Guidance

How to file documents with the Intellectual Property Office

Updated 13 September 2024

1. File on-line

Please use our online services wherever possible

1.1 Patent online forms available

Our web filing service asks you a series of questions about your filing and prompts you to upload accompanying documents as PDF files. The system creates the completed patent form, filing receipt and fee sheet for you.

With this system you can:

• apply for a UK patent
• request entry of an International application (UK) into the national phase
• file certain patent forms and/or documents for pending application
• request an electronic uncertified office copy from a published UK patent or patent application

Dos and don’ts

Action or issue	Do	Don’t
Subject matter		You should not use our system if your patent application contains information about military technology or could harm national security or public safety - there are special arrangements for filing this type of application
Email address	You must have a valid email address where we can send the filing receipt
Payment	If payment is required with your submission at the time of filing, you must have a valid credit/debit card or details of a deposit account that you hold with us	You cannot web file if you wish to pay by cash, cheque or bank transfer
Credit/debit card Payments	For card payments, our web form will direct you to a secure payment page to enter your details. You have 1 hour to complete your payment	Do not disclose credit or debit card details in any document you upload as a PDF
Patent forms		Our web filing system creates the completed patent forms for you. We will not accept the web filing of any other patent forms, for example, we will not accept a PDF upload of a completed patent form
Accompanying documents - format and size	Documents can only be uploaded for filing if they are in a PDF format (except sequence listings which must be in a .txt format). PDF conversion software is freely available on the internet for you to download and use. Please note there is a total filing size limit of 20Mb
Online session	You must complete the web filing in one session (12 hour limit). You cannot save the session and go back to it later so please refer to the guidance provided to ensure that you have everything you need before you start
Mandatory fields	Fields in bold on a screen must be completed (if data is being added to that screen)
Screen navigation	To move back and forth through the screens you must use the ‘next’, ‘previous’ or (where applicable) ‘Go to Summary’ buttons within the form.	You must not use your browser navigation buttons or the keyboard backspace to move through the form screens.
Data entry	Data input on a screen will only be saved by clicking the ‘Next’ or (where applicable) ‘Go to Summary’ button. The ‘Previous’ button will not save the input data.
Submission	After you submit your filing, an acknowledgement screen and follow up email will confirm successful receipt.

1.2. Trade mark online forms available

1.3. Design online forms available

2. File patents by other electronic methods

2.1. European Patent Office’s (EPO) online services

EPO online services is the package of software for secure online services. With this software you can electronically file:

• UK national patent applications and associated forms
• European patent applications
• International PCT patent applications and other documents
• UK national patent forms and other documents

To file UK patents through EPO online services you will need to have a smart card or a soft certificate. To enrol to file at the IPO you must hold a deposit account with us. If you do not have an account, but you wish to open an account, telephone us on +44(0)163381 4939 or you could send us a deposit account request.

Upcoming changes

The EPO has announced changes to modernise access to their online services. You can renew existing smart cards until 30 September 2024, but as of the end of 2023 you cannot request a new smart card if you didn’t previously have one.

After 30 September 2024, to continue filing with the IPO via eOLF you will need to replace your smart card with a ‘soft certificate’. From 1st January 2025, valid smart cards will no longer be supported by the EPO. If you require any further information on this, contact 0300 300 2000.

Renewing your smart card (until 30 September 2024)

To change or renew your smart card:

• get your smart card from the EPO
• insert your card in the reader and fill in the online IPO auto enrolment tool

Requesting a soft certificate (from 1 October 2024)

To request a soft certificate:

1. Request your soft certificate by emailing eOLFSoftCert@ipo.gov.uk from 1 October 2024. You will need to provide your name, organisation, email address and the expiry date of your smart card (if you have one already).
2. Install the soft certificate provided on your device.
3. Enrol your soft certificate via the  [IPO auto enrolment tool].(https://olf.ipo.gov.uk/olf/enrol/)

What you need to know

If you have an existing EPO smart card or soft certificate and move organisations, but still wish to file UK national patent forms and documents, a new smart card or soft certificate will be required. Unlike the EPO, the UK Intellectual Property Office links the smart card number or soft certificate to the organisation’s deposit account, when the smart card or soft certificate was auto enrolled with the UK Intellectual Property Office.

You will need to make sure your UK software is kept update to date with the latest UK EPO online service software. Further information about the EPO online service is available from the EPO. If you have problems setting up or using the software, or have any concerns about EPO online services, please contact us by telephone 0300 300 2000.

2.2. ePCT

ePCT is the World Intellectual Property Office’s secure online service for filing:

• International PCT patent applications

You can join the service by creating a WIPO account, setup strong authentication and file via a web browser-based system, from the World Intellectual Property Office (WIPO).

