# Extrajudicial collection costs

Source: https://contracko.com/glossary/extrajudicial-collection-costs

# Extrajudicial collection costs

The reasonable out-of-court costs of recovering an unpaid debt, recoverable from the debtor by law.

## Definition

Extrajudicial collection costs are the reasonable expenses a creditor incurs to obtain payment before going to court, such as reminders and debt-collection agency fees. Dutch law allows recovery of these costs as a form of recoverable loss, with the maximum amount for many debts capped by statutory decree (the BIK Decree). For consumer debts a valid reminder (the "fourteen-day letter") is a precondition.

## Example

> After an unpaid invoice and a valid reminder, the creditor adds the statutorily capped collection fee to the amount claimed.

## Why this is a business risk

Many creditors fail to include collection costs in their claims because they are unaware of the statutory entitlement or because they cannot demonstrate that the preconditions, particularly for consumer debts, have been met. The result is leaving recoverable money behind. For debtors, a valid collection cost claim means the final amount owed is materially higher than the original invoice.

## How to manage it

- For B2C debt, send a valid fourteen-day letter before claiming collection costs; the letter must meet the statutory content requirements.
- Calculate the capped amount under the BIK Decree for the principal amount claimed, and do not exceed it without a contractual basis.
- Document every collection step with dates: initial invoice, reminder, notice of default and agency instruction. This record underpins your claim.
- Include a contractual collection costs clause in B2B agreements to ensure recovery of actual reasonable costs where the statutory formula is lower.
- Escalate to legal proceedings promptly if extrajudicial collection fails, to avoid the limitation period eroding your claim.

### How Contracko helps

Contracko tracks payment obligations and default dates, enabling creditors to build a complete, timestamped collection history from the original due date through each reminder step. This chronological record is precisely what is needed to demonstrate that collection efforts were genuine and to support a claim for statutory collection costs.

## Legal references

- [BW 6:96 Dutch Civil Code: recoverable loss including collection costs Dutch law](https://wetten.overheid.nl/BWBR0005289)

Unless marked otherwise, references are to Dutch law (Burgerlijk Wetboek, the Dutch Civil Code); EU instruments such as the GDPR apply across the EU. This is general information, not legal advice. Other jurisdictions treat these concepts differently. Verify the current text and your situation with a qualified lawyer.

## Relevant for

[Financial Services](https://contracko.com/industries/financial-services)[Logistics & Distribution](https://contracko.com/industries/logistics)[Retail & Wholesale](https://contracko.com/industries/retail-wholesale)

## Related clauses

- [Payment Terms Clause](https://contracko.com/clause-library/payment-terms)

## Related terms

- [Payment default](https://contracko.com/glossary/payment-default)
- [Statutory interest](https://contracko.com/glossary/statutory-interest)
- [Notice of default](https://contracko.com/glossary/notice-of-default)
- [Payment terms](https://contracko.com/glossary/payment-terms)

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## Frequently asked questions

Common questions about this term.

- **Q:** What is the fourteen-day letter requirement for consumer debt?
  **A:** For consumer debtors, the creditor must first send a written reminder giving the debtor at least 14 days to pay before collection costs can be claimed. The letter must state the amount owed and warn of the collection costs that will become due.

- **Q:** How is the maximum amount of collection costs calculated under the BIK Decree?
  **A:** The BIK Decree sets a sliding scale as a percentage of the principal claim with a statutory minimum and maximum. The percentages decrease as the debt increases, and the minimum fee is EUR 40.

- **Q:** Can a creditor claim more than the statutory cap if actual costs were higher?
  **A:** In B2B contracts a higher contractual rate is possible if explicitly agreed. Without a contractual basis, actual costs above the statutory cap are generally not recoverable as extrajudicial collection costs, though they may be claimed as damages in litigation.

- **Q:** Are extrajudicial collection costs recoverable in every debt dispute?
  **A:** Only if the creditor has genuinely incurred costs and the debtor is in default. A demand that does no more than replicate an invoice does not qualify. The collection efforts must be more than a single letter asking for payment.

- **Q:** Do extrajudicial collection costs apply to public authorities?
  **A:** Yes, public authorities can also be liable for extrajudicial collection costs when they fail to pay a due commercial debt on time, provided the statutory and contractual requirements are met.

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