By when does the landlord have to issue a service bill?
Statutory deadlines for billing services to tenants. Find out what deadlines you have to meet and what happens if you miss them.
TL;DR – Quick Answer
The landlord must deliver a utility bill to the Tenant within 4 months of the end of the Billing Period. If the accounting period is a calendar year, the deadline is 30. April of the following year. Attention - the date of delivery, not dispatch, is decisive!
Key terms you must know
Billing deadline
4 months from the end of the billing period
This is a basic rule according to § 7 of Act No. 67/2013 Coll. It sounds simple, but the devil is in the details.
Examples:
- Billing period: calendar year 2024 → Deliver the bill by 30. 4. 2025
- Billing period: 1. 7. 2024 – 30. 6. 2025 → Deliver the bill by 31. 10. 2025
- Billing period: 1. 4. 2024 – 31. 3. 2025 → Deliver the bill by 31. 7. 2025
Due date for overpayment/underpayment
4 months from delivery of bill
If you deliver the bill on March 15, the overpayment or underpayment is due by July 15.
Deadline for tenant objections
30 days from delivery bill
The tenant can submit written objections within 30 days. You then have another 30 days to respond.
What does "deliver" mean?
Here is a crucial difference that many landlords overlook. The law says deliver, not send.
Personal delivery
The surest way. The tenant signs the acceptance with the date and you have proof.
Tip: Prepare two copies. One for the tenant, the other with a signature for you.
Registered letter
Classic. But take into account that:
- The post office delivers in 2-5 working days
- The tenant does not have to be at home
- Storage at the post office = 15 days
The registered letter is considered delivered:
- On the day of acceptance by the addressee
- On the last day of the storage period (if he did not pick it up)
- On the day of refusal to accept it
Caution! E-mail is possible, but only if:
- You have it agreed in the lease agreement
- The tenant confirms receipt
- You have proof of delivery (read receipt)
Without confirmation, e-mail is risky. The tenant can claim they didn't receive it, it went to spam, etc.
Data box
If you have both data boxes, this is the most secure electronic form. By law, delivery is 10 days after delivery to the mailbox (even if he does not pick it up).
Practical example: How to do it
Situation: The billing period is the calendar year 2024. You must deliver by 30/04/2025.
Timetable:
- January – Collect invoices, check supplier payments
- February – Ensure final billing from suppliers (heat, water)
- March – Prepare bills, check calculations
- 1.-15. April - Send/Transfer Bill
Why so early in April?
Because:
- Mail can take a week
- Tenant can be on vacation
- There can be a mistake and you will have to fix
- Murphy: If something can go wrong, it will go
Golden rule: Done by mid-March = calm sleep.
What happens if you miss the deadline?
Implications for the landlord
- Fine from the tenant
A statutory penalty may be available for late delivery, but its conditions, amount and any cap must be checked under the current Services Act; do not use a fixed daily amount as a universal rule.
- Inability to recover arrears
The court may decide that you have lost the right to demand arrears if you have fundamentally breached your duty.
- Loss of trust
The tenant will be (rightly) suspicious. "Why did it take so long? What are you hiding?"
What to do if you can't keep up?
- Communicate – Text the tenant that the bill will be a few days late and why
- Ask for invoices – You may be waiting for a supplier (the heating company tends to be slow)
- Send Partial – It's better to send what you have and complete the rest
- Negotiate – The tenant can agree to a later date (in writing!)
Frequent problems with dates
"I'm waiting for a bill from SVJ"
Classic. SVJ will send you a bill in March, and you have a month to process it. Solution:
- Urge SVJ in advance
- Use last year's data as a basis and then correct
- Explain the situation to the tenant
"The tenant moved out during the year"
You do the billing for the period when he lived in the apartment. The term of 4 months runs from the end of the period, not from the move out.
Example: The tenant moved out on 6/30/2024. The settlement period is a calendar year. You will deliver the invoice for the period 1.1.-30.6.2024 by 30.4.2025 (not by 31.10.2024!).
"The tenant does not accept mail"
Registered letter with deposit. It is considered delivered after 15 days. Keep the delivery slip and tracking.
"It's my first time, I don't know how to start"
Start on time. The sooner you sit down with the numbers, the more time you have to solve problems. And they will come, believe me.
Billing calendar for 2025
If your billing period is calendar year 2024:
| What | When | Note |
|---|---|---|
| End of period | 31/12/2024 | Meter states |
| Invoices from suppliers | January–February 2025 | Urge if they don't come |
| Bill preparation | March 2025 | Calculations, checking |
| Dispatch/handover | Until 15/04/2025 | Reservation for mail |
| Delivery deadline | 30/04/2025 | Legal term |
| Tenant objections | Until 30/05/2025 | 30 days from delivery |
| Your answer | Until 30/06/2025 | 30 days from objection |
| Maturity | Until 31/08/2025 | 4 months from delivery |
Tips for meeting deadlines
1. Set calendar reminders
- January 1: "New billing period begins - meter readings"
- February 1: "Check last year's invoices"
- March 1: "Billing - start prepare"
- April 1: "Billing - finalize and send"
2. Digitize
Scan invoices continuously. When the time comes, you have everything at hand. No "where's the water bill?"
3. Use software
Excel is nice, but specialized software like Grento will remind you of deadlines, calculate bills and generate documents. You save time and nerves.
4. Have a system
Every month: invoices in a folder, write down meter statuses, check deposits. 15 minutes a month = hours saved in April.
How Grento handles it
Deadlines and paperwork are annoying. That's why we created tools that will make it easier for you:
- Automatic reminders – The system will remind you of upcoming deadlines
- Document records – All invoices and balances in one place
- Quick billing – Hours of work are minutes
- Online delivery – Through the client portal with confirmation
- Objection tracking – Overview of who complained and when
It is practically impossible for Grento to miss the deadline. The system won't let you go.
Summary
- Deadline: 4 months from the end of the accounting period
- For the calendar year: April 30 of the following year
- Decided by: Date of delivery, not dispatch
- A statutory penalty may apply; its conditions and any cap must be checked under the current Services Act.
- Advice: Be done by half March
The deadlines are annoying, but they don't disappear. It is better to have a system and plan ahead than to put out fires later. Good luck with your billing!
> Czech-law scope and editorial note: Legal, tax, accounting, tenancy, service-charge, condominium, metrology, insurance and data-protection statements in this article refer to the Czech Republic and the rules effective for the relevant date. Figures and examples are illustrative, not legal or tax advice. Verify current rules with the relevant Czech authority or a qualified adviser.
> Service-accounting clarification: Under Czech Act No. 67/2013 Coll., distinguish delivery of the settlement within four months after the accounting period, financial settlement generally within four months after delivery, and the separate 30-day periods for supporting documents or objections under § 8. A statutory per-day penalty under § 13 is conditional; verify the current amount and cap rather than applying a universal figure.