I’m working on a revised submission to Amazon regarding a Section 3 violation and had a question specifically about how to write effective preventive measures.

I’ve already removed the violating listings and implemented a new trademark-checking process using USPTO and legal consultation. But I want to make sure I’m framing it in a way that clearly shows Amazon I’ve addressed the long-term issue, not just the immediate listings.

I’d really appreciate your input. Happy to share my draft if anyone’s willing to take a look.

Thanks!

Dear Amazon Seller Performance Team,

Please review the updated Plan of Action addressing the IP infringement complaints.

The root cause of the issue:

• I performed a bulk inventory update to optimize listings enhancing listing titles, bullet points, and descriptions across approx. 80,000 SKUs using automated tools. During this process, several fields - including titles and description - were unintentionally populated with terms later identified as trademarked or protected by personality rights.

• Specifically, terms like (Omitted) were added to product detail pages in fields such as title and description.

• I mistakenly believed some of these terms were generic or descriptive (e.g., “rollerblade” as a type of skate, or “Bob Marley” for themed merchandise), especially when no official brand was listed or no direct reference to branded packaging was used in product sourcing. However, I now fully understand that Amazon’s policy prohibits referencing brand names without explicit rights, even when items are generic in appearance or sourcing.

• This misunderstanding was compounded by my reliance on AI-powered listing generation software, which did not have filters in place to flag protected terms. Without a compliance review process in place, these terms were published without manual review. I also failed to promptly address IP complaints, which led to my account deactivation.

Considering the above, I agree with the violation and take full responsibility. Please note that product detail pages were infringing upon third party rights while the products were 100% compliant and non-infringing upon other rights. I ensure that similar issues won’t happen again.

The actions I have taken to resolve the issue:

• I reviewed each ASIN listed in the IP complaints, including:

o (Omitted)

• I removed the infringing content and removed these ASINs from my inventory. There were no sales for the mentioned ASINs, therefore no customers were contacted.

• I opened cases with Seller Support (Case IDs: omitted) to confirm that all infringing content was removed, and the listings were fully compliant. Seller Support confirmed that none of these ASINs remain live in my catalog.

• I reviewed the remaining inventory and removed any listings that could potentially infringe someone’s IP. This included manual review of titles, bullet points, descriptions and backend pdp.

• I studied the Amazon’s IP policy (link) to ensure I fully understand how my listings violated policy and how to prevent similar issues.

• My Account Health Dashboard currently shows zero active IP complaints, and the IP complaint section is fully resolved.

The steps I have taken to prevent this from happening again:

• On April 20, 2025, I consulted with a U.S. IP attorney (invoice attached) to establish a trademark screening and listing compliance process. During this consultation, I was trained on identifying live, pending, and inactive trademarks, and how to interpret listings with potential conflicts.

• I implemented a 2-step IP compliance check for all new listings:

o All product detail fields (title, brand, description) are now screened against the USPTO trademark database: (USPTO LINK).

o Listings flagged with branded or high-risk terms are manually reviewed and will only be listed if supported by brand authorization or distribution rights.

• I installed “Markify” and “Red Points” to proactively detect trademarked keywords in inventory flat files and listing content before uploading to Amazon.

• A conditional formatting system in Excel was set up to highlight any matches to known trademark terms during inventory uploads. This allows for a manual review before listings are published.

• Before offering any branded products in the future, I will obtain written authorization from the brand owner. No trademarked or copyrighted material will be listed without proper approval.

• I now review Amazon IP policy updates monthly. If I hire any team members in the future, I will include IP compliance and trademark education in onboarding and training.

Evidence and examples that demonstrate that my account has complied with your policy:

• All 12 ASINs related to complaint ID (x) have been corrected and later removed. None remain in violation, and no new IP complaints have been received.

• All existing listings have passed through a newly implemented IP review system, including software scanning and USPTO database checks. As a result, my catalog is now 100% compliant.

• My Account Health is healthy with no active “Received Intellectual Property Complaints.” I have taken all steps outlined in Amazon’s IP enforcement guidance, including prompt removal of reported listings, review of applicable policies, and proactive implementation of compliance processes.

I hope the information provided above sufficiently addresses the issue.

Attached Product Authenticity PDF

Attached SOP

Standard Operating Procedure (SOP)

Title: Trademark Compliance & IP Risk Prevention

Effective Date: April 20, 2025

Owner: [Business Name]

Scope: Applies to all product listings created or updated for sale on Amazon

Objective:

To prevent the use of trademarked, copyrighted, or protected content in Amazon listings without proper

authorization, and ensure full compliance with Amazon's IP policies.

Step-by-Step Procedure:

1. Initial Listing Preparation

- Draft product titles, brand names, bullet points, and descriptions in an Excel flat file.

- Use Excel Conditional Formatting to flag known high-risk terms (e.g., brand names, celebrities, licensed

characters).

2. Trademark Check

- Search each flagged term using the USPTO Trademark Database:

- Use automated tools (e.g., Markify, Red Points) to scan for registered or pending trademarks across all

listing content.

3. Manual Review

- If a trademarked or pending term is found:

- Check for existing brand authorization or documentation.

- If no authorization exists, remove or replace the term before proceeding.

- Do not list products referencing any protected IP without written permission.

4. Authorization Documentation

- Store all letters of authorization and distribution agreements in a shared compliance folder.

- Maintain a cross-reference list by ASIN and brand name.

5. Upload Approval

- Only listings that pass all three checks are approved for upload:

- USPTO check complete

- IP scanning tool cleared

- Authorization verified (if applicable)

Ongoing Compliance:

- Monthly Listing Audit

- Review 100% of live listings monthly using:

- USPTO database search

- IP scanning software

- Manual keyword inspection

- Document findings and corrective actions.

- Policy Review

- Review the following Amazon policies monthly:

- Intellectual Property Policy:

- ASIN Creation Policy:

Training & Documentation:

- New employees will receive onboarding training on IP compliance.

- Training includes how to:

- Search USPTO

- Recognize protected content

- Follow the listing checklist

- SOP reviewed quarterly and updated as needed.