How long should you keep copies and evidence of arbitration and mediation as dispute resolution?
Short answer
Most civil matters start with a demand letter that fixes the claim and the deadline, and many end there. If a claim is filed, the prescription period, the evidence available in documentary form and the defendant's traceable assets decide whether a judgment is worth obtaining.
How this case runs end to end
Assess the claim and the prescription period, send a demand letter with a clear deadline, attempt negotiation or mediation, file the complaint with supporting evidence if unresolved, attend the hearings, and enforce the judgment through the Legal Execution Department where payment does not follow.
Stage-by-stage timeline
| Stage | Work | Owner | Window |
|---|---|---|---|
| Scoping | Review the facts, documents and the deadline that governs the matter | IVC | On enquiry |
| Document collection | Collect identity, corporate, title or court documents and prior correspondence | Client | 2–5 working days |
| Drafting | Draft or review the agreement, application, petition or filing | IVC | Depends on complexity |
| Client review | Confirm commercial terms, signatories and authority before execution | Client and IVC | 1–3 working days |
| Execution and filing | Sign, register or file with the relevant authority and retain the receipt | IVC | By the applicable deadline |
| Follow-up | Respond to official queries and archive the executed file | IVC | As required |
What to prepare
- Passports or Thai ID cards of every party, plus company affidavits where a company is involved
- The underlying documents: draft contract, title deed, register extract or court papers
- The deadline or hearing date that governs the matter
- Evidence of authority to sign: board resolution, power of attorney or shareholder approval
- Certified translations where a document is not in Thai and will be filed with a Thai authority
- Correspondence already exchanged with the counterparty or the authority
- A single contact person who can confirm instructions and receive filings
What "How long should you keep copies and evidence of arbitration and mediation as dispute resolution?" actually involves
This question sits within demand letters, litigation and alternative dispute resolution. The authority or standard that governs it directly is the Courts of Justice, the Civil Procedure Code, the Legal Execution Department and the Thai Arbitration Institute, and every case is assessed against the rules in force on the day of submission. IVC prepares the file, checks internal consistency and coordinates with the receiving office; we are not a government body and we never guarantee how an authority will decide.
Enforcement depends on identifying assets; a judgment against a defendant with nothing traceable produces no recovery.
Documentary evidence carries decisive weight in Thai civil practice, and messages relied on should be preserved in their original form.
An arbitral award still needs court recognition to be enforced against assets in Thailand.
Rules and requirements to settle before you start
Prescription periods differ by claim type and run from a defined starting point; a claim filed late is defeated on that ground alone.
Court-annexed mediation is available at several stages and a settlement recorded by the court is enforceable like a judgment.
BOI promotion is granted per project and per activity, and the conditions attached to it are audited afterwards rather than assumed.
Changes to directors, shareholding, capital or objectives must be registered within the statutory period, and a late filing is visible on the public record.
The mistakes that cost the most time
The costliest pattern in legal matters is signing first and asking afterwards. A contract, a deed or a resolution creates obligations from the moment of signature, and undoing one usually costs more than the review that would have prevented it — particularly where a registration has already been made against a title or the public record.
The second is treating deadlines as administrative rather than substantive. Prescription periods, appeal windows, licence renewals and registration periods are hard cut-offs; once one passes, the strength of the underlying position becomes irrelevant and the remaining options are far narrower and far more expensive.
Why files are delayed or returned
- The claim is filed after the prescription period has run
- Key evidence exists only as screenshots without the original source
- The named defendant is not the correct legal entity
- Enforcement is started without any identified asset
- A capital increase is paid in without the required evidence of remittance
- Foreign shareholding crosses a threshold without the corresponding licence
Key terms in demand letters, litigation and alternative dispute resolution
- Legal Execution Department
- The agency that seizes and sells assets to enforce a civil judgment.
- Prescription period
- The statutory time limit within which a claim must be filed.
- Record of processing
- The PDPA documentation of what personal data an organisation processes and on what lawful basis.
- Severance pay
- Statutory compensation on termination, calculated by bands of continuous service.
- Legitimation
- The process by which a father acquires legal status and parental power over a child born outside marriage.
- Usufruct
- A registered personal right to use and take the fruits of land owned by another, ending on the holder's death.
- BOI promotion
- A project-based incentive granted by the Board of Investment, with conditions audited afterwards.
Official sources
- Department of Business Development — Company registration and Foreign Business Act filings
- Thailand Board of Investment — Investment promotion criteria and conditions
- Department of Lands — Title registration, leases and registrable rights
- Department of Labour Protection and Welfare — Labour Protection Act, work rules and severance
- Personal Data Protection Committee — PDPA guidance and notifications
- Department of Intellectual Property — Trademark registration and classes
- Courts of Justice — Civil procedure, mediation and hearings
Scope and limitations
IVC is a private legal, translation and document services firm. This page is general information about Thai practice, not advice on your specific matter, and it is not issued by any authority. Statutes, thresholds and official practice change, so confirm the current position before you act or sign. Fees are not published here; our staff quote after the matter is scoped by phone, LINE or email.
