Professional services & property
Law Firm Stamp Maker
Make the stamps a law office reaches for every day: RECEIVED with a date line, PRIVILEGED & CONFIDENTIAL, COPY and ORIGINAL, exhibit labels and matter-number stamps, plus the firm's return-address block.
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A law office stamps paper at almost every stage of a matter. Incoming mail gets a RECEIVED mark with the date, and often the time, because a response deadline may run from the day something arrived. Exhibits are labeled before a deposition, original wills held in safekeeping are kept apart from working copies, and archive boxes carry a matter number. Privileged memos get a confidentiality legend, and in England, Australia and other Commonwealth jurisdictions settlement letters are headed Without prejudice.
This law firm stamp maker loads a round practice stamp in the editor above, with the firm name in the center and registration details around the edge. Swap in your own details, change the shape or size, and add write-in lines for a date, an exhibit number or the initials of whoever logged an item. The same online stamp maker covers the rest of the set, from a one-word COPY stamp to a return address for banker's boxes, and more legal layouts sit among the justice stamp templates.
One point to settle first: a label does not create a legal status. A document is privileged because of what it is and who it passed between, and a letter is without prejudice because it is a genuine attempt to settle, not because of its heading. Stamps keep files organized and warn readers; your privilege review still decides what gets marked.
Stamps a law office uses
Most firms need five to ten, split between the mailroom, the litigation team and records.
Received stamp
RECEIVED · OCT 23 2026 · 10:42 AM · HARLOW & PIKE LLP · By ______
For incoming mail and papers left at reception. Where the time matters for service or a deadline, use a dater that prints it or leave a line to write it in.
Privilege legend
PRIVILEGED & CONFIDENTIAL · ATTORNEY–CLIENT COMMUNICATION
On the first page of advice memos and printed internal emails. Mark what your privilege review supports; a legend on every page of everything carries little weight.
Exhibit label
EXHIBIT ______ · Case No. ______ · Witness ______ · Date ______
For deposition and trial exhibits when you are not using printed stickers. Some courts set label colors or formats for each party, so read the local rules.
Copy, original and draft marks
COPY · ORIGINAL · DRAFT – NOT FOR SIGNATURE
Separate an original will or deed in the vault from client copies, and stop an unsigned draft from passing as the final version.
Matter number stamp
MATTER NO. ______ · CLIENT ______ · RESPONSIBLE ATTORNEY ______ · CLOSED ______
For file folders and archive boxes. Blank lines let one stamp serve every matter; add a destroy-after line if your retention policy uses one.
Without prejudice heading
WITHOUT PREJUDICE SAVE AS TO COSTS
Used in England and Wales and other Commonwealth systems on settlement offers. The 'save as to costs' version lets the letter be shown to the court when costs are decided.
Address and signature blocks
QUINCY & ROWE · Attorneys at Law · 410 Elm Street, Suite 300 · Dayton, OH 45402
Return addresses on envelopes and courier slips, or a firm block under a partner's signature on routine letters. The signature itself stays handwritten.
Law office templates to start from
Selecting a template swaps it into the editor at the top of the page. Every firm name, number and city in these samples is invented.
Circle stamp · 40 mm
Personalized 42 mm Round Stamp Featuring a Lady Justice
Round firm stamp with the practice name in the center and company and VAT numbers around it, suited to a UK-registered firm.
Circle stamp · 38 mm
Custom 42 mm Blue Round Stamp Featuring Justice Scales and Text
Round layout with a motto, an organization name and a city, a good fit for a mediation or arbitration practice.
Circle stamp · 38 mm
Notary Seal
Personal round stamp with a name, a role and a Latin maxim, for a sole practitioner or principal who initials internal approvals.
Rectangle stamp · 47x21 mm
Received Stamp Signature and Date
RECEIVED block with signature and date lines, the layout a front desk needs for hand-delivered papers; add the firm name above it.
Circle stamp · 38 mm
Nairobi Eagle Authorization Seal
Round stamp with sign and date lines in the center and room for the firm name and P.O. box address around the edge.
Circle stamp · 44x22 mm
Text Stamp with Text: Stamp
Oval one-word frame: replace the sample with COPY, ORIGINAL, DRAFT or CONFIDENTIAL and keep the letters large.
How to make a stamp for your firm
- 1
Agree the wording with the people who use it
Ask the docketing clerk, litigation team and records staff what each stamp must show. Copy the firm name exactly as registered, including LLP or PC, and confirm your matter and exhibit number formats.
- 2
Pick a shape for the job
Use a long rectangle for legends that sit across a top margin, a compact rectangle for exhibit labels, and a round or oval layout for the received mark. Set the real plate size first so every edit is checked against it.
- 3
Fit fixed text and write-in space
Keep words such as RECEIVED or EXHIBIT the largest element. Leave each write-in line at least 25 mm long, enough for a handwritten federal case number, and keep small text away from the border.
- 4
Test on a real page, then export
Print the proof at 100% on firm letterhead and check that it fits the margin without covering text. Scan it once in black and white, then export a PNG for sign-off and an SVG for the vendor.
Size, ink and file format
- Size
- A received stamp works at about 45 × 20 mm or as a 38 mm circle, a one-line privilege legend at 60–70 mm wide, and an exhibit label at about 40 × 25 mm so it fits a lower margin.
- Ink color
- Black or dark blue scans cleanly. Some firms keep red for PRIVILEGED or DRAFT so it stands out on a printed page, but red can turn pale gray in a black-and-white scan, so test it first.
- Smallest text
- Keep write-in labels such as Witness or Date at about 7 pt or larger. Litigation papers are usually scanned and produced as images, and small text is the first thing to blur.
- Files
- Send a PNG for internal approval; vendors normally prefer an SVG, which keeps edges sharp at the plate size. The PNG and SVG stamp downloads are compared on the pricing page.
- Placement on court papers
- Many courts reserve a blank area on the first page of a filing for the clerk's stamp. Keep firm stamps out of it and out of any margin your local rules set aside.
Law office stamp questions
Does a privileged and confidential stamp make a document privileged?
No. Privilege depends on what the document is: a confidential communication for legal advice, or material prepared for litigation. The legend tells readers how to treat it and helps show the firm took reasonable steps to protect it, which matters after an accidental disclosure. An ordinary business email does not become privileged because it carries the stamp.
How are exhibits usually numbered?
It depends on the court and the case. A common pattern in US trials gives plaintiffs numbers and defendants letters, while many cases number deposition exhibits continuously across every witness. Follow the scheduling order or local rules, and keep a blank line on the stamp so one label works with any scheme.
Is the Without prejudice heading enough to protect a letter?
Not on its own. In England and Wales and other common-law systems, protection comes from the letter being a genuine attempt to settle a dispute. The heading is good evidence of that intention, and leaving it off does not always remove protection. Use it consistently and check your jurisdiction's rules.
Can I use a stamp for Bates numbering?
For a small paper production, a numbering stamp or an automatic numbering machine still works. Most productions are now numbered electronically by review software, which also applies confidentiality legends to each page image. Whichever method you use, keep one prefix per producing party, such as HPL000001, and never reuse a number.
Does a paperless firm still need physical stamps?
Usually a few. Original wills, deeds and signed agreements are still kept on paper, some courts accept paper filings, and mail still arrives. A PNG of a stamp can also mark internal PDFs during review, but it is only an annotation: it is not a signature and certifies nothing.