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Expert Corner

Intellectual Property expert

How to reduce the cost of patent validation? validation instructions – Comment réduire les frais de validations ? vos instructions

This article is the second of a series of articles examining how applicants can reduce the cost of patent validation. This second article will look at how applicants can positively act to lower the cost of validation of their European Patents.

 

Once the patent has granted, there is a window of three months in most countries during which instructions need to be sent, translations in the local languages completed and finally the translation filed and the official fees paid. Deciding early on which countries to designate and communicating this decision early to your validation provider will help keep the cost of validation down. The longer the time between the receipt of the instruction and the validation deadline the better, not only from the point of view of the quality of the translation but also in avoiding the payment of unnecessary urgency fees some validation suppliers or agents apply. If a decision on the countries needs to be delayed it is important to communicate early with your validation supplier. Depending on the size of the patent you will need to provide at least 6-8 weeks for the validation process to take place. Extension requests are possible in some countries; however a fee is normally levied by validation suppliers or agents in order to lodge such a request. A validation supplier attending to the validation in a country where it has representation will typically require less time to attend to the validation as it will be in direct communication with the local patent office and the team of translators. Find out if your validation supplier has direct representation in your chosen countries.

 

It is also important to provide the requested Power of Attorney forms signed in a timely manner as the late filing of such documents might result in charges being applied. Most countries offer the possibility of establishing a General power of Attorney. Speak with your validation supplier to find out if this is the best solution for your company. If legalisation is required as it is the case inItaly, you will need to look into the cost vs. the benefits of such a power. Larger companies may have several applicants and several addresses per applicant, establishing general Power of Attorney forms may prove time consuming and costly. Some validation suppliers suggest applicants send the power of attorney directly to the agent handling the validation. This may prove to be an additional cost on the part of applicants, not only in postage costs but also in administrative time.

 

When providing validation instructions to your validation supplier it is beneficial to provide the full list of countries of your choice, it is of course possible to add additional countries at a later stage (within the validation window) but providing a final list at an early stage can be beneficial to make sure the validation supplier chooses the most beneficial local languages for translation. Some countries may accept translations in several languages which may reduce the cost of your validation. It is also important to communicate as early as possible any change in countries, in order to stop the translation of your patent as quickly as possible. If you have documents in an editable format such as sequence listings or drawings, providing them to your validation supplier may help you in reducing urgency fees in the event of late instructions.

 

If one of your patents bears close similarity to a patent previously validated, point this out to your validation supplier. As we have discussed in the first article, translation charges are typically based on the number of words, if your validation suppliers manage their translation work flow adequately and use the right translation tools, an analysis of the patent text is possible to determine the degree of similarity with your previous patent. The result of the analysis will provide the percentage of match which should be taken into account by your validation supplier at the time of invoicing you for the translation. Check your validation supplier is able to take into account previous translations, if this is not the case, plan for this and appoint future validation suppliers with this in mind.

 

Similarly if your patent has been translated at the national stage, in countries which share a local language with EPC countries, it may be possible to make use of these prior translations to lower the cost at the validation stage. Discuss this possibility with your validation supplier early in the process to see if this will bring cost benefits. Check with your validation supplier if they will accept the translation as is; understand the basis for the charges for making any amendments. Clarify with your validation supplier who will bear responsibility for the translation quality. Charges on an hourly basis can be difficult to control.

 

The third article in the series will deal with the choice of validation supplier.

 

Cet article est le deuxième article de la série d’articles consacrés à la validation des brevets Européens et en particulier à la réduction des frais de validation. Le but de cet article est d’examiner comment les demandeurs peuvent influer de façon positive sur le coût de validation de leur brevet.

