- Pennsylvania exhibit marking and exchange rule (Pa. R.C.P. 4003.5) (Pa. R.C.P. 4003.5)
Governs exhibit marking, exchange deadlines, and disclosure for employment law cases in Pennsylvania courts.
Employment Law Exhibits in Pennsylvania
A wrongful-termination claim, and the record is mostly email. The personnel file, two years of performance reviews, the handbook, the HR complaint and the comparator records all need exhibit labels for your position statement, and the same set will come back when you take the deposition.
Complete guide to preparing employment law exhibits that comply with Pennsylvania court requirements. Learn the correct labeling conventions, exchange deadlines, and e-filing procedures.
- Pennsylvania's primary rule governing exhibit preparation is Pa. R.C.P. 4003.5.
- Plaintiffs in Pennsylvania label exhibits with Numbers (P-1, P-2, P-3...).
- Defendants in Pennsylvania label exhibits with Numbers with D prefix (D-1, D-2, D-3...).
- Pennsylvania courts require electronic exhibits to be filed through Permitted or required by local rule (Pa.R.C.P. 205.4(a)(1)).
- Exhibits must be exchanged with opposing counsel 20 days before trial (Pa. R.C.P. 4003.5) under Pa. R.C.P. 4003.5.
- Common employment law exhibits in Pennsylvania include employment records, personnel files, communications.
- ExhibitPrep applies Pennsylvania exhibit stamps entirely in the browser, so employment law case files never leave the user's computer.
What goes wrong with employment law exhibits, and how it is handled
What goes wrongAn email production runs to hundreds of pages, and each message or thread needs its own label.
How ExhibitPrep handles itBatch stamping applies sequential labels across the whole set — 1, 2, 3 or A, B, C — from the starting value you choose, in the document order you set.
What goes wrongThe handbook and the personnel file are long, and page references are needed inside each exhibit.
How ExhibitPrep handles itTurn on Number every page of each exhibit and the stamp itself carries the page number — Exhibit 1 on the first page, then Exhibit 1-2, Exhibit 1-3 to the last page — with a hyphen or a period, previewed page by page and read back from every page before the file is delivered.
What goes wrongThe agency submission wants one PDF, in order, with an index.
How ExhibitPrep handles itCombining produces one PDF in exhibit order, with an optional table of contents and clickable bookmarks; each contents entry lists the exhibit label, its title when you add one, and the page it starts on.
What goes wrongThe decisive exchange is a text or chat thread, produced as an RSMF export, that has to be marked as one exhibit without losing who said what and when.
How ExhibitPrep handles itPhone screenshots become PDF pages like any image; an RSMF message export from a collection or review tool renders to a transcript instead — every message with its time, sender and account identifier, deleted and edited messages marked, the export's hash on the first page — and is then stamped in the same sequence as everything else.
Essential tools for employment law exhibits
Batch stamping
Sequential labels across the whole set — 1, 2, 3 or A, B, C — from the starting value you choose
How it worksBates numbering
Page numbers with the prefix, starting number and zero padding you set — ABC-001 onward
How it worksCombine with a table of contents
One PDF in exhibit order, with an optional table of contents and clickable bookmarks
How it worksPennsylvania Exhibit Requirements at a Glance
| Plaintiff Exhibits | Numbers (P-1, P-2, P-3...) |
| Defendant Exhibits | Numbers with D prefix (D-1, D-2, D-3...) |
| Exchange Deadline | 20 days before trial (Pa. R.C.P. 4003.5) |
| Primary Rule | Pa. R.C.P. 4003.5 |
| E-Filing System | Permitted or required by local rule (Pa.R.C.P. 205.4(a)(1)) |
Common Employment Law Exhibits
Employment Records
Offer letters, contracts, employee handbooks. For Pennsylvania e-filing on Permitted or required by local rule (Pa.R.C.P. 205.4(a)(1)), confirm the current file-size cap (No statewide limit located — confirm with the county prothonotary) before uploading.
Personnel Files
Performance reviews, disciplinary records, termination docs
Communications
Emails, text messages, internal memos
Payroll Records
Pay stubs, wage statements, benefits documentation
Complaints/Grievances
HR complaints, EEOC charges, internal investigations
Comparative Evidence
Records showing treatment of similarly situated employees
Ready to Stamp Your Exhibits?
