Vietnam Intellectual Property Office Adjusts Response Deadline Calculation for Electronic Communications

The Intellectual Property Office of Vietnam (IPVN) has implemented a notable change regarding the calculation of response deadlines for official documents issued electronically. This update, effective June 25, 2025, is designed to address challenges associated with the digitalization of administrative procedures and to ensure greater fairness for applicants responding to IPVN communications.

Notice from the Intellectual Property Office

Since January 1, 2025, the IPVN has primarily transitioned to delivering all industrial property administrative documents electronically. Paper documents are now reserved for applicants who do not have a registered email address or in instances where electronic delivery fails. Previously, official documents displayed two dates: the date of issue and the digital signing date, which signifies approval for electronic transmission. A significant gap, sometimes ranging from 10 to 20 days, could exist between these dates. This meant that calculating response deadlines from the date of issue effectively reduced the time applicants had to respond, as they received documents only after the digital signing date.

To rectify this matter, the IPVN issued Notification No. 2343/TB-SHTT. This notification mandates that for digitally signed documents sent via email, response deadlines will now be calculated from the digital signing date, rather than the date of issue. This adjustment ensures applicants receive the full allotted time to respond, more closely aligning with the actual date they receive the document. Furthermore, if documents are sent late due to technical issues, resulting in a shortened or expired response period, the deadline will be calculated from the date the electronic document was sent or the postmark date for paper documents. In such cases, applicants are required to provide an explanation and supporting evidence, such as email screenshots or postmarked envelopes, when submitting their responses.

This update is part of the IPVN’s broader initiative to digitalize and streamline intellectual property administrative procedures. The aim is to enhance efficiency while safeguarding applicants’ rights. This change is expected to provide a more equitable timeline for responses and mitigate delays previously encountered during the transition to electronic delivery systems.

Applicants are encouraged to maintain up-to-date email addresses with the IPVN and to regularly monitor their inboxes to ensure timely receipt of official communications under the new system.