SACEPO Working Party on Quality continues open dialogue to enhance quality and services

At its first meeting of the year, the SACEPO Working Party on Quality discussed recent developments in patent quality, with a focus on the impact of initiatives implemented in 2024, the Quality Action Plan 2025, and the use of AI at the European Patent Office (EPO).​ 

On Tuesday 3 June, the EPO met with the SACEPO Working Party on Quality (WP/Q), which brings together 72 international members from 38 countries across four global regions.

Steve Rowan, EPO Vice-President Patent Granting Process, opened the meeting by welcoming the participants and emphasising the pivotal role of SACEPO WP/Q as a leading global forum for user dialogue. He underlined the importance of listening to users' diverse perspectives and noted that many of the initiatives in the Quality Action Plan 2025 stem from prior discussions within this group.

The meeting was highly interactive and constructive, with members offering positive feedback on ongoing initiatives and also highlighting areas for further improvement.

Key quality actions 2024 and their impact

User representatives welcomed the update on the EPO’s key quality actions in 2024. Members noted the positive effects of Active Search Divisions, particularly the improved alignment between written opinions issued at the search stage and subsequent examination communications. They praised the progress of harmonisation initiatives, which are helping practices converge within teams and across examiner teams and operational sites.

The full details of quality actions and results for 2024 will be published in the coming weeks in our comprehensive Quality Report, which will include an annex outlining the findings of the 2024 Stakeholder Quality Assurance Panels (SQAPs).

Latest progress on the Quality Action Plan 2025

Participants expressed support for the EPO’s Quality Action Plan 2025 and the progress so far this year. Key aspects include enhancing patent quality through focused investments in staff skills, advanced tools and technologies, as well as the alignment of practices across the patent granting process. There will also be a focus on harmonising and aligning the application of the European Patent Convention with regard to inventive step. Some members noted that there is still room for improvement when it comes to amendments made at the grant stage. The EPO reassured members that efforts are ongoing to ensure prior consultation with applicants in such cases.

The review of recommendations resulting from the clarity workshop held in November 2024 prompted further discussion and feedback, as did a report on the topic from the recent meeting of the SACEPO Working Party on Guidelines. There, it was announced that changes proposed by users have been taken up for further consideration and that some clarifications are planned for inclusion in the 2026 edition of the Guidelines. These developments were welcomed by the SACEPO WP/Q members.

AI tools to support examiners

Digital transformation and its role in supporting quality remains a priority for the EPO. Members engaged in lively, detailed discussions of well-received updates on AI- and machine learning-supported tools, including their use in classification, search, machine translation and the Legal Interactive Platform. Ongoing pilots involving AI-assisted tools were also welcomed, including one that uses AI support for writing the minutes of oral proceedings. As always, the minutes of oral proceedings remain under the control and responsibility of the division.

SACEPO WP/Q members strongly supported the EPO’s human-centric approach to AI, which ensures accountability and legal certainty. AI-assisted tools are designed to assist examiners and formalities officers, and all decisions remain under human control, in line with the EPO's AI policy. Members encouraged the EPO to continue to work with users and other patent offices on the use and development of AI tools.

SQAPs 2025: expanding the scope to oppositions

The EPO reaffirmed that Stakeholder Quality Assurance Panels (SQAPs) remain central to its quality assurance framework.

Three online sessions are scheduled to take place as follows:

• SQAPs on search reports and written opinions - 20 October 2025
• SQAPs on grants - 21 October 2025
• (new!) SQAPs on oppositions - 22 October 2025

As in previous years, two sessions will focus on core products: search reports and written opinions, and grants. This approach ensures continuity and allows for benchmarking. For the first time, there will be a dedicated session on oppositions, marking a significant evolution in the SQAPs programme.

The inclusion of oppositions in this year’s SQAPs programme reflects proposals from the Institute of Professional Representatives before the EPO (epi), BusinessEurope and SACEPO WP/Q members.

About SACEPO WP/Q 

Meeting twice a year, SACEPO WP/Q brings together user representatives of the European patent system from around the world. Appointed by the President of the EPO for a period of three years, SACEPO members engage with the EPO and share valuable insights on its latest initiatives, helping to ensure the highest quality standards at every stage of the patent granting process.

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 applicants of all sizes and with user associations. This continuous input enables the EPO to refine its products and services through initiatives that address evolving applicant needs. These efforts are documented annually in the Quality Action Plan and Quality Report.