The Madrid Union has introduced several significant amendments to the Regulations under the Protocol Relating to the Madrid Agreement, which will come into effect on November 1, 2025. These updates are designed to enhance the efficiency and transparency of the international trademark registration system. Below, we summarize the key changes to help trademark holders and representatives adapt in a timely manner.
1. Mandatory Email Address for Recordal Requests
To facilitate electronic communication and streamline processes, the amended Rules now require the provision of email addresses when submitting various requests to the International Bureau, unless previously supplied. This applies to requests such as the appointment of a representative, recording of licenses, subsequent designations, and changes in ownership, name, or address.
Requests that do not include the required email address will be considered irregular. For the appointment of a representative, a new compliant request must be submitted. For other types of requests, applicants or their representatives will have three months from the date of notification to rectify the omission; otherwise, the request will be deemed abandoned.
When using the eMadrid online platform, users will receive a prompt to provide any missing email address before the request can be finalized. A special provision applies to subsequent designations, allowing applicants to preserve the filing date by correcting the irregularity after notification.
2. Licensees to Receive Direct Notifications
Under the revised Rule 20bis, licensees or their representatives will now receive direct notifications from the International Bureau in several key situations. These include irregularities in a license recordal request, successful recordal of the license in the International Register, and declarations by a Contracting Party that the license has no effect in its territory.
This update ensures that licensees stay informed about developments affecting their rights and are able to take appropriate action in a timely manner.
3. Adjusted Fee Calculation in Response to Exchange Rate Changes
The amendments to Rule 35 introduce more responsive mechanisms for recalculating individual fees in Swiss francs to reflect exchange rate fluctuations.
When the exchange rate decreases by at least 5% for more than three consecutive months, the Director General will now be required to establish new fee amounts in Swiss currency. Conversely, when the rate increases by at least 5% over the same period, the Offices of the concerned Contracting Parties may request a recalculation. The International Bureau will also inform these Offices when the conditions for a fee adjustment are met.
These changes help minimize discrepancies between the costs of using the Madrid System and direct national filings, ensuring greater equity for users.
Recommendations for Rights Holders and Representatives
With the new rules taking effect on November 1, 2025, we recommend that all users of the Madrid System ensure that email addresses are collected and included in all relevant submissions. Internal procedures and checklists should be updated to reflect these amendments. Working closely with your intellectual property advisor will help prevent processing delays and maintain seamless management of your international trademark portfolio.
Our firm is fully prepared to assist clients in navigating these updates and continues to provide comprehensive support for international trademark matters under the Madrid System.
*This alert is based on WIPO’s Information Notice No. 30/2025. For further details, please refer to the official publication or consult with our Madrid Protocol specialists.*
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