Commercial Arbitration Agreement with the
Prerequisites of Negotiation and Mediation
Arbitration Agreement made this day of , 20 ,
between , a corporation organized and existing under
(Name of ABC, Inc. )
the laws of the state of , with its principal office located at
(Name of State)
, referred to herein as ABC, and
(Street Address, City, County, State, Zip Code)
, a corporation organized and existing under the laws
(Name of XYZ, Inc. )
of , with its principal office located at ,
(Name of State) (Street Address)
, referred to herein as XYZ.
(City, County, State, Zip Code)
I. Matters to be submitted to Arbitration. Any claim or controversy of whatever nature,
including but not limited to the issue of whether or not the claim or controversy is subject to
these dispute resolution procedures, arising out of or relating to the Agreement dated ,
(Date)
between the parties, a copy of which is attached hereto as Exhibit A and made a part hereof, or
the breach of this Arbitration Agreement, shall be resolved by the dispute resolution procedures
set forth below in this Arbitration Agreement, including final and binding arbitration, if
necessary.
II. Negotiation. It is the intent of the parties that any dispute be resolved informally and
promptly through good faith negotiation between employees of the parties or their supervisors.
The parties therefore agree that should any dispute or controversy arise, the following steps
toward resolution will immediately be taken:
A. Correspondence.
1. Either party may initiate negotiation proceedings by sending a certified or
registered letter to the other party setting forth the particulars of the dispute, the
terms of the Agreement that are involved, and a suggested resolution of the
problem.
2. The recipient of the letter must respond within days with an
(Number)
explanation and response to the proposed solution.
B. Meeting.
1. If correspondence does not resolve the dispute, then the authors of the
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letters or their representatives shall meet on at least one occasion and attempt to
resolve the matter. The meeting should be at a place selected by the parties, and
should they not agree, then at the nearest office of .
(e.g., the Better Business Bureau )
2. If such meetings do not produce a resolution, then a representative of ABC
and a representative of XYZ, are authorized to and will meet and personally
confer in a bona fide attempt to resolve the matter. Should this step not produce
resolution, then the parties agree to mediation as provided in Section III below.
III. Mediation.
A. If the controversy is not resolved by informal negotiation within
(Number)
days or any mutually agreed extension of time from the first meeting between the
representatives of the parties, then the case shall be referred to the nearest office of
for mediation. Mediation shall
[e.g., the American Arbitration Association, (the AAA)]
consist of an informal, nonbinding conference or conferences between the parties and the
mediator jointly, then in separate caucuses in which the mediator will seek to guide the
parties to a resolution of the case.
B. The parties may select any mutually acceptable member from the qualified
mediators of . If the parties cannot agree or have no
(e.g., the AAA)
particular choice of a mediator and simply request that the
(e.g., the AAA)
assign one to the case, then a list and resumes of available mediators numbering one more
than there are parties will be sent to the parties, each of whom shall strike one name
leaving the remaining name as the mediator. If more than one name remains, an officer of
the will choose the mediator from the remaining names.
(e.g., the AAA)
C. The mediation process shall continue until the case is resolved or until such time
as the mediator makes a finding that there is no possibility of resolution.
D. Section II ( Negotiation ) and this Section III (Mediation) of this Agreement are
deemed arbitration clauses for the purpose of enforcing compliance with their provisions.
Any party to this Agreement may seek compliance with these contractual provisions by
petition to any court of which has jurisdiction. The prevailing party in any such
proceeding shall be entitled to the reimbursement of attorney's fees and costs.
IV. Arbitration. Should any disputes remain or exist between the parties after completion of
the two-step resolution process set forth above, then the parties shall promptly submit any
dispute, claim or controversy arising out of or relating to this Agreement, or any alleged breach,
including, but not limited to, any matter with respect to the meaning, effect, validity, termination,
interpretation, performance or enforcement of this Agreement to binding arbitration administered
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by .
(e.g., the AAA)
A. Initiation. Arbitration shall be initiated in the following manner:
1. Unless barred by the statute of limitations, any party bound by this
Arbitration Agreement may initiate an arbitration at any time after negotiation and
mediation procedures as described above have been exhausted by serving, as in a
civil action, all parties with notice of the nature of the claim and a demand for
arbitration. A claim shall be forever barred if on the date the demand for
arbitration is received, the claim, if asserted in a civil action, would be barred by
the applicable statute of limitations.
2. The claimant shall file a copy of the Demand for Arbitration and Notice of
Claim at any office of , together with the
(e.g., the AAA)
appropriate filing fee as provided in such organization’s existing fee schedule.
3. If the responding party desires to file a response or counterclaim, the party
must do so within days of service of the demand. Failure to file a
(Number)
counterclaim or response will not operate to delay the arbitration proceedings.
4. After the filing of the claim, response and counterclaim, no further claims
or counterclaims may be made except on motion to the arbitrator.
B. Appointment and Powers of Arbitrator.
1. The case shall be submitted to a single arbitrator chosen by the parties
from qualified arbitrators of . Should the
(e.g., the AAA)
parties be unable to agree on a choice of arbitrator within days from
(Number)
service of the demand for arbitration, then either party may request
to furnish a list of three names and each
( e.g., the AAA)
side may strike one name, consequently nominating the remaining person as
replacement arbitrator. If more than one name remains, the
( e.g., the AAA)
will choose an arbitrator from the list of remaining names.
2. If the designated arbitrator should die, become incapable of, unwilling to,
or unable to serve or proceed with the arbitration, then the party or parties
appointing the arbitrator shall have power to appoint another in his or her stead,
and such substituted arbitrator shall have all such powers as if he or she had been
originally appointed.
