Platform takedown procedure: documents to prepare
A platform takedown removes an infringing listing without going to court. Success depends on the paperwork you submit, not on legal argument. You need proof of ownership, precise identification of the infringing listing, and a signed notice. Missing any of these three slows the platform's review or leads to rejection.
What a takedown changes, and what it does not
A takedown removes a listing from view; it does not decide whether the underlying use is infringing. The platform applies its own policy, not a court's reasoning. If the seller disputes the notice, the listing can return before any court has looked at the merits. Treat removal as an administrative step, not as a resolution of the dispute.
Because the process sits outside litigation, the paperwork carries the whole weight. A platform reviewer has minutes, not a docket, to decide whether your notice is complete. Missing one document usually means a rejection or a request for more evidence, not a benefit of the doubt.
Documents to prepare
Six items make up a complete package. Each has an owner inside your organisation or with counsel.
- Collect the registration extract or certificate for the trade mark. The rights holder or trade mark administrator holds this document.
- Capture the infringing listing with a screenshot, the URL and the date. The brand protection team is responsible for this step.
- Draft the comparison between the registered mark and the infringing use. Counsel typically prepares this.
- Sign the take-down notice in the form the platform requires. The rights holder or an authorised signatory signs it.
- Attach a power of attorney if counsel files the notice instead of the rights holder.
- Submit the package through the platform's designated reporting channel, not by direct message to the seller.
| Document | Purpose | Who prepares it |
|---|---|---|
| Registration extract or certificate | Confirms you hold the right you are enforcing | Rights holder or trade mark administrator |
| Listing identification (URL, screenshot, date captured) | Lets the platform locate the exact listing | Brand protection team |
| Comparison evidence | Shows why the listing is infringing, not merely similar | Counsel |
| Signed take-down notice | Formal trigger for the platform's internal review | Rights holder or authorised signatory |
| Power of attorney | Confirms the filer is entitled to act for the rights holder | Rights holder, countersigned by counsel |
| Prior correspondence with the seller, if any | Shows the platform this is not the first contact | Brand protection team |
When the infringing listing is hosted in one country and the seller operates from another, the evidence bar rises. The same standards used in Evidence gathering in two countries apply to what a platform will accept as proof.
Who reviews the notice, and how long it takes
The platform's own trust-and-safety or intellectual-property team reviews the notice. No court order is required at this stage. Review speed depends on the platform's internal service level, not on a published legal deadline. A complete, well-evidenced package moves through review faster than one that forces the platform to ask for more. If the seller files a counter-notice, the matter can move to the platform's formal dispute process, and in serious cases to court.
Scenarios you may face
If the seller does not respond within the platform's window, the listing typically stays down and no further action is required from you.
If the seller files a counter-notice, the platform may reinstate the listing unless you escalate within the deadline the platform sets.
If the marketplace runs on tokenised assets or an NFT model, reserve and custody requirements can affect whether a listing can be reinstated at all. What changed in reserve rules token issuance sets out what changed there.
If your storefront is run by a vendor under a technology contract rather than directly by you, a takedown does not end that relationship. Exit assistance technology contract explained covers how that transition is handled separately.
Sources and limits
This page does not cover litigation on the merits of the infringement. It does not cover customs seizure of physical goods at the border, which follows a separate procedure. It does not cover domain-name disputes, and it does not guarantee that a listing stays down once removed.
For a jurisdiction-specific view of establishing an infringing asset, Asset in Poland in detail sets out what a report in that jurisdiction can establish.
Checked: 12 March 2025. Primary sources: the notice-and-takedown policies published by the marketplaces concerned, and the procedural notes our brand protection practice maintains for each platform.
Related reading
A parallel administrative process follows a similar document logic. How renewal and restoration trade mark documents to prepare sets out what that package looks like.
If you need a notice filed correctly the first time, a partner responds within minutes during business hours, and you receive a cost estimate within one business day.
FAQ
How long does platform takedown procedure take in practice?
Timing depends on the platform's own service level, which is not a published legal deadline. A complete, well-documented notice moves faster than one that forces the platform to request further evidence.
Which documents are needed to start?
You need proof of ownership, precise identification of the infringing listing, comparison evidence, and a signed notice. If counsel files on your behalf, add a power of attorney.
What happens if the other side does not respond?
The listing typically stays removed, and no further action is required from you. Keep your evidence in case the seller raises the dispute again later.