How should a firm choose Bates prefix conventions that stay clear across many matters?
Designing prefixes that identify parties and matters without collisions.
What a prefix communicates
A prefix usually identifies the producing party, and sometimes the matter. It gives context at a glance before you even read the number.
A thoughtful prefix answers whose document this is instantly.
Avoiding collisions
Using distinct prefixes per party and matter prevents two documents from sharing an identifier. Ambiguity is the enemy of a clean record.
A short, unique code per party is usually enough.
Keeping it readable
Prefixes that are too long or cryptic slow people down. A balance of brevity and clarity works best.
Aim for something a colleague can decode without a key.
Documenting the scheme
Writing down your prefix conventions ensures everyone applies them the same way. Consistency across the firm depends on it.
A shared reference keeps new team members aligned.
- A prefix identifies the producing party at a glance
- Use distinct prefixes to avoid shared identifiers
- Keep prefixes short but readable
- Document the scheme so everyone applies it consistently
Julien Jimenez
Julien Jimenez is an independent software builder based in Paris. He designs, ships, and operates focused SaaS products for small businesses and independent professionals. Read the full author page.
Bates Numbering Without The Headache
Bulk PDF stamping and Bates numbering. PdfStampr is built to help you put this into practice.
Start free trialMore from the PdfStampr blog