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3. The arbitrator shall have full power to make such regulations and to give
all such orders and directions as he or she shall deem just and expedient, not only
in respect to the matters and disputes referred to the arbitrator but also with
respect to the mode and times of executing and performing any of the acts, deeds,
matters, and things that may be directed to be done or awarded.
4. Should either party refuse or neglect to appoint the arbitrator or to furnish
the arbitrator with any papers or information demanded, then the arbitrator is
empowered by both parties to proceed ex parte.
5. The arbitrator shall have the authority and power to request the production
of any books or records in the possession or control of either of the parties, and to
order that either party shall in the meantime have access to and be permitted to
inspect and take copies of all or any of the same relating to the matters in dispute.
6. The arbitrator shall have the authority and power to proceed ex parte if
either party shall fail, after reasonable notice, to attend hearings before him or her.
7. The arbitrator may grant any remedy or relief that the arbitrator deems just
and equitable and within the scope of the Agreement of the parties, including, but
not limited to, injunctive relief and specific performance of a contract.
C. Costs and Fees. Each party shall be responsible for its own costs and expense of
the arbitration, and the costs and fees of shall be borne
(e.g., the AAA)
equally by the parties.
D. Prehearing. Once the arbitrator is chosen, the
(e.g., the AAA)
may be directed upon application of any party to schedule a prehearing conference with
the arbitrator for the purpose of narrowing the issues, establishing a discovery schedule,
arranging an acceptable procedure for any law and motion proceedings and in all respects
arranging for the most expeditious hearing possible of the matters in dispute.
E. Discovery. Discovery shall be at the discretion of the arbitrator and allowed only
upon a showing of good cause using the following guidelines:
1. The arbitrator shall have discretion to order a prehearing exchange of
information, including but not limited to the production of requested documents
and exchanges of summaries of testimony of proposed witnesses.
2. The depositions of the claimant(s) and respondent(s) shall be allowed as a
matter of right. One set of interrogatories shall be allowed. There shall be an early
and prompt designation and exchange of the names and addresses of expert
witnesses who may be called upon to testify at the arbitration hearing. Their
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depositions and all other discovery shall be allowed only upon a showing of good
cause.
F. Evidence. Formal rules of evidence relating to the order of proof, the conduct of
the hearing and the presentation and admissibility of evidence shall not be applicable in
this proceeding. Any relevant evidence, including hearsay, may be admitted by the
arbitrator if it is the sort of evidence upon which responsible persons are accustomed to
rely in the conduct of serious affairs, regardless of the admissibility of such evidence in a
court of law.
G. Time Limits. The award shall be made by the arbitrator on or before
(Number)
days after final submission of all matters, or within such extended time, not exceeding
altogether additional days, as the arbitrator shall from time to time direct.
(Number)
H. Reasoned Opinion. In rendering the award, the arbitrator may set forth the
reasons for his or her decision.
I. Applicable Law. The arbitration shall follow the substantive law of
. This includes the provisions of statutory law dealing with
(Name of State)
arbitration, as they may exist at the time of the demand for arbitration, to the extent that
such law is not in conflict with this Agreement, and specifically excepting sections of the
statute dealing with discovery and requiring notice of hearing date by registered or
certified mail.
J. Notice. Each party shall be deemed to have consented that any papers, notices, or
process necessary or proper for the initiation or continuation of an arbitration under this
Agreement, for any related court action, or for the entry of judgment on any award made
under these rules, may be served on a party by mail, addressed to the party or
representative at the last known address, or by personal service, in or outside the state in
which the arbitration takes place, provided that reasonable opportunity to be heard has
been granted to the party. The arbitrator or the parties may consent to the use of fax
transmission, telex, telegram, or other written forms of electronic communication to give
the notices required by this Agreement.
K. Finality of Award. The award of the arbitrator shall be final and binding upon
the parties without appeal or review except as permitted by the arbitration laws of the
state in which the arbitration is held. Application may be had by any party to any court of
general jurisdiction for entry and enforcement of judgment based on the award.
V. Severability. The invalidity of any portion of this Agreement will not and shall not be
deemed to affect the validity of any other provision. If any provision of this Agreement is held to
be invalid, the parties agree that the remaining provisions shall be deemed to be in full force and
effect as if they had been executed by both parties subsequent to the expungement of the invalid
provision.
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VI. No Waiver. The failure of either party to this Agreement to insist upon the performance
of any of the terms and conditions of this Agreement, or the waiver of any breach of any of the
terms and conditions of this Agreement, shall not be construed as subsequently waiving any such
terms and conditions, but the same shall continue and remain in full force and effect as if no such
forbearance or waiver had occurred.
VII. Entire Agreement. This Agreement shall constitute the entire agreement between the
parties and any prior understanding or representation of any kind preceding the date of this
Agreement shall not be binding upon either party except to the extent incorporated in this
Agreement.
VIII. Modification of Agreement. Any modification of this Agreement or additional
obligation assumed by either party in connection with this Agreement shall be binding only if
placed in writing and signed by each party or an authorized representative of each party.
IX. Counterparts. This Agreement may be executed in any number of counterparts, each of
which shall be deemed to be an original, but all of which together shall constitute but one and the
same instrument.
X. Compliance with Laws In performing under this Agreement, all applicable
governmental laws, regulations, orders, and other rules of duly-constituted authority will be
followed and complied with in all respects by both parties.
WITNESS our signatures as of the day and date first above stated.
(Name of ABC, Inc. ) (Name of XYZ, Inc. )
By: By:
(P rinted Name & Office in Corporation) (P rinted Name & Office in Corporation)
(Signature of Officer) (Signature of Officer)
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