Focus on advances in digital transformation at the SACEPO Working Party on Rules

Digital transformation was the central topic of discussion at the autumn meeting of the Working Party on Rules, part of the Standing Advisory Committee before the European Patent Office (SACEPO). Following lively exchanges on measures to pave the way for a fully paperless patent granting process by 2027, further topics included implementation of Boards of Appeal case law, AI and convergence of practice. All initiatives covered at the meeting on 7 October 2025 were well received by Working Party members.

Preparations for achieving a paperless patent granting process by 2027

A constructive discussion took place on the planned amendments to the European Patent Convention (EPC) Rules, ahead of implementing a fully paperless patent granting process (PGP) by April 2027. The aims of digitalisation were supported, as were the implementation measures in the second basket of legal changes, including with regard to colour drawings, the roll out of DOCX as a filing format and the revised file inspection framework. The measures involve amendments to Rules 2, 125–129 and 134 EPC, relating to electronic filing and notifications. Members contributed with several proposals relating to topics such as third-party observations filed on paper and the functionalities of the Mailbox, which now has more than 10 000 users and is continuously being improved to meet users’ changing needs.

Key referrals to the Enlarged Board of Appeal

SACEPO members noted that the EPO is continuing to hold examination and opposition proceedings while referral G1/25 (“Hydroponics”) is pending before the Enlarged Board of Appeal. The case relates to whether the EPC requires the adaption of the description to the claims. Examining and opposition divisions will continue to apply the practice outlined in the current Guidelines for Examination in the EPO. Further, the Office explained the steps and timeline for the effective implementation of decisions recently issued by the Enlarged Board of Appeal in G1/23 and G1/24.

AI-assisted drafting of oral proceeding minutes

In the light of strong user interest, the Office presented early experiences of its pilot for using artificial intelligence (AI) to assist in preparing the minutes of oral proceedings. Members welcomed the Office’s structured and human-centric approach, and received assurances concerning data security. 

Convergence of practice: progress and next steps

Finally, SACEPO members were updated on the progress made in the convergence of practice programme, where the recent focus has been on common practices in the areas of “broad claims” and “double patenting”, as well as new topics suggested for the third convergence cycle (2026-2028). 

More on SACEPO meetings and other key user feedback channels

The EPO relies on user feedback to ensure the smooth functioning of the European patent system and the continuous improvement of its processes. Meeting twice a year, the SACEPO Working Party on Rules brings together experienced user representatives and EPO management to share insights and advise on initiatives responding to applicants’ evolving needs. SACEPO meetings are one of several user feedback channels, which range from user satisfaction surveys run by independent research institutes to Stakeholder Quality Assurance Panels and insights gathered from customer services.