EPO to continue deepening user dialogue

User engagement at the European Patent Office (EPO) was enhanced in 2024 during over 80 in-depth meetings with applicants of all sizes and with user associations. The insights gained will shape the forthcoming Quality Action Plan 2025.

At the EPO, transparent, ongoing user dialogue shapes a shared understanding of quality. This dialogue enables the EPO to meet the diverse needs of users, as well as to ensure that the system remains accessible to every applicant. Enhanced user engagement in 2024 saw meetings take place at the EPO with major industry players and research organisations, SMEs and user associations, providing unique opportunities for exchanges on strategic and operational topics across a range of technology sectors.

Broadening the spectrum of inputs from across our user feedback channels

Each session helped strengthen collaboration and align priorities, with the EPO receiving positive feedback for maintaining the highest quality of products and services. The unique insights gained complement those received from across our feedback channels, including the ongoing user satisfaction surveys 2024/2025 and the channels dedicated to complaints, as well as the Ombuds Office and our Directorate Quality Audit. As in previous years, these have been supplemented by input from other well-established forums such as the Standing Advisory Committee before the EPO (SACEPO) and its various working groups, as well as more recent initiatives such as the Stakeholder Quality Assurance Panels (SQAPs) and several in-depth workshops. Overall, the feedback has helped the EPO monitor progress made under Quality Action Plan 2024 and develop the soon-to-be-published Quality Action Plan 2025.

Understanding and meeting the diverse needs of all our users

Last year, 26 meetings took place with top applicants from Europe, the US and Asia, including a mix of large industrial companies and research institutes. These high-level strategic meetings were often complemented by effective technical follow-up workshops to address specific points. The applicants at the meetings accounted for nearly 10% of all EP filings of the previous year, highlighting the importance of the exchanges that took place. After the user meetings, some participants shared their perspectives in a series of video interviews entitled “The voice of our users.”

A further 29 meetings took place with SMEs and micro entities in the context of a new outreach programme to help better meet these applicants’ needs. The pilot programme commenced with companies active across a range of cancer-fighting technologies, as well as the clean tech and smart tech industries. The EPO’s SME outreach team hosted founders, CEOs and CTOs, including inventors from the European Inventor Network.

The EPO also maintained active dialogue with user associations. The 33 meetings we held with international, European and national stakeholders were crucial in helping us to understand the evolving specificities of various industry sectors and regions around the world. 

Key topics and user feedback

Users shared their patenting strategies, enabling the EPO to gain insights into the challenges that applicants of all sizes face across most technology fields and what can be done to meet their needs throughout the patent granting process (PGP).

A key focus of discussions was quality, with the EPO presenting its latest initiatives to enhance search and examination, improve procedural transparency and integrate AI-assisted tools. Particularly valuable feedback was gained on harmonisation and clarity in the examination process. The EPO’s proactive engagement in quality management and digital transformation was welcomed, reinforcing its commitment to continuous improvement and collaboration with stakeholders.

Users also indicated a need for enhanced examiner communication, including when it comes to the substantiation of examiners’ objections. The crucial importance of consistently assessing inventive step, clarity and the scope of claims was also emphasised. There were further strategic discussions on topics such as the Unitary Patent, the MyEPO suite of online services, fee reductions for small and micro entities, and tools such as the Deep Tech Finder.

Fostering open dialogue in the year ahead

In 2025, the EPO aims to enhance further the overall user experience of the European patent system. Dialogue with our users therefore remains critically important. We look forward to meeting with a diverse range of applicants and user associations, as well as to expanding our programme for SMEs, micro entities and universities.