Madrid eFiling: Simpler Certification, Cleaner Customer Experience

We’ve introduced a number of improvements and new features to the Madrid eFiling system, WIPO’s preferred and most efficient channel for receiving international trademark applications.

What's new?

1. Electronic “Declaration of Intent to Use” (Form MM18) for designating the United States

With Madrid eFiling, applicants designating the United States will now be automatically prompted to complete and submit the mandatory “declaration of intent to use the mark” (electronic Form MM18), further simplifying the international application process and reducing the risk of errors.

Electronic Form MM18 is required when designating the US. Applicants will no longer be able to proceed without submitting this form.

An international application designating the United States must also include an official declaration that the applicant has a bona fide intention to use the mark commercially and in connection with the goods or services specified. To fulfill this requirement, applicants must submit Madrid System Form MM18 alongside Form MM2 (international application). Failure to attach this additional form results in a WIPO “irregularity”, delaying the registration process and driving up the cost for applicants. Madrid eFiling integrates Form MM18 automatically into every international application that designates the United States.

For more on the US requirement of intent to use, refer to the Member Profiles Database.

2. WIPO Pay

New enhancements mean a more stable and robust payment platform, ensuring better fee processing mechanisms. Offices can continue to benefit from customizable payment options for their applicants, selecting from credit card, bank transfer and WIPO Current Account methods.

The all-new WIPO Pay

3. Automatic “Receipt Date” setting

Offices now have the option to set the international application “Receipt Date” automatically, based on the date and time an application is received through the eFiling system. This automatic date-and-time stamp will also be reflected in the applicants’ interface.

4. Electronic irregularity deadline notification

Offices can notify applicants of the deadline for responding to an irregularity notice through an all-new customizable setting.

5. Expansion of the list of goods and services

By default, all applicants will now have the option to add terms or classes to their list of goods and services in an international application.

Why eFiling? Benefits of electronic international applications

Madrid eFiling reduces application processing times and irregularities for Offices, and offers applicants a convenient and time-saving alternative to paper forms. That’s why eFiling is WIPO’s preferred method of receiving international applications.

 Among eFiling’s top benefits are:

  1. Better quality data, easier certification – eFiling can be configured to retrieve data from an Office’s own national trademark register, or from an international collection like TMview or WIPO’s Global Brand Database. Applicants simply enter the application or registration number associated with a basic mark, and all related data is automatically imported. As a result, Offices receive a clean set of trademark data identical to that of the basic mark, making the certification process simpler and more efficient.

  2. Fewer irregularities eFiling ensures that applicants only complete required information (based on which Offices are designated and the details of the basic mark); any fields that are not relevant for a particular application will not appear, further simplifying the application process for users.

    Similarly, an application that is missing any required information (for example, the fee for a mark in color or supplementary Form MM18) cannot be submitted, minimizing the risk of irregularities and saving applicants time and money.

  3. Customizable interface available in any languagethe eFiling interface can be translated into an Office’s working language 100% free of charge; and for national or regional offices whose domestic filing language is not an official Madrid System language (English, French or Spanish), the eFiling module provides applicants with built-in access to GoogleTranslate, Madrid Goods & Services Manager and TMclass to help translate and validate classification of the imported list of goods and services.

What is Madrid eFiling?

Developed internally with the needs of IP Offices in mind, eFiling is the Madrid System’s electronic international application interface. Madrid eFiling replaces paper Form MM2 for participating Offices. The service includes two modules, one for users (applicants) and another customizable “Office of origin” module.

The eFiling office interface

With Madrid eFiling, data from an applicant’s basic mark—including the list of goods and services!—is automatically imported from an electronic trademark database of the Office’s choosing. This data is then used to populate the applicant’s international application. Offices can then certify the application based on the electronic submission, and transmit it directly to WIPO.

The eFiling system is a paperless application and communication platform. WIPO uses eFiling to communicate any irregularities to participating Offices, and in turn, these Offices can track and transmit this information directly to users/applicants securely through the eFiling platform.

Madrid eFiling includes free user authentication, translation, and technical support services. This free service is available to all interested national/regional IP Offices.

How to participate

Setting up eFiling for your Office is simple and completely free of charge. WIPO will provide technical support throughout an initial assessment phase and determine how eFiling can be integrated into your current IT system.

A customized test system is provided after this initial assessment, so you can try eFiling before introducing the service to applicants. What’s more, if you already participate in TMview, your trademark data is already available and the transition to eFiling is only a few steps away!

To learn more about Madrid eFiling or to request a trial version, contact Peter Baker, Application Software Project Manager for the Madrid Information Systems Division.

Are you a trademark owner? Contact your Office of origin today to recommend Madrid eFiling!

More information