SACEPO Working Party on Rules reviews digitalisation, legal changes and accessibility measures
On 12 March 2026, the European Patent Office (EPO) hosted the first biannual meeting of the Working Party on Rules (WP/R), a body of the Standing Advisory Committee before the European Patent Office (SACEPO). Thirteen user group representatives from across the member states met with the EPO to exchange on digitalisation and simplification, forthcoming legal changes and planned accessibility improvements.
Paperless PGP, a new filing format and enhanced accessibility in oral proceedings
The EPO provided an update on several initiatives supporting its digital transformation. These included final proposed amendments and clarifications to the EPC Rules required to enable a paperless PGP by 1 April 2027. The proposals reflect user and contracting states feedback and define principles for digital‑only communication, exceptions to mandatory online filing and safeguards. Members took note of the progress and shared practical considerations for implementation.
Members also discussed other elements of the third basket of legal changes, which aims to improve the user-friendliness of the patent granting process (PGP) and leverage the EPO's digital services. Key measures include AI-supported claim translations at grant, a requirement to indicate the basis for amendments upon entry into the European phase and in opposition proceedings, and a requirement to substantiate auxiliary requests. While detailed consultation is scheduled for the autumn SACEPO WP/R meeting, members offered their initial views on the third-basket measures presented. The EPO noted varying perspectives on AI-supported translations and concerns on certain aspects related to auxiliary request substantiation.
Preparations to introduce DOCX as a new filing format by the second quarter of 2026 were also shared, with discussions focusing on technical and procedural aspects, especially for filing amendments. The broader choice of formats was positively received, with further discussion planned for the eSACEPO meeting (SACEPO Working Party on e-Patent-Process).
The EPO presented a proposal to introduce live captioning in Zoom for oral proceedings in opposition held by videoconference. Intended to support participants with hearing impairments, the feature was warmly welcomed by members as an important step toward greater digital accessibility and inclusivity.
Update on the Convergence of Practice programme
The Working Party members were invited to share their views on the ongoing procedural harmonisation efforts under the Convergence of Practice programme. The EPO reported on the successful completion of the second work cycle of the convergence programme and the launch of the third cycle in 2026, which introduces six more topics. A lively exchange followed on the proposed topics, ideas for future areas of convergence and the EPO’s dashboard for tracking implementation of adopted common practices across national patent offices. The update prompted positive comments about the European Patent Register, and the EPO addressed questions on transparency and access to convergence documents.
Boards of Appeal case law after G1/24
The EPO provided an update on the implementation of decision G1/24 in the Guidelines together with recent related case law. Members widely appreciated the overview but raised concerns about potential differences in how various Boards of Appeal or the Unified Patent Court (UPC) may apply the decision. It was agreed that the topic should continue to be followed closely.
Fee-related matters
The meeting continued with a presentation of the new Fee Support Scheme Insights dashboard on epo.org, and the accompanying Fee Assistant tool. These digital tools were well received by members, who asked questions and obtained explanations about the fee support schemes.
UPC decisions on the EPO’s Unitary Patent tasks
The meeting concluded with an update on two recent decisions of the UPC Court of Appeal, confirming the EPO’s practice in performing Unitary Patent (UP) tasks. Members noted the legal clarity these judgements bring to the UP system.
About SACEPO Working Party on Rules (WP/R)
Meeting twice a year, SACEPO WP/R brings together thirteen experts in the field of patent prosecution, nominated by user associations or appointed as ad personam members by the President of the EPO. The Working Party provides a forum for structured dialogue with the EPO on proposed changes to the legal framework of the EPC, including its Implementing Regulations.
Beyond SACEPO meetings, the EPO gathers feedback through various channels, including independent user satisfaction surveys, online public consultations, the Ombuds Office and regular meetings with key applicants. This continuous input enables the EPO to refine its products and services, and to develop initiatives that address evolving applicant needs.
