How to Stamp Exhibits for Arbitration
Arbitration uses a different exhibit labeling convention than court — instead of plaintiff numbers and defendant letters, Claimants use a C-prefix (C-1, C-2) and Respondents use an R-prefix (R-1, R-2). The specific rules vary by forum: AAA, JAMS, FINRA, and ad hoc arbitrations each have their own deadlines and procedures.
- AAA Commercial Rule R-22 requires Claimants to use a C-prefix (C-1, C-2) and Respondents to use an R-prefix (R-1, R-2) for exhibit labeling.
- JAMS Rule 22(e) requires pre-hearing exhibit exchange on the schedule set by the arbitrator, with most JAMS panels using the same C/R prefix convention as AAA.
- FINRA Rule 12510 requires exhibit exchange at least 20 calendar days before the first scheduled hearing session in securities arbitration.
- ExhibitPrep includes built-in Claimant and Respondent templates in the Arbitration category, with C-prefix and R-prefix automatically applied to each stamped exhibit.
- AAA Commercial Rule R-22 exchange deadlines default to 5 business days before the hearing unless the arbitrator issues a different scheduling order.
- Individual arbitrators frequently issue scheduling orders that modify the default exchange deadline — always check the arbitrator's order, not just the forum's rules.
- Multi-party arbitrations with more than two parties sometimes use sequential numbers (1, 2, 3) for all parties instead of prefixes — confirm with the arbitrator at the preliminary hearing.
- Ad hoc arbitration agreements (not administered by AAA, JAMS, or FINRA) may specify any exhibit format — review the arbitration clause and any procedural stipulation for the applicable convention.
Arbitration Exhibit Conventions by Forum
| Forum | Claimant Label | Respondent Label | Exchange Deadline |
|---|---|---|---|
| AAA Commercial | C-1, C-2, C-3 | R-1, R-2, R-3 | 5 business days before hearing (Rule R-22) |
| JAMS | C-1, C-2, C-3 | R-1, R-2, R-3 | Per arbitrator's scheduling order (Rule 22(e)) |
| FINRA | C-1, C-2, C-3 | R-1, R-2, R-3 | 20 calendar days before first session (Rule 12510) |
| Ad Hoc | Per agreement | Per agreement | Per arbitration agreement or order |
Exchange Deadline Checklist
- • Read the forum rules: Check the specific rule number (R-22, Rule 22(e), Rule 12510) for default deadlines
- • Check the arbitrator's order: Scheduling orders frequently override the forum's default deadlines — follow the order, not just the rules
- • Confirm the format: Some panels use a unified sequential system rather than C/R prefixes — ask at the preliminary hearing if unsure
- • Serve simultaneously: Most forums require that you exchange with the opposing party and submit to the forum's portal at the same time
- • Retain proof of service: Keep a copy of your email or portal confirmation showing you met the deadline
5-Step Arbitration Exhibit Stamping Process
Identify Your Arbitration Forum
Check your arbitration agreement or the notice of arbitration to confirm which forum administers the proceeding — AAA, JAMS, FINRA, ICC, or an ad hoc arrangement. The exhibit labeling convention, exchange deadline, and submission process depend on the forum. If your agreement is silent on the forum, check whether a court order compelled arbitration and review that order for any procedural directives.
Check the Forum's Exhibit Exchange Deadline
Look up the specific rule governing exhibit exchange in your forum's procedural rules. AAA Commercial Rule R-22 defaults to 5 business days before the hearing. JAMS Rule 22(e) leaves the deadline to the arbitrator. FINRA Rule 12510 requires 20 calendar days before the first hearing session. Then check whether the arbitrator has issued a scheduling order that overrides these defaults — arbitrators frequently do, especially in complex cases.
