Brief Instructions for Direct Debit Collection
Ongoing direct debit collection recommended
The direct debit scheme with valid authorisation for ongoing direct debit and mandate for recurrent payments has a great advantage: Due IP fees can be collected automatically, in a timely manner. This will reduce the risk of losing IP rights due to failure to pay or late payment.
- For payments by direct debit you need two forms of the DPMA:
- Your individual mandate reference number will be automatically assigned to you when downloading the SEPA core direct debit mandate form (form A 9530.1) from our website. It is already printed on the SEPA core direct debit mandate form upon download.
- The SEPA core direct debit mandate must contain as mandatory details:
- the creditor identifier of the federal administration/DPMA (it, too, is already automatically indicated on the form)
- name and address of the person authorising the SEPA Core Direct Debit Mandate (= the payer)
- bank details (BIC and IBAN of the account to be debited)
- The original SEPA core direct debit mandate form bearing your handwritten signature must be filed with the DPMA.
- However, to ensure a certain payment date, it is sufficient to first send your SEPA core direct debit mandate to us by fax and then send us the original form with your handwritten signature within one month after receipt of the fax by the DPMA.
- However, if the original mandate form is received only after the expiry of one month after receipt of the fax by the DPMA, only this later date is deemed to be the payment date (with possible consequences for the validity of your IP rights).
- It is absolutely essential that you indicate the purpose of use for each payment, so that the DPMA can identify payments. Only by specifying the purpose of use of a SEPA core direct debit mandate, the SEPA mandate can be assigned to an IP right, file number, Kassenzeichen reference or invoices. Only after having received the mandate and the specification of the purpose of use of the mandate, the DPMA can collect the payment by direct debit. Please use the corresponding "Specification of the purpose of use of the mandate” form (A 9532.1).
- The following details have to be indicated on the "Specification of the purpose of use of the mandate” form (form A 9532.1):
- mandate reference number (see SEPA core direct debit mandate form)
- official file number
- fee number (if already known - see information leaflet Information Concerning Costs, Fees and Expenses)
- amount of payment
- The specification of the purpose of use of the mandate can be submitted together with the SEPA core direct debit mandate or later separately (referring to the relevant mandate reference number) if a SEPA core direct debit mandate has already been submitted.
- If the DPMA has already received your valid SEPA core direct debit mandate, you do not have to authorise a new direct debit mandate for each further purpose of use.
For more information, please go to the "Frequently asked questions" section.
Recurrent direct debit collections
The SEPA core direct debit mandate can be used for one-off or recurrent direct debit collections. It is advisable to authorise a mandate for "recurrent payments":
- You can then use one single SEPA core direct debit mandate for several IP fees, invoices and further payment transactions (also with several file numbers or Kassenzeichen references). It is sufficient, for all subsequent payments, to submit the specification on the purpose of use of the mandate and refer to this valid mandate.
- You can only use the mandate for ongoing direct debit collection if you authorise the SEPA core direct debit mandate for recurrent payments.
- The risk of non-observance of time limits for fee payments and hence of jeopardising your IP rights will be reduced if you authorise the DPMA to collect future fees due by automatic direct debit.
- Only if a SEPA core direct debit mandate was authorised for recurrent payments, it will not expire if it is used for any direct debit collection within 36 months after the last collection. Each time the mandate is used, validity is extended accordingly.
As the person liable to pay, you can communicate changes of name, address and/or bank details in the SEPA core direct debit mandate in writing (for example, by letter or fax).
Contact & questions
Do you have any questions?
Then please have a look at the overview of frequently asked questions and answers.
You can also call us or send us an e-mail.
- For special questions on the direct debit scheme or payment transactions please call our hotline at +49 089 2195-4500.
- For inquiries on payment transactions please send an e-mail to firstname.lastname@example.org
- For all general questions concerning fees and payment transactions you can call our Central Customer Care and Services +49 089 2195-1000.
Last updated: 8 May 2020