The European Union Trade Mark (EUTM) is the cornerstone for securing exclusive brand rights in the EU’s single market, and its renewal management is the key to ensuring those rights remain in force. This article systematically outlines the essentials every rights holder should master:

1. Calculating the Validity Period

•      Ten‐Year Term from Filing Date

EU trademarks will stay valid for ten years starting on the application date, rather than the registration or publication date.

•      It should be noted that, pursuant to Article 46 of the EUIPO Trade Mark Regulation, “The registration of a Community trade mark shall be valid for ten years from the date of filing of the application.” Consequently, the renewal is calculated from the application filing date, not from the actual registration or grant date.

o     For example: An application filed on July 14, 2015 expires on July 14, 2025.

•      EUIPO Courtesy Notices

The European Union Intellectual Property Office (EUIPO) typically sends a courtesy reminder before expiry, but we would strongly recommend fully tracking and acting on all deadlines.

2. Renewal Filing Window

•      When to File

You may file your renewal application and paid for the fees within the six months before expiration date.

o     For example: For a mark expiring on July 14, 2025, the window runs from January 14, 2025 through July 14, 2025.

•      How to File

o     Online (via EUIPO’s e-filing portal): most common due to lower fees and immediate acknowledgement.

o     Paper (by mail or in person): accepted, but usually carries a modest surcharge.

•      Required Details

o     EU trademark registration number

o     Owner’s name and address

o     Confirmation of classes to be renewed

3. Missing the Deadline: Grace Period & Recovery

•      Six‐Month Grace Period

If you miss the expiry date, EU law grants a six‐month grace period counted from the day after expiry.

o     Example: A mark expiring July 14, 2025, enjoys a grace period until January 14, 2026.

•      Late‐Filing Surcharge

Renewal filings in the grace period incur an additional 25% surcharge on the standard fee.

•      After Grace Period

If you still do not renew by the end of the grace period, the EU trademark lapses. You may file a fresh application, but you forfeit your original filing date and the associated priority, and the mark must pass a full new examination.

4. Fee Schedule (as of 2025)

•      Online Filings

o     1 class: € 850

o     2 classes: € 900

o     3+ classes: € 1 050 (includes first three; each additional class + € 150)

•      Paper Filings

o     Approximately € 50 more than online (e.g. € 1,000 for one class)

•      Grace‐Period Surcharge

o     25% on the above amounts (e.g. an extra € 212.50 on a single‐class online filing)

Tip: Filing online not only saves on the paper surcharge but also speeds up processing and reduces risk of postal delays.

5. Renewals During Transfers or Owner Changes

•      Concurrent Renewals and Transfers

You can file your renewal at the same time as submitting a transfer or owner‐change request; there’s no need to wait for the transfer to register.

•      Which Name to Use

o     If the transfer/change is not yet recorded at EUIPO, file under the current (old) owner.

o     If the transfer/change is already recorded, file under the new owner.

•      Supporting Documents

Attach copies of the transfer agreement or change notification to your renewal filing to help EUIPO verify ownership details and avoid administrative delays.

6. Managing Large Portfolios: Avoiding Missed Deadlines

Firms holding many trademarks face complex deadline tracking. To prevent costly lapses, consider a professional trademark‐management platform such as the Kangxin IP Platform’s Brand Management Module:

•      Automated Alerts

Tracks each mark’s renewal window and grace period, sending advance notices to responsible staff.

•      Batch Processing

Consolidates all renewals into a single task list and supports bulk filings.

•      Visual Dashboard

Presents status, upcoming deadlines, and fee projections at a glance.

•      Data Validation

Checks that owner names and class lists match EUIPO records before submission.

•      End-to-End Workflow

Integrates filing, payment, and document uploads into one streamlined process.

This solution also supports multi-jurisdictional management, making it ideal for companies operating both within the EU and elsewhere.

Conclusion

Renewal of an EU trademark involves precise deadline calculation, timely filings, correct payment of fees (including any late surcharges), and careful handling during ownership changes. By planning ahead—ideally six months before expiry—and leveraging online filing plus a dedicated management platform, you can maintain uninterrupted protection for your brand across the European Union. Continuous monitoring and batch management are key to safeguarding even the largest portfolios and ensuring long-term brand security.