor may face additional legal representation costs associated with contested proceedings.

microFAQ – Legal tips on the platební rozkaz procedure

1. What documents must be submitted with the platební rozkaz application to maximize the likelihood that the court will issue the payment order?
Submit comprehensive documentary evidence that clearly establishes the claim's validity: the signed contract, all original invoices, proof of delivery such as signed delivery notes or transport documents, and any correspondence with the debtor acknowledging the debt. The quality of this documentary package directly influences whether the judge becomes convinced that the claim is well-founded.

2. If the debtor files an objection to the platební rozkaz, what happens next?
The payment order is cancelled, and the case automatically transforms into ordinary civil litigation. The plaintiff (creditor) is usually called upon to pay any difference in court fees (if applicable) and to substantiate their claim further for the standard hearing process.

3. Can the creditor do anything to prevent the debtor from filing an objection?
No. The Czech Code of Civil Procedure grants every debtor the absolute right to file an objection within fifteen days of receiving the payment order. However, a well-prepared claim with overwhelming evidence may discourage frivolous objections if the debtor realizes they will ultimately lose and bear all costs.

Statute of limitations and the three-year hard deadline

Romanian businesses operating in Czech markets confront a legal deadline mechanism that operates with rigor. Under the Czech Civil Code, the standard subjective limitation period (promlčecí lhůta) for commercial claims extends three years from the date when the right could be exercised for the first time. The significance of this limitation period cannot be overstated.

The three-year clock typically begins running from the original invoice due date. After this deadline passes, the claim continues to exist as a "natural obligation," but if the debtor raises a formal limitation objection during court proceedings, the court must dismiss the claim.

This procedural trap operates against creditors who employ informal collection strategies. Informal actions such as sending payment reminders, demand letters, or engaging in settlement negotiations do not interrupt or suspend the running of the limitation period under Czech law. Generally, only specific actions affect the clock.

Crucially, a proper written acknowledgment of debt (uznání dluhu) by the debtor has a powerful effect under Czech law: it creates a new limitation period of ten years from the date of acknowledgment.

Romanian companies have sometimes fallen victim to debtor strategies involving delay tactics designed to exhaust the limitation period. A debtor may string along a creditor with negotiations until the three-year window closes. Once the limitation period expires, the debtor need only file a limitation objection to render the claim uncollectible in court.

European Payment Order and cross-border collection alternatives

For Romanian creditors pursuing Czech debtors when both parties operate within different European Union member states, the European Payment Order (EPO) represents an alternative mechanism. The EPO constitutes a standardized cross-border procedure governed by EU Regulation 1896/2006, which creates a simplified mechanism for recovering uncontested monetary claims.

The EPO application process commences by completing Form A with details of the parties, the nature and amount of the claim, and supporting documentation. The creditor submits this application to the competent court, which generally has thirty days from receipt of the complete application to issue the European Payment Order.

Once the court issues the EPO, the order must be served upon the debtor. The debtor then has thirty days to either pay the claimed amount or file a statement of opposition. If the debtor submits no opposition within this window, the EPO automatically becomes enforceable throughout the European Union without any requirement for a separate declaration of enforceability.

However, the EPO procedure remains available only for genuinely uncontested monetary claims that are due for payment. If the debtor raises any dispute, the EPO mechanism becomes unavailable or transforms into litigation.

The cost structure of EPO applications in the Czech Republic is governed by the Act on Court Fees, generally mirroring the 5% fee applicable to domestic commercial disputes. This is comparable to domestic Czech litigation costs, but the EPO offers the advantage of a standardized form and cross-border recognition. For straightforward invoice collection where the amount owed and due date are clearly documented, the EPO mechanism can prove highly efficient.

microFAQ – Legal tips on European Payment Order procedures

1. What is the practical difference between the EPO procedure and the domestic Czech platební rozkaz?
The EPO operates across EU borders and provides automatic enforceability throughout EU member states if unopposed. The platební rozkaz is a domestic Czech procedure. The EPO is often preferred when the creditor wants a judgment easily enforceable in other EU states as well, although for a Czech debtor with assets only in CZ, the domestic order is also very effective and widely used.

2. Does filing an EPO application require Czech court involvement?
If the defendant (debtor) is domiciled in the Czech Republic, the Romanian creditor generally must file the EPO application with the competent Czech court.

3. If the Czech debtor files an opposition to the EPO, what happens?
The claimant can choose in advance whether to terminate the proceedings or transfer the case to ordinary civil courts (usually in the Czech Republic) or, for small claims, to the European Small Claims Procedure.

The enforcement mechanism: Exekuce and private bailiff proceedings

A judgment or payment order represents merely the midpoint in the debt collection process; the creditor must still convert this legal entitlement into actual receipt of payment through the enforcement process known as exekuce. This enforcement stage constitutes the "teeth" of Czech debt collection, where court-appointed private bailiffs (exekutoři) employ extensive powers to seize debtor assets.

The enforcement process commences when the creditor files an enforcement proposal with the bailiff or court, presenting the enforceable title. The bailiff then notifies the debtor and provides a 30-day voluntary compliance period during which the debtor may satisfy the obligation with reduced enforcement costs.

Should the debtor fail to comply voluntarily, Czech law grants the bailiff broad powers. The bailiff may freeze and seize funds in the debtor's bank accounts. The bailiff generally contacts the banking system electronically, and funds are seized immediately.

