The European Patent Office's Major Update: Streamlining Authorisation Management and Enhancing Digital Efficiency

 As of December 1, 2025, the European Patent Office (EPO) will implement significant changes to the registration and management of general authorisations, aiming to enhance digital efficiency and streamline the patent process. 

These changes are part of a broader effort to simplify patent procedures and make the process more user-friendly for stakeholders, especially for entities that are parties to proceedings. A new feature in MyEPO will enable easier registration and management of general authorisations for employees of such entities, reducing administrative burdens and improving the overall user experience.

Previously, the EPO's process for managing general authorisations was complex, involving various categories of authorisations, including those for professional representatives, legal practitioners, and associations. With the new update, however, the EPO will restrict the registration and updating of general authorisations to employees of entities that are parties to the proceedings. This adjustment reflects the EPO’s efforts to simplify procedures and increase efficiency.

Under the new system, professional representatives, legal practitioners, and associations—who traditionally did not require general authorisations—will no longer have their authorisations registered or updated by the EPO. Consequently, any previously registered general authorisations for these categories will no longer be valid, meaning that they can no longer be referenced in proceedings. 

In exceptional circumstances, where an authorisation is required—such as in cases where a representative changes without the withdrawal of the previous representative, or when there is uncertainty about a representative's entitlement to act—the EPO will request the new representative to submit a new authorisation (either individual or general) for the proceedings at hand. This can be done easily and conveniently via the EPO's online filing services.

For employees of entities involved in proceedings, the EPO will continue to register and update general authorisations under Article 133(3), first sentence, EPC, as these authorisations remain necessary for this group of users. 

Employees may either submit an individual authorisation or refer to an already registered general authorisation for the relevant proceedings. The registration numbers of general authorisations filed before December 1, 2025, will remain valid for employees, ensuring continuity.

This change will have significant implications for patent applicants and legal professionals involved in proceedings at the EPO. In the past, many companies and organisations relied on professional representatives or legal advisors to handle all patent-related matters. 

With this policy change, entities will now need to handle authorisation registrations for their employees themselves. This could mean a shift in how companies manage authorisations, particularly in the case of multinational corporations or complex cases with multiple representatives.

For instance, consider a multinational company involved in a patent litigation or application process. Under the previous system, the company would appoint a patent agent or legal representative, who would then submit an authorisation to act on the company's behalf. 

With the new system, the company’s employees will be required to submit a general authorisation in the MyEPO platform in order to represent the company in patent matters. This ensures that the EPO can quickly verify the employee's legitimacy to act on behalf of the company, reducing the need for additional paperwork or procedural delays.

For professional representatives and legal practitioners, the new system reduces the need for general authorisations in most cases, but does not completely eliminate them. In situations such as a representative change without the previous representative’s withdrawal, or when the new representative's entitlement to act is uncertain, the EPO will still require the new representative to submit an authorisation. This can be done conveniently by submitting a signed electronic copy via one of the EPO’s permitted online filing services.

This update also reflects the global trend of digitising and automating patent management systems. With MyEPO as the central platform for patent-related services, users will now have greater autonomy to manage and update general authorisations digitally. 

This transition to a fully digital workflow will reduce paperwork, lower the chance of human error, and improve transparency within the patent process. Moreover, it will contribute to the overall efficiency of patent procedures across Europe.

For example, a company wishing to have its employees represent it in patent proceedings must submit a valid general authorisation for each employee in the MyEPO system. This can either be done through a new individual authorisation or by referring to an existing general authorisation that has been previously registered. The new system will allow for faster, more streamlined authorisation management, reducing the burden on companies and legal professionals.

The EPO’s new approach is also beneficial in that previously registered general authorisations will remain valid after the changes take effect on December 1, 2025. This ensures continuity for those who have already registered authorisations for employees, avoiding unnecessary administrative work and preserving the validity of those authorisations in ongoing proceedings.

For multinational companies, particularly those with operations in multiple European countries, this policy shift could lead to more internal handling of patent matters, as opposed to relying on external representatives or legal advisors. 

This change may offer companies more control over their patent portfolios, while also simplifying the authorisation process. However, it also means that companies will need to be more vigilant about ensuring compliance with EPO requirements, especially in complex or cross-border cases.

Overall, the EPO’s update to general authorisation management reflects the ongoing global shift toward digitalisation in intellectual property management. Through the enhancements to MyEPO, the EPO is providing users with a more flexible and user-friendly tool for managing authorisations. 

While this change will impact patent agents and legal professionals, it will ultimately provide more autonomy and convenience for entities and their employees. As patent systems continue to evolve, this move is expected to improve the efficiency of the European patent process and contribute to the global advancement of intellectual property protection.

This shift in policy will also allow the EPO to better align with the growing trend of digital platforms offering more comprehensive patent-related services, including patent filing, progress tracking, and patent searches. With these advancements, the EPO is positioning itself as a key player in the digital transformation of global patent management systems.