Select the Claimant or Respondent Template in ExhibitPrep
Open ExhibitPrep and select the Arbitration category. Choose the Claimant template if you are the party initiating the arbitration, or the Respondent template if you are defending. The Claimant template automatically applies C-prefix labels (C-1, C-2, C-3) and the Respondent template applies R-prefix labels (R-1, R-2, R-3). If your forum or arbitrator requires a different format (e.g., CL-1, Exhibit 1, or P-1), use the custom label field to set the correct format.
Label Exhibits Sequentially and Download
Upload all your exhibits to ExhibitPrep. The tool assigns sequential labels automatically starting from C-1 (or R-1) as you add documents. Drag to reorder exhibits before downloading. Preview each stamped document in the tool to confirm the label, case name, and stamp position. Click download to export all stamped exhibits — as individual files for easy email attachment, or as a single combined PDF if your forum accepts or prefers one file.
Exchange Exhibits with the Opposing Party
Send your stamped exhibits to the opposing party's counsel by the forum's deadline. Include a cover letter or email listing every exhibit by label and description, the page count for each, and the date of exchange. Submit exhibits to the forum's case portal if required (FINRA's DR portal, AAA's Flex system, or JAMS's portal). Retain your confirmation of submission and service as proof that you met the deadline.
Stamp arbitration exhibits with C-prefix and R-prefix templates
ExhibitPrep's built-in Claimant and Respondent templates apply AAA/JAMS-compliant C-1, C-2 or R-1, R-2 labels to your entire exhibit set in minutes.
Arbitration vs. Court Exhibit Labeling: Key Differences
Arbitration
- Claimant uses C-prefix (C-1, C-2, C-3)
- Respondent uses R-prefix (R-1, R-2, R-3)
- Exchange deadline 5-20 days before hearing per forum rules
- Arbitrator may override forum convention in scheduling order
Court (Most States)
- Plaintiff uses numbers (Exhibit 1, 2, 3)
- Defendant uses letters (Exhibit A, B, C)
- Exchange 14 days before trial (CA CRC 3.1302) or 30+ days (federal FRCP 26(a)(3))
- Local rules and judge's standing order may modify defaults
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Frequently Asked Questions
What is the AAA exhibit labeling convention?
Under AAA Commercial Rule R-22, the Claimant labels exhibits with a C-prefix (C-1, C-2, C-3) and the Respondent labels exhibits with an R-prefix (R-1, R-2, R-3). This is the most widely used arbitration exhibit convention in the United States. AAA's Employment and Consumer rules follow the same general convention. Some arbitrators issue scheduling orders that modify the labeling format — always read the arbitrator's order carefully.
Is the JAMS exhibit convention different from AAA?
JAMS Rule 22(e) requires pre-hearing exhibit exchange on the schedule set by the arbitrator, and most JAMS panels use the same C-prefix for Claimants and R-prefix for Respondents that AAA uses. Some JAMS arbitrators prefer a unified sequential numbering system (1, 2, 3 for all parties) rather than prefixed labels, especially in multi-party arbitrations. Check the arbitrator's scheduling or pre-hearing order for the specific format required in your panel.
What are the FINRA arbitration exhibit rules?
FINRA Rule 12510 governs exhibit exchange in FINRA arbitrations. Parties must exchange documents they intend to introduce as evidence at least 20 calendar days before the first scheduled hearing session. FINRA panels typically use a C-prefix for Claimants and R-prefix for Respondents, though individual arbitrators may specify a different format in the pre-hearing order. All exhibits must be submitted through the FINRA arbitration portal in addition to being served on opposing parties.
Does ExhibitPrep have built-in arbitration templates?
Yes. ExhibitPrep includes built-in Claimant and Respondent templates in the Arbitration category. The Claimant template automatically applies a C-prefix (C-1, C-2, C-3) and the Respondent template applies an R-prefix (R-1, R-2, R-3), matching the AAA Rule R-22 and JAMS Rule 22(e) conventions. You can customize the prefix if your arbitration agreement uses a different format, such as CL- or RE-. All 26 templates in ExhibitPrep are available without installing any software.
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