Electronic correspondence FAQ

What business lines currently support electronic correspondence through our online services and B2B channels?

Patents

The vast majority of patent correspondence is now issued electronically to our online services and B2B customers. This includes certificates of grant.

Patent correspondence relating to the following applications is issued electronically (paper copies will not be sent out):

  • hard copy correspondence will still be sent for anything relating to older patents

Detailed information is available in the correspondence user guide.

Trade marks

The vast majority of trade mark correspondence is now issued electronically to our online services and B2B customers. This includes certificates of registration.

All users of our online services not represented by an intellectual property (IP) professional (with an IP Australia attorney code) will receive correspondence electronically for all applications submitted through our online services from 16 March 2015 onwards.

If you are a user of our online services and would like to receive all correspondence electronically for your older trade marks (applications/registrations submitted prior to March 2015), please contact us on 1300 65 10 10 and discuss this option with an online services representative.

What correspondence types will be available via electronic correspondence?

Patents

Electronic patent correspondence is available for our online services customers for the vast majority of current patents and patent applications.

Specifically, correspondence relating to the following applications is issued electronically through our online services (paper copies will not be sent out):

  • all innovation patent applications filed from 24 May 2001
  • standard patent complete applications and provisional patent applications filed after 5 July 2002 
  • PCT applications which entered the national phase after August 2002.

For customers not represented by an IP Professional, correspondence for patents lodged prior to the above mentioned dates will continue to be issued in paper to the address for service.

Trade marks

Specific information on what items of trade mark correspondence is available can be accessed on our electronic trade mark correspondence page.

In what format will electronic correspondence be provided?

Each item of correspondence will be provided as a single PDF file. These files are text searchable.

  • B2B customers will receive a ZIP file containing all correspondence for that day.
  • Our online services customers may also download a ZIP file containing multiple selected correspondence items through the bulk download option.

An XML manifest file is included in the ZIP file that describes the contents within.

How will I be notified of new correspondence?

Our online services users will receive an email notification once a day alerting them to any new correspondence.

An email will only be sent when there is new correspondence.

Will I be notified if I have not viewed or downloaded my electronic correspondence?

Two reminder emails will be sent to our online services users who have not viewed new correspondence. The first reminder is sent after four weeks, the second after four months from the day the correspondence was issued.

Any correspondence older than six months will be removed from the system. Customers are encouraged to download and save or print their correspondence to another location before the six month time frame expires.

B2B customers will not receive email notifications.

When and how often will correspondence be sent electronically?

Correspondence will be processed and sent out overnight. When the correspondence is identified to be of an urgent nature, it may be sent at any time of day.

How do I start receiving my correspondence electronically?

For patents, our online services customers will begin receiving electronic correspondence at the release by default. No action is required by the customer.

Further to this, for trade mark customers that are not represented by an attorney and are filing individually, you will only receive correspondence electronically for new applications that were submitted through our online services on or after 16 March 2015.

What additional information will be provided with electronic correspondence?

Customer references will be provided for each correspondence item. The reference will match the reference on the correspondence item.

Other information provided includes: dispatch date, IP right number, IP business line and correspondence type.

What additional information is provided for correspondence related to multiple IP Rights?

For correspondence items that relate to multiple IP rights, the system will indicate the IP right number relates to 'multiple'.

How long do I have to view or download my electronic correspondence within online services?

Our online services correspondence facility will display electronic correspondence items for 6 months or until the 2500 item limit has been reached (whichever happens earlier).

How do I know if I have viewed a correspondence item?

Our online services correspondence facility provides a status indicator column. Upon viewing or downloading correspondence, the status will display 'read'. For any correspondence items that have not been actioned the status will display 'unread'.

What do I do when I have not received the correspondence item or the correspondence I have received is incorrect?

For our online services customers, please contact us on 1300 65 1010.

For our B2B customers, please email b2b.support@ipaustralia.gov.au.

Last updated: 
15 March 2016