GL C VII 2.6 Minutes of an interview or telephone conversation

The minutes of an interview or telephone conversation should list the participants, summarise the main results and state any oral requests. They must be signed by the examiner. Documents filed during a personal interview, such as new claims or an amended description, must be listed in the minutes and signed by the applicant/representative.
The minutes of interviews or telephone conversations should always indicate whether the next action is due to come from the applicant or the examiner. In this regard, the minutes when despatched to the applicant may:
(i)be issued for information only, in which case if a time limit is still pending, it should be observed; if no time limit is pending, no action is required from the applicant;
(ii)be issued such as to extend a pending time limit, in which case the applicant must reply within that extended time limit, or
(iii)be issued such as to set a new time limit for response, in which case the applicant must reply within this new time limit.
Where the interview or telephone conversation is concerned with the clarification of obscurities, the resolution of uncertainties, or putting the application in order by clearing up a number of minor points it will usually be sufficient if the examiner makes a note in the minutes of the matters discussed and the conclusions reached or amendments agreed, unless a time limit is set for reply (see below).
With regard to the discussion of weightier matters, such as questions of novelty, inventive step, unity or whether the amendment introduces added subject-matter, a fuller note of the matters discussed is made in the minutes. In particular, the minutes will specify in concrete terms the topics discussed, together with any amendments agreed, any opposing views, the reasons for any change of opinion and any conclusions drawn, unless these are clear from other documents in the dossier. In particular, the reasons for any amendments required by the examiner should be clearly indicated.
The use of indefinite, ambiguous or universally applicable statements in minutes should be avoided. For example, statements such as "Amendments to the claims were proposed to take account of the prior art cited in the search report" are of no assistance to members of the public, other members of the division, or indeed the primary examiner himself at later stages of the procedure. The same applies to conclusions worded in a generalised manner.
If the minutes are sent as a first communication in examination, see C‑VII, 2.7.
The minutes of an interview or telephone consultation are placed in the dossier, made available for file inspection (including all documents provided by an applicant or representative during the interview or telephone conversation) and sent to the applicant or his representative, even where the telephone consultation merely changes/confirms/cancels the time/date of a proposed interview.
However, by way of exception, telephone consultations relating to amendments agreed immediately preceding completion of the communication according to Rule 71(3) may be reflected in that communication, provided that there is no uncertainty for the public as to what was agreed. The amendments must be identified as exactly as possible.

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EPC Implementing Rules

EPO Guidelines - C Procedureal Aspects of Substantive Examination

own subtype: guidelines