 

Une fois le brevet délivré tout demandeur a trois mois (dans la plupart des pays) afin de procéder à l’envoi des instructions afin que les traductions nécessaires dans les langues locales puissent être réalisées, afin que cette traduction soit déposée auprès des Offices nationaux et que les taxes officielles soient versées. Plus l’envoi de ces instructions se fait dans les jours / semaines suivant la date de délivrance, meilleure sera la qualité des traductions réalisées, vous éviterez également le paiement de suppléments dus au retard des instructions qui peuvent être appliqués par certains agents ou fournisseurs de validation. En fonction de la taille du brevet, il faudrait prévoir au minimum 6 à 8 semaines pour que la procédure de validation soit effectuée. Il est possible de demander des extensions dans certains pays ; un supplément est normalement demandé par certains fournisseurs de validation ou agents afin de déposer une demande auprès de l’Office national de leur pays. Un fournisseur de validation qui veille à la validation de votre brevet dans un pays où il bénéficie de droits de représentation vous demandera un délai de validation plus court du fait qu’il sera en communication direct avec l’Office national et l’équipe de traducteurs. Renseignez-vous sur les capacités de validation directes de votre fournisseur dans les pays que vous souhaitez désigner.

 

Il est également important de fournir les pouvoirs ou autorisations signés dans les délais demandés, le dépôt tardif de ces documents est possible dans la plupart des pays mais celui-ci occasionne des frais supplémentaires. La plupart des pays offre la possibilité d’établir un pouvoir général. Renseignez-vous auprès de votre fournisseur de validation pour voir si un pouvoir général constitue la meilleur solution pour vous. S’il est nécessaire que ce pouvoir soit estampillé par un représentant légal comme c’est le cas en Italie, il est important de prendre en compte les avantages d’un tel pouvoir mais également son coût. De grandes entreprises peuvent avoir plusieurs entités légales ainsi que plusieurs adresses ce qui rend l’établissement de pouvoirs généraux coûteux d’un point de vue du temps (administratif) comme d’un point de vue financier. 

 

Lors que vous envoyez vos instructions à votre fournisseur de validation, il est recommandé de fournir la liste complète des pays de votre choix, il est bien sûr possible d’ajouter des pays avant la date limite mais en remettant la liste complète des pays à votre fournisseur de validation le plus tôt possible, vous lui permettez de choisir les langues dans lesquelles votre brevet doit être traduit en limitant le nombre de traductions au minimum. Certains pays peuvent accepter des traductions dans plusieurs langues ce qui aura un impact positif sur le coût de la validation de votre brevet. Si, au contraire, vous changez d’avis et vous décider de ne plus faire valider votre brevet dans certains pays, il est impératif de le faire savoir aussi tôt que possible à votre fournisseur de validation afin que les traducteurs arrêtent de travailler dès que possible. De plus, si vous avez des documents en format qui peut être édité comme les sequences listings ou les dessins, le fait de les fournir à votre fournisseur de validation vous permettra peut-être de négocier à la baisse des suppléments dus à des instructions tardives.

 

Si le texte de votre brevet est similaire à un brevet qui a déjà été validé précédemment, faîtes-en part à votre fournisseur de validation. Comme nous l’avons dit dans le premier article, les frais de traduction sont calculés dans la plupart des cas sur la base du compte de mot. Si votre fournisseur de validation gère le processus de traduction de façon compétente et s’il utilise les bons outils de support de traduction, il sera possible grâce à une analyse du texte de déterminer le degré de similitude par rapport au brevet précédent. Le résultat de l’analyse donnera le pourcentage de correspondance qui devrait être pris en compte par votre fournisseur de validation au moment de la facturation de la traduction. Renseignez-vous auprès de votre fournisseur de validation si celui-ci est en mesure de prendre en compte des traductions déjà réalisées, si ce n’est pas le cas, prévoyez ce cas de figure à l’avenir et confiez vos dossiers de validation en prenant cette possibilité en considération.

 

De même, si votre brevet a été traduit au moment de l’entrée en phase nationale, dans des pays qui ont une langue locale en commun avec des pays de la CBE, il est envisageable de faire usage de traductions antérieures afin de réduire les coûts au moment de la phase régionale. Parlez de cette possibilité avec votre fournisseur de validation aussi tôt que possible pour connaître les avantages en terme de prix possibles. Vérifiez que votre fournisseur de validation acceptera la traduction, renseignez-vous sur la tarification en cas de rectification. Enfin, renseignez-vous pour savoir qui assumera la responsabilité de la qualité de la traduction. Des tarifs sur la base d’honoraires peuvent être difficiles à contrôler.

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