Trademark registration through Diia

Public services are becoming more and more digital and, let’s face it, it makes life a lot easier. Registration of intellectual property is no exception. Today, registering TM online is a quick and convenient process available to everyone through the Diia portal. This article is your detailed guide that will take you by the hand through each step of this digital journey so that you can protect your brand without hassle.

Chapter 1: Preparing to apply through Diia

Before you enthusiastically open the Diia portal, let’s take a brief but crucial pause. The preparation stage is your strategic beachhead. Imagine going on a hike: you wouldn’t go without a map, compass and sturdy shoes, would you? It’s the same here. Careful preparation not only makes the application process itself quick and mechanical, but also ten times increases your chances of successful registration at the first attempt. This will allow you to avoid embarrassing refusals of UKRNOIVI examination, save money paid as a state fee and, most importantly, not to lose 12-18 months of valuable time. Let’s look at each element of this foundation in detail, as if under a microscope.

1.1 What you need: a qualified electronic signature (CEP)

Your first pass to the world of digital public services, and in particular to the registration of TMs, is a qualified electronic signature (CEP). It is important to immediately distinguish it, for example, from Diia .Signature, which is used for less risky operations. CEP is the highest standard of electronic signature in Ukraine, which has the same legal force as your handwritten signature on paper. It is required for operations that create serious legal consequences, and filing an application for registration of intellectual property is just such an operation. Without a CEP, the system will simply not allow you to authorise for this service.

Getting it today is easier than it seems. The fastest way is to generate a CEP remotely through your client-bank (Privat24, Monobank, Oschad 24/7, etc.). This is usually free of charge and takes up to 10 minutes. Alternatives are to contact one of the accredited key certification centres (ACCC) or the nearest branch of the State Tax Service. Key point: the applicant must be the owner of the signature. That is, if you are registering a TM as an individual entrepreneur, you need your personal KEP of an FLP. If the applicant is Horns and Kopytes LLC, the application must be signed by its director (or other authorised person) with your CEP as a representative of the legal entity. Before starting work, check the expiry date of your key and remember the password to it to avoid surprises at the most responsible moment.

1.2 The importance of TM pre-checking

If the previous paragraph was about technical readiness, this one is about strategic readiness. Ignoring this step is the most common and most painful mistake. Let’s imagine a young designer who creates a clothing brand called Urban Spirit. He develops a cool logo, invests in the first batch of goods, and creates an Instagram page. Inspired by his first successes, he applies for registration and… a year and a half later he is rejected, because it turns out that Urban Spirits (plural) has already been registered for class 25 (clothing) by a major European brand. It’s a fiasco. Its entire branding has to be started from scratch, and money and time are lost.

In order not to get into such trouble, a preliminary check of the TM for uniqueness is absolutely mandatory. It helps to assess the chances of registration even before filing an application. The UKRNOIVI examination will refuse registration if your mark:

• Identical or confusingly similar to TMs already registered or previously filed for registration for similar goods/services. Similarity is analysed according to three criteria: visual (like “ACER” and “ASER”), phonetic (“Reebok” and “Reabok”) and semantic (e.g. “Misyachne siaivo” and “Moonlight” for the same goods).
• Is descriptive ( e.g. “Tasty Bread” for bread) or misleading (“Lviv Coffee” for coffee grown in Vietnam and roasted in Kiev).
  Independent search in free databases UKRNOIVI gives only a superficial idea, because it does not show fresh applications that have not yet been published. To get the full picture, it is worth diving into our complete guide to brand registration called “How to register a trade mark (brand, TM) in Ukraine in 2025”, where all possible grounds for refusal are considered.

1.3 Prepare an image of your TM (logo)

When you are sure that your name is unique, it is time to take care of its visualisation. If your TM contains graphics, you will need a high-quality image of your TM. The Diia portal usually accepts .jpg or .png files. Pay attention to a few technical but important details. Firstly, quality: the image should be clear, high resolution, without pixelation or blurring. It is recommended to use a file with a resolution of at least 800×800 pixels. Secondly, cleanliness: the image should contain nothing but the logo itself. No backgrounds, watermarks, and especially no ® or ™ symbols – they are not part of the mark.

The choice between colour and black and whiteis strategically important .

• Black and white registration (recommended in 90% of cases) is the universal option. It protects the very form of the sign, regardless of the colour. This means you can use your logo on your website in blue, on your business cards in green, and on your signage in red, all protected.
• Colour registration only makes sense when it is a unique combination of colours that is the key identifying element of your brand (like Milka’s purple or IKEA’s combination of blue and yellow). In this case, you are protecting that particular colour scheme.
  Remember: the image you upload will be fixed for the next 10 years. It cannot be changed once it has been submitted. Therefore, make sure that this is the final, verified version.

