Opening the file and sending a quotation
In every case, we will be sending out an Invention Protection Proposal (IPP) with the options for the preparation and filing of the application as a first step, which means that we need to create a P file. For details of how to create a file, see (Entry to be created for Equinox). Make sure that you enter the Applicant’s details and, where possible, each of the Inventors, because these details will go on the documents sent to the client when we report, and they will, in any event, be needed in preparing the application.
To prepare the IPP, you will need an estimate of the professional time required – the responsible attorney should provide this using the Patent Drafting Cost Estimator, which can be created through Equinox. This document must be on the file to show how the estimated time was arrived at. Then use the time total in the fee calculating spreadsheet, which can be found in Teams/General/Files. Print a copy of the completed form to pdf and save it to the file, remembering to reset the time value etc. to zero before exiting the spreadsheet file so that your changes are not saved. (See also Preparing a Quotation). Prepare the IPP using template UKPA120, completing a summary of the invention and checking generally for consistency. Enter the figures from the spreadsheet pdf into the IPP into the Options (usually pages 5 and 6), as well as entering the overall VAT-inclusive figures on the Reply Form. Include the Payment Options form if the client is a new client or if we are uncertain about their creditworthiness.
You will need to send the IPP out with a standard engagement e-mail UKPA10, editing as appropriate.
If we do not receive instructions within a week (or a shorter period, if the client indicated that the matter is important) the quotation should be followed up. Our procedure for this is set out in Following up after a quotation has been sent.
Receipt of Instructions
The responsible attorney must be advised straight away of receipt of instructions (with payment, where requested), and a date set for drafting of the specification. The attorney may decide to send the drafting to a freelancer, in which case notes will need to be prepared and materials collected for sending to the freelancer with suitable instructions. The administrator will need to monitor the due date that the system sets for drafting to make sure that the attorney completes the draft specification in good time.
Sending the draft specification
The draft should be prepared using our standard Word format. This is done by creating a document in Equinox selecting the Letter Template Patent specification layout.
A cover sheet should be prepared, using UKPA40. Before preparing this, check that all the information on the Case Record is correct, and that the Long Title has been updated to conform with that in the draft. After producing the cover sheet, check it carefully to make sure that the information is correct and that everything is where it should be. If the name entries are duplicated, please edit them to make sure that they appear correctly. If the draft is to be sent out as a pdf document, rather than printed, produce the pdf with the letterhead imposed, and then leave that pdf document open while you print the specification to pdf (without letterhead). This appends the specification to the cover sheet in a single document. Use the Smart Template UKPA42 – sending draft patent specification to send out the draft by e-mail, amending to include any comments or requests for additional information.
Make a note to follow up within no more than seven days.
When the draft specification has been approved, see UKP Application to Publication for the next steps.
Last Updated on 7 January 2025 by Keith