Information as of August 2026
Other questions in this group
- What documents are required for demand letters and pre-litigation negotiation?
- What is the step-by-step process for demand letters and pre-litigation negotiation?
- How long does demand letters and pre-litigation negotiation normally take?
- Which authority handles demand letters and pre-litigation negotiation?
- What conditions must be met before demand letters and pre-litigation negotiation?
- Why is demand letters and pre-litigation negotiation most often rejected or returned?
- How far in advance should demand letters and pre-litigation negotiation be arranged?
- Can someone else act on your behalf for demand letters and pre-litigation negotiation, and what power of attorney is needed?
- What is most commonly overlooked in demand letters and pre-litigation negotiation?
- Does demand letters and pre-litigation negotiation require additional translation or certification?
- What happens if a document for demand letters and pre-litigation negotiation is lost or expired?
- How does demand letters and pre-litigation negotiation differ for foreign nationals compared with Thai nationals?
Practical playbook: Legal Documents and Advisory Support
Legal paperwork used in Thailand has to satisfy two tests at once: it must say what the parties intend, and it must be in the form the registrar, court or counterparty will accept — including language, signature and certification requirements.
Documents to prepare
- Passports or ID cards of every signatory
- Corporate authority documents where a company signs (affidavit, board resolution)
- The underlying documents referred to in the instrument (title deeds, contracts, judgments)
- The receiving authority's format requirements, if any
Steps and method
1. Instruction and scoping
Establish the purpose, the receiving authority and the deadline, then confirm which instrument actually achieves it.
Typical timeframe: 1–3 business days
2. Drafting
Draft in the operative language, with a Thai version where a Thai authority will read it, keeping both versions clause-for-clause aligned.
Typical timeframe: 2–7 business days
3. Execution
Sign with the required witnesses and, where needed, certification by a notarial services attorney.
Typical timeframe: 1–2 business days
4. Certification for cross-border use
Add Apostille or embassy legalisation where the document will be used outside Thailand.
Typical timeframe: 3–15 business days
Consultant tips
- Decide which language version governs and state it in the document — silence causes disputes later.
- Name the specific powers in a power of attorney; a general grant is frequently refused by registrars.
- Check the signatory's authority against the current affidavit, not an old copy.
Pitfalls to avoid
- A document drafted only in English may still need a certified Thai translation before a Thai authority accepts it.
- Undated or unwitnessed signatures are a common reason for rejection at registration.
- General information here is not legal advice on a specific dispute; a case needs its own review.
Official references
If you would rather not handle the paperwork yourself, the iVC team can run the whole file end to end — document review, translation, certification, submission and follow-up. Contact us by LINE @iVisa or call +66 80-557-8887 so we can assess your case before any work starts.
Template documents vs adviser-drafted documents
A legal document must satisfy both the parties' intent and the receiving authority's accepted form.
| Aspect | Off-the-shelf template | Drafted or reviewed by an adviser |
|---|---|---|
| Fit to the case | Covers the general situation | Adapted to the facts and to the filing authority |
| Bilingual versions | Usually silent on the governing language | States the governing language and aligns both versions |
| Execution | Risk of missing witnesses or dates | Identifies signing authority, witnesses and required certification |
| Use abroad | You research the certification chain | Apostille or embassy sequence planned from the start |
Doing it yourself vs having iVC manage the whole process
Both routes are valid. They differ in the time you spend, the risk of documents being returned, and whether an adviser reviews everything before submission.
| Aspect | Do it yourself | Managed by iVC |
|---|---|---|
| Pre-submission review | You check against the agency's published requirements | An adviser checks each document against the destination's rules first |
| Your time | You travel, queue and follow up yourself | We file and follow up; you receive progress updates |
| Rejection risk | Common causes: name spelling mismatch, expired documents, wrong certification order | We check the usual rejection triggers at source and fix them first |
| Specialist knowledge | You research each agency's rules yourself | A team with 15+ years of casework advises throughout |
| If something goes wrong | You restart the steps yourself | We assess the options and plan the fix immediately |
We work as advisers, not just a document courier
More than 15 years of casework (since 2011) in translation, certification and visa document preparation shows us the patterns behind repeated rejections, so we plan around them from the start.
- Case assessment first
- We review the profile, destination country and receiving authority before recommending a certification route.
- A document plan per person
- We sequence what must be re-issued, translated first, and certified in which order.
- Risks flagged early
- We point out the usual rejection triggers, such as name spelling that differs from the passport or document age limits.
- Follow-through to the end
- Regular progress updates, and immediate options if the authority requests more documents.
- Advice after completion
- The same set is often reused in the next step; we check whether it still qualifies or needs re-issuing.
If you would rather not chase each step yourself, send the case details for an assessment first, then decide.
Need an answer for your own case? Talk to our staff by phone, LINE or email.