1.4 Define the classes of goods and services (ICTU)

A trade mark does not give you a monopoly on the name “in general”. It protects your brand only within specific areas of activity. These areas are standardised using the International Classification of Goods and Services ( ICDS), which has 45 classes (34 for goods, 11 for services). Your task is to strategically choose the right ICCT classes that cover not only your current business, but also your expansion plans for the next 2-3 years.

Let’s go back to our entrepreneur Ivan, who now, after checking, has chosen the unique name “Rocket Courier”. His principal activity is courier delivery. This is clearly Class 39 ( transport, delivery of goods). But Ivan also plans to sell branded backpacks and T-shirts for couriers. For this he will need Class 25 ( clothing) and Class 18 (backpacks ). And if he wants to launch a mobile application to call couriers, it is also worth thinking about Class 9 (software).
The number of classes selected directly affects the cost of registration, because the state fee is paid for each class separately. Therefore, it is important to find a “golden mean”: not to leave important areas of business unprotected, but also not to overpay for classes that you will never need. This is one of the most difficult stages for self-registration, and this is where professional help is most valuable. If you want to register a trade mark with a guarantee of correct selection of classes, it is better to entrust this analysis to specialists.

Section 2: Step-by-step process of TM registration on the Diia portal

So, the fundamental preparatory work is complete. You, as a far-sighted strategist, are armed with everything you need: your qualified electronic signature is ready for action, the idea for the brand has been thoroughly checked for uniqueness, its visual embodiment has been saved in the form of an impeccable graphic file, and the list of the necessary ICTU classes lies in front of you like a map of your future business empire. Now comes the most responsible and exciting stage – the direct submission of the application through the state portal Diia . Do not think of it as a complicated bureaucratic procedure. Rather, imagine that you are sitting at the helm of a modern digital ship, where every device and every button is designed to make your journey to your goal as comfortable and understandable as possible. The main thing here is your full concentration and pedantic attention to every detail. Let’s walk this path together.

2.1 Authorisation on the Diia portal with the CEP

The first step on this path is your official entrance to the personal digital space. We open the main page of the portal diia.gov.ua and find the familiar button “Log in to the cabinet” in the upper right corner. The system will offer you several identification options, but for such a serious and legally significant operation as registration of intellectual property, we need the highest standard of security. Therefore, we choose the only correct option – “With the help of electronic signature”. It is important to understand that it is not just a login and password. A Qualified Electronic Signature (QES) is your digital twin, which according to the Law of Ukraine “On Electronic Trust Services” has the same legal force as your handwritten signature on paper. That is why it is used for transactions with a high level of responsibility. The interface will then prompt you to follow a standard procedure: specify your trusted service provider (ATSK), upload a key file from your computer or token, and enter your password. Pro tip: Check the expiry date of your CEP before you start. It would be a shame if it expired during the application process. If everything is done correctly, you will find yourself in your personal account, ready to work.

2.2 Search and selection of “Trade mark registration” service

Personal office on the Diia portal is, in fact, a single window to hundreds of state services. In order not to get lost in this digital metropolis, looking for the right “office”, it is most effective to use the inbuilt search. At the top of the page you will see a search box. Start typing in keywords describing our goal: “trade mark”, “register a brand”, “logo protection” or simply the abbreviation “TM”. The smart algorithm of the portal will quickly analyse your request and offer the most relevant result – the service “Trade Mark Registration”. By clicking on this link, you will not immediately get to the application form. The system will first redirect you to the service information card. Do not ignore it! Here are the most important things in a concise and easy-to-understand format: estimated processing times (so you understand that this is a marathon, not a sprint), the current cost of government fees, and a list of what you’ll need (we’ve fortunately already prepared all of this). Read this information carefully. This will help you make sure you are ready for the process. Once you have familiarised yourself, feel free to click on the large, prominent ‘Apply’ button.

2.3 Filling in the online form

This is the first block where you are required to enter data, and here accuracy is paramount. Imagine that you are filling in a visa application form – any mistake may result in a refusal. The system will try to help you by automatically filling in some fields (e.g. full name and RNOCPP) from your CEP data. However, your task is not to trust blindly, but to check each field carefully.Pay special, simply critical attention to the“Address for correspondence” field . This is not a formality. It is the only channel of paper communication between you and UKRNOIVI. It is this address that will receive official examination requests, which must be responded to within a strictly limited timeframe. If you provide an irrelevant address, miss a letter and do not respond to it, your application will be considered withdrawn. Therefore, specify the address where you are guaranteed to receive correspondence. Also carefully check the spelling of the full name for FLPs or the full name of the company. For example, if you are “PUBLIC LIABILITY COMPANY ‘Uspekh'” on the register, that’s how you should spell it, not “Success Ltd”.

