The EPO Scales Up AI-Assisted Minute-Taking in Oral Proceedings

Key takeaways

• EPO expands AI-assisted minute-taking across proceedings in 2026 after a 150-proceedings pilot.
• AI transcribes recordings and helps draft minutes. Divisions review and remain responsible.
• Audio and transcripts are deleted once minutes are issued.

From pilot to practice: An update to EPO procedure

Historically, minutes of oral proceedings before the EPO have been manually prepared by the responsible division and serve as the official record of what transpired during hearings. 

In 2025, the EPO initiated a pilot in which AI tools were used to generate transcripts and support minute drafting for videoconference-held oral proceedings. Participants and users reported tangible benefits, particularly in terms of clarity, consistency, and speed of minute preparation.

On the basis of these results, the EPO is now scaling the initiative:

• All oral proceedings in examination and opposition will be covered.
  
• The use of AI will also be extended to proceedings before the Receiving Section and the Legal Division.
  

This marks a significant expansion of AI usage in EPO procedural workflows and aligns with the Office’s Strategic Plan 2028, which emphasises both quality and efficiency.

-How the AI-assisted minute-taking works

The process is designed with clear safeguards and continued human responsibility:

1. Audio recording
   Oral proceedings, typically held by videoconference, are audio recorded using EPO systems.
   
   
2. AI transcription
   The audio recording is converted into a text transcript with AI assistance.
   
   
3. Drafting support
   A second member of the division uses an AI-supported tool to generate a draft of the minutes based on the transcript.
   
   
4. Human review and finalisation
   The draft minutes are reviewed and finalised by the division in accordance with established rules, including Rule 124(3) EPC. The division remains fully responsible for the final content.
   
   

Crucially, both the audio recording and the transcript are deleted after the minutes are issued. They are used solely as preparatory aids and do not form part of the official case file provided to the parties. 

The EPO has been clear that this initiative is intended to support, not replace, human decision-making. AI assists with transcription and drafting, while responsibility and judgement remain firmly with the examining or opposition division. 

What does this mean for patent practitioners?

The EPO’s expansion of AI-assisted minute-taking is more than just an internal efficiency improvement. It strengthens the way oral proceedings are recorded and documented, and it underscores the Office’s forward-looking approach to integrating AI into everyday procedural work. 

What the pilot has shown

The pilot has already delivered measurable improvements in the consistency, clarity, and structure of minutes, and participating divisions and practitioners have given positive feedback on the process overall. 

With the expansion of the programme, attorneys can expect faster and more reliable documentation,reduced administrative friction, whilst maintaining human control and accountability.

Human-centric AI and legal safeguards

This initiative also highlights how AI can be introduced in a human-centric way that enhances quality without undermining legal safeguards - a philosophy we share at Solve Intelligence. We believe that AI works best as a support tool, with attorneys firmly in the driving seat. 

The attorney’s role remains essential

Even as AI becomes part of routine practice at the EPO, attorneys’ expertise remains essential to interpret, advise, and strategically guide the prosecution, opposition, and appeal proceedings in the client’s best interest. 

It is encouraging to see patent offices, alongside law firms and large in-house IP teams, using AI to achieve real efficiency gains. When applied to well-defined tasks, AI can reduce administrative burden and free up time for higher-value work. 

At Solve Intelligence, users report efficiency gains of up to 60% when using our platform. We recognize that the most effective AI solutions for patent practice are those that are highly customizable and complement attorneys' specialized knowledge while giving them complete control over the final work product.