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Guidelines for Examination

 
 
2.6.5
Inclusion in the file of any e-mail exchange 

If e-mail is used, it is essential to ensure that the exchange of e-mails is properly documented in the file. This should be done by minuting the e-mail exchange (including data relating to addressee and date) and sending this to the applicant for information with no time limit. This ensures that the exchange is included in the public part of the file and that the applicant is aware of this.

Submissions filed by e-mail during an interview or oral proceedings held as a video-conference, including all attachments, should be printed and annexed to the minutes of the oral proceedings (see E-II, 11.3.2, for details).