The bailiff possesses authority to garnish the debtor's wages or other income, seize and auction movable property, and place liens on or force the sale of real estate. The cost structure of the enforcement process involves statutory fees. The costs of enforcement are primarily borne by the debtor. The bailiff's fee is calculated based on statutory tariffs plus reimbursement of cash expenses. While the creditor might be asked to pay a modest advance, the ultimate financial burden falls on the defaulting debtor.

The duration of enforcement proceedings varies dramatically depending on the debtor's asset situation. Bank account seizures may be satisfied quickly, while forced real estate sales may span many months.

Payment culture, default interest, and commercial realities in the Czech market

Romanian businesses entering Czech commercial markets must confront a payment culture that can be challenging. Late payment is not uncommon in B2B transactions. Default interest accrues automatically upon late payment, with the statutory rate determined by government regulation implementing the EU Late Payment Directive.

For B2B transactions, creditors may demand this statutory default interest automatically upon the invoice due date passing. Beyond interest, Czech law provides creditors with a minimum compensation for recovery costs. Creditors are entitled to a fixed compensation of CZK 1,200 for each claim, applied in addition to interest. This compensation applies automatically without requiring the creditor to prove actual collection expenses.

The Czech contractual penalty is a powerful mechanism allowing parties to agree to specified monetary penalties for contract breach.

Executive summary for management

Debt collection in the Czech Republic requires managing a distinctly different procedural environment than many other European jurisdictions. The following key considerations should inform strategic decision-making:

• Mandatory pre-action notification requirements are critical for cost recovery: Section 142a of the Czech Code of Civil Procedure requires sending a formal pre-action letter at least seven days before filing a lawsuit to preserve the right to recover legal costs.
• Three-year statute of limitations: The limitation period for commercial claims generally extends three years from the due date. Only formal legal proceedings or a specific written acknowledgment of debt interrupts this deadline.
• Out-of-court settlements are common: A significant number of Czech commercial debt cases resolve without full trial proceedings, suggesting that strategic early engagement of collection specialists is cost-effective.
• The enforcement process depends on assets: Obtaining a judgment is only the first step. Recovery depends on the private bailiff's ability to seize assets. Pre-litigation checks are essential.
• Procedural complexity: Czech debt collection involves specialized procedures (platební rozkaz) and mandatory communication systems (Data Box) that differ from Romanian law.

Conclusion of the article

Debt collection in the Czech Republic requires Romanian businesses to navigate a complex procedural environment with mandatory pre-action notification requirements, specialized court procedures, and statutes of limitations. The streamlined platební rozkaz procedure offers significant advantages for undisputed claims, while the European Payment Order provides cross-border alternatives. However, the numerous procedural requirements create opportunities for error.

Success in Czech debt collection depends fundamentally upon early and professional management of the process. ARROWS Law Firm possesses extensive experience assisting Romanian and other foreign creditors in navigating Czech debt collection procedures, managing pre-action notifications, and orchestrating enforcement proceedings. 

The lawyers at ARROWS Law Firm combine deep knowledge of Czech procedural requirements with an understanding of cross-border commerce. For assistance with Czech debt collection matters, strategic evaluation of specific debtor situations, or representation throughout collection proceedings, contact office@arws.cz.

FAQ – Frequently asked legal questions about debt collection in the Czech Republic

1. What is the most critical mistake Romanian companies make when collecting debts in the Czech Republic?
Failing to send the mandatory pre-action letter (předžalobní výzva) at least seven days before filing a lawsuit. This oversight eliminates the creditor's right to recover legal costs and court fees from the debtor. If you are facing a debt collection situation, contact office@arws.cz to ensure compliance.

2. How long does debt collection typically take in the Czech Republic?
Timelines vary. An amicable settlement may occur within weeks. An uncontested platební rozkaz typically produces an enforceable title within several months. If the debtor files an objection and the case proceeds to ordinary litigation, obtaining a final judgment may require a year or more depending on court capacity. For guidance, write to office@arws.cz.

3. Can I use the European Payment Order instead of Czech domestic procedures?
Yes, the EPO is available for uncontested cross-border claims within the EU. It is a valid alternative to the domestic payment order. For evaluation of which procedure suits your specific claim, contact office@arws.cz.

4. What happens if the debtor files an objection to the payment order?
The platební rozkaz is cancelled, and the case transforms into ordinary civil litigation. The creditor must then be prepared to prove the claim in court.

5. Is obtaining a court judgment sufficient to collect the debt?
No, a judgment is an enforceable title. If the debtor does not pay voluntarily, you must initiate enforcement (exekuce) through a private bailiff. For analysis of recovery probability, contact office@arws.cz.

6. How much does professional legal assistance typically cost?
Costs vary based on the claim amount and complexity. Statutory court fees are generally 5% of the claimed amount. Legal fees can often be recovered from the debtor if the pre-action protocol was followed. For a specific quote, write to office@arws.cz.

Disclaimer: The information contained in this article is for general informational purposes only and serves as a basic guide to the issue. Although we strive for maximum accuracy in the content, legal regulations and their interpretation evolve over time. To verify the current wording of the regulations and their application to your specific situation, it is therefore necessary to contact ARROWS Law Firm directly (office@arws.cz). We accept no responsibility for any damage or complications arising from the independent use of the information in this article without our prior individual legal consultation and expert assessment. Each case requires a tailor-made solution, so please do not hesitate to contact us.