2.3. Priority Document Access Service

The Priority Document Access Service enables GB applicants to:

• electronically file a GB application and request that an electronic copy be held in a secure database
• substantiate a claim to priority from an earlier application by utilising a copy of the priority document held in or accessible via a secure database at WIPO

2.4. Further information

For further information regarding the PDAS please contact PDAS@ipo.gov.uk. The Priority Document Access Service is linked to the WIPO DAS - Digital Access Service.

3. File by email

For services that are not available online please email forms@ipo.gov.uk.

In the subject line of your email enter the form number, the IP right number and (optionally) your own reference. Provide these in the example format: TM16-UK00002345678-P1234GBAW

You must not email anything which you think might include information of relevance to national defence and security.

To avoid processing delays, when you send information to forms@ipo.gov.uk, follow this guide:

Best practice:

• attach all files as PDFs and attach any supporting documents required to the same email as your form
  
• attachments should not exceed a total of 35MB
  
• if you have more than one form to file, use a separate email for each form
  
• use plain text when sending emails to us. HTML emails can potentially be blocked by our email security, as can encrypted mail
  
• if you haven’t had an automated reply within an hour, call the information centre
  telephone: 0300 300 2000
  outside the UK: +44 (0)1633 814000
• If your email hasn’t been actioned within 10 working days, call the information centre

Do not:

• send copies of your email to any other IPO mailboxes; this will cause duplicate processing, delays and could mean multiple payments being taken
  
• use the forms@ipo.gov.uk inbox for anything other than filing forms and documents. Email other enquiries to information@ipo.gov.uk

We will accept typed or electronic signatures on forms and other documents that you file by email. If you need support on saving your Word document as a PDF, see Microsoft’s help page.

If you are filing a patent application to forms@ipo.gov.uk, please be aware of these additional points:

• wherever possible, patent applications should be filed online via our web filing service or via the EPO’s smart-card based service
  
• filings by email do not qualify for the fee reductions for electronic filings, the fees payable are the same as those for applications filed on paper
  
• the automated acknowledgement email is not a filing receipt and does not indicate that your application has been awarded a date of filing. A formal filing receipt will be issued within two working days of receipt of the application
  
• forms@ipo.gov.uk is intended for PDF attachments. Files in other formats (e.g. amino acid or nucleotide sequence listings) should preferably be submitted via an online service
  
• large applications may be written to a CD or DVD and filed by post or courier delivery
  
• the EPO’s online filing software and the WIPO Sequence software will export to a CD or DVD

4. File by post

Please do not send us physical examples, models or prototypes of your invention.

You can send your documents to us by post or by courier to:

Intellectual Property Office
Concept House
Cardiff Road
Newport
South Wales
NP10 8QQ
United Kingdom

5. File in person

Please do not send us physical examples, models or prototypes of your invention.

We accept documents 24 hours a day, 7 days a week.

Intellectual Property Office
Concept House
Cardiff Road
Newport
South Wales
NP10 8QQ
United Kingdom

5.1. File patent applications where s22 directions are required

Patent applications where directions under s22 are required, for example when a government department, foreign government or classified government contract requires secrecy, should be filed in person between 9am and 5pm in envelopes marked ‘For the attention of Room GR70’.

The receptionist should also be informed that the application is for GR70 rather than the usual Front Office.

5.2 Pedestrian access to the Newport site

All visitors who are not pre-registered with us will need to remain outside the perimeter until a member of the information team (public searches etc) or their host can identify them before being allowed on site.

During core hours members of the public who come to deposit applications unannounced will be met by our reception staff. Please note that if you wish to discuss any aspect of your application, you are required to arrange an appointment in advance with our Customer Support Centre on the number provided below.

Visitors arriving outside of core hours to file applications, will need to press the buzzer on arrival at the main gate and inform the security guard (who will be in the CCTV room), that they wish to deposit an application.

The guard will buzz them through giving them directions to IPO main reception following them using the CCTV on route.

Only send us the original documents as confirmation copies for Patent Cooperation Treaty (PCT) applications and for evidence, such as a statutory declaration. Please clearly mark these documents.

Each document you send must be legible and you are responsible for ensuring we can read it. If we cannot understand any part of the document received we will not give a filing date to that part.

Should you wish to be reassured we have received your request, please contact the IPO on 0300 300 2000 or e-mail information@ipo.gov.uk. The office is open Monday to Friday, 9am to 5pm, excluding bank holidays.

Please consider documents which incorporate photographic or other forms of representation, such as colour, may not transmit clearly.

6. Office access and opening times