2.4 Uploading the image and brand description

At this stage we move from words to deeds – we show the state what exactly we want to protect. First, the system will prompt you to upload a graphic file with your logo. After uploading you will see its thumbnail. Make sure that you have downloaded the exact file, the final version, without artefacts and distortions. Next, you will need to fill in several fields, which are, in fact, the passport of your mark:

• Trade mark type: Choose from the list. Most often it will be combined ( text + graphics).
• Colour: You need to make a strategic choice here. Registering in black and white gives you the broadest protection – you can use the logo in any colour and it will be protected. A colour registration protects a specific combination of colours and is appropriate if those colours are a key element of your brand identity.
• Description of the mark: This is not a marketing text, but a dry, formal description for the examiner and for the database. It should clearly explain what elements make up the sign. For example: “The claimed designation is a combined designation. It consists of the word element ‘AQUAFINA’ in capital letters of the Latin alphabet in blue, above which there is a stylised image of three mountain peaks in shades of blue and white”. This description helps to structure the mark and is important when comparing it with other TMs.

2.5 Selecting ICTU classes from the list. The system will automatically calculate the cost of collection

Here you will truly appreciate the advantages of the digital service and the benefit of the preparatory work done. Dia’s interface offers an extremely user-friendly tool for working with the International Classification of Goods and Services (ICDS). You don’t need to be a patent attorney to figure it out. You can simply enter keywords describing your business into a special search bar. For example, you are planning to open a bakery. You enter “bread” and the system offers a selection of suitable terms from Class 30. Enter “cafe” – you get options from Class 43. Enter “delivery” and you will find the required services in Class 39. You simply tick all the necessary items. But the main “magic” that makes the process of how to register a trade mark through an action, surprisingly transparent is the interactive fee calculator. At the bottom of the page, you see an amount that updates in real time every time you add or remove a class. This gives you complete control over your enrolment budget and allows you to make financially sound decisions right on the fly.

2.6 Data verification and signing the application with CEP

Finish Line. Before you click submit, the system will take you to the final review page. This is essentially a generated electronic form of your application that collects all the information you have entered. Take this step as seriously as possible. This is your last chance to conduct a self-audit and correct possible mistakes. Go through each item as if you were an editor proofreading the front page of a newspaper before printing. Is there a typo in your name? Is your postcode correct? Is the image file attached? Did you remember to add an important class of services that you plan to launch a year from now? Remember: once you put your CEP in place, the application is officially submitted. Making changes to it is a complicated and sometimes impossible procedure that will require additional time and money. If you have made sure that everything is flawless, feel free to click “Sign and send”. The window for working with CEP will appear again, and your signature will turn this form into an official document.

2.7 Paying the state duty online through a payment system

The final chord that officially starts the processing clock for your application. After successful signing, the Diia portal automatically redirects you to a secure online payment page (payment gateway). The procedure is familiar to everyone who has ever paid for something online. You will see the final amount of the fee, which was calculated at the previous stage, and you will be able to choose the most convenient way of payment: enter your bank card details (the system supports Visa and MasterCard) or use modern fast payment services such as Apple Pay or Google Pay, if you log in from a mobile device. After a successful transaction, your mission at this stage is complete! The application is officially considered submitted, and the date of payment of the fee will be considered as the date of submission. You will receive an electronic receipt by mail, and the status of the case will change to “In Processing” in your Diy office. It is important to realise: the state fee paid is irreversible. It is a fee for the examination itself, not for a guaranteed result. Even if registration is refused, the money is not refundable. This makes thorough preparation not just a piece of advice but an economic necessity.

Section 3: What happens after the application is submitted?

So, you have successfully completed all the steps on the Diia portal, clicked the final button, paid the fee, and your application has flown into the digital bowels of the government system. It would seem that the hardest part is over. But in fact, your active participation is over, but for your application everything is just beginning. There is a long road of examinations and waiting ahead. Many aspiring entrepreneurs mistakenly believe that once they have submitted their application, they can already put the ® symbol next to their logo. This is not the case. The right to use this symbol arises only after receiving the certificate. Until then, your application goes through several important stages of verification at the Ukrainian National Office of Intellectual Property and Innovation (UKRNOIVI). Let’s understand what exactly happens “behind the scenes” and how you can stay informed.

3.1 Receiving a confirmation of acceptance of the application for consideration in your office on the Diia portal

You will get the first feedback from the system almost instantly. Immediately after successful payment of the state duty in your personal cabinet on the Diia portal, the status of the service will change. Usually it is something like “In processing” or “Application sent to UKRNOIVI“. This means that Diia as an intermediary has fulfilled its function and forwarded your documents to the office. In the next few working days (usually 2-3 days to a week), the initial processing of your application will take place in the UKRNOIV itself . It will be assigned a unique number (e.g. m202401234) and the so-called application date will be set . This is a very important date, because it establishes your priority. If someone submits a similar application a day later than you, the advantage will be on your side. Once this process is complete, an official notification from UKRNOIVI will appear in your account on the Diia portal that the submission date has been set. This is a PDF document that confirms that your application has been officially accepted for review. From this point on, you can consider the process started.

3.2 Stages of UKRNOIVI application: formal and qualification examination

The path of your application to UKRNOIVI can be roughly divided into two broad stages.

1. Formal examination. This is the first filter your application goes through. At this stage, the expert does not analyse your logo for uniqueness. His task is to check whether all the documents have been filled in correctly. He looks to see whether the applicant’s details are available, whether the fee has been paid in full, whether the image complies with the established requirements, and whether the ICTU classes have been correctly selected. It is at this stage that all the mistakes made when filling in the form “come out”. If the expert finds an inaccuracy (for example, you have chosen 5 classes, but paid the fee for only 4), he sends you an official request to the address for correspondence with a request to correct the error or provide additional materials. You are given a certain amount of time (usually 2 months) to respond. If you do not respond, the application is considered withdrawn. If everything is in order, the examination makes a positive decision and moves the application to the next stage.
2. Qualification examination (examination in fact). This is the most important and the longest stage for which everything was started. Now another examiner carries out a full analysis of your designation. He checks whether your TM is confusingly similar to already registered or previously filed marks. It analyses whether your mark is not descriptive (like “Sweet Water” for lemonade) or one that may be misleading. In essence, he checks your mark for compliance with all the requirements of the Law of Ukraine “On Protection of Rights to Marks for Goods and Services”. If the examiner has doubts, he may issue a preliminary refusal and send you his arguments. You will have the opportunity to provide a reasoned response and try to convince the examiner that you are right. If your trade mark successfully passes this stage, the examiner will take the final decision on registration. In general, the standard term for processing an application, including both examinations, is 12-18 months. This is why preliminary examination was so important, so as not to wait a year and a half for a rejection.

3.3 How to track the status of your application

Waiting a year and a half in complete obscurity is not a good option. Fortunately, there are ways to keep track of what is happening with your application.

• Diia Portal Profile: From time to time, your profile may show status updates or copies of letters from UKRNOIVI. This is convenient, but not always prompt.
• UKRNOIVI online databases: This is the most reliable way. Once your application has been assigned a number, you can track its status through the specialised online databases on the UKRNOIVI website. By entering the number of your application, you will be able to see at what stage it is (e.g. “Formal Examination in progress”, “Submitted for Qualification Examination”, “Request sent to applicant”). This allows you to keep your finger on the pulse.
• Paper correspondence: Don’t forget to regularly check your post office box at your correspondence address. All official requests and decisions go there.

The process of registering a trade mark through Diia greatly simplifies the submission of documents, but does not speed up the examination itself. This is important to understand in order to have realistic expectations. And if you want to not just register a logo, but also to patent the name of your brand as a separate object, it is worth reading the article “How to patent the name of the company or brand in Ukraine”, which deals with the nuances of protection of verbal elements.

Conclusions

Well, friends, we have gone all the way from the idea to understanding what happens after clicking the “Pay” button on the Diia portal. As we can see, the government is really making steps towards business, and the possibility to apply for a trade mark online is a vivid confirmation of this. The main advantages of using Diia for this procedure are obvious: it is the speed of filing, the convenience of the interface that leads you by the hand, and transparency in the formation of the cost of fees. No more need to go to Kiev or send paper documents by post, risking to lose something.

However, it is worth remembering that Diia is only a convenient tool, a modern postal service, not a magic wand. The success of registration is still 90% dependent on the thoroughness of your preparatory work: in-depth verification of the mark for uniqueness, correct choice of ICTU classes and flawless filling in of all data. It is the correct preparation of documents that is your main insurance against delays, examination requests and, worst of all, final refusal. So utilise modern digital capabilities, but don’t neglect strategic planning. And if you want this complex preparatory stage to go smoothly, the Polikarpov Law Firm team is always ready to help you ensure reliable legal protection for your brand.