Create exhibits for Pennsylvania filing review in under 2 minutes
Pennsylvania-Specific Considerations
- Philadelphia caps individual e-filed exhibits at 5 MB, far tighter than PACFile's statewide 500 MB total, so long scanned records often need to be split.
- Employment Law exhibits filed through Permitted or required by local rule (Pa.R.C.P. 205.4(a)(1)) must stay within the court's file-size cap (No statewide limit located — confirm with the county prothonotary).
- Plaintiffs in Pennsylvania mark exhibits with Numbers (P-1, P-2, P-3...); defendants use Numbers with D prefix (D-1, D-2, D-3...).
- Exchange your employment law exhibit list 20 days before trial (Pa. R.C.P. 4003.5), and confirm any county-level variations with the clerk before trial.
How to Prepare Your Exhibits
Gather Your Documents
Collect all documents relevant to your employment law case. This typically includes employment records, personnel files, communications, and other supporting evidence.
Convert to PDF
Convert all documents to PDF format. Pennsylvania courts require electronic exhibits to be filed via Permitted or required by local rule (Pa.R.C.P. 205.4(a)(1)). Scan paper documents at 300 DPI.
Apply Exhibit Labels
Use ExhibitPrep to add exhibit stamps for Pennsylvania filing review. Plaintiffs commonly use Numbers (P-1, P-2, P-3...), while defendants commonly use Numbers with D prefix (D-1, D-2, D-3...); verify the governing rules.
Exchange with Opposing Counsel
Exchange your exhibit list and copies with opposing counsel 20 days before trial (Pa. R.C.P. 4003.5) per Pa. R.C.P. 4003.5.
Save Hours on Exhibit Preparation
ExhibitPrep stamps all your employment law exhibits in minutes, not hours. Upload your documents, select the correct Pennsylvania template, and download court-ready exhibits.
Frequently Asked Questions
How should I label employment law exhibits in Pennsylvania?
Use Numbers (P-1, P-2, P-3...) for plaintiff exhibits and Numbers with D prefix (D-1, D-2, D-3...) for defense exhibits, per Pa. R.C.P. 4003.5. Philadelphia caps individual e-filed exhibits at 5 MB, far tighter than PACFile's statewide 500 MB total, so long scanned records often need to be split. ExhibitPrep's Employment Law templates apply the right prefix automatically, so you're not re-deriving the local convention on every filing.
When do I have to exchange employment law exhibits in Pennsylvania?
Pennsylvania sets the exhibit exchange window at 20 days before trial (Pa. R.C.P. 4003.5), though the exact date can shift with your assigned judge's scheduling order. Confirm the deadline in your case's pretrial order before you start stamping, then batch-process the full employment law production in one ExhibitPrep session once it's locked in.
What e-filing system handles employment law exhibits in Pennsylvania?
Pennsylvania runs electronic filing through Permitted or required by local rule (Pa.R.C.P. 205.4(a)(1)). Check the current upload cap before filing (No statewide limit located — confirm with the county prothonotary), export each exhibit as a text-searchable PDF, and split any long employment records into separate files so a single scanned record doesn't blow past the limit.
What exhibits come up most in a Pennsylvania employment law case?
Employment Law matters in Pennsylvania typically turn on employment records, personnel files, communications, plus whatever case-specific records the dispute calls for. Philadelphia caps individual e-filed exhibits at 5 MB, far tighter than PACFile's statewide 500 MB total, so long scanned records often need to be split. Stamp them all inside ExhibitPrep using the matching plaintiff or defense template, so every exhibit in the production carries a consistent, consistent exhibit mark before it goes to opposing counsel.
Can I stamp a large employment law production for Pennsylvania courts?
Yes. The Day Pass ($14.99) gives you unlimited stamping for 24 hours, which covers hundreds of exhibits in a single employment law case. Processing runs entirely in your browser, so your Pennsylvania case files never leave your computer. That matters here because e-filing upload caps (No statewide limit located — confirm with the county prothonotary) often force a large production into multiple separate uploads.
Related Resources
Ready to Stamp Your Pennsylvania Exhibits?
Create employment law exhibits for Pennsylvania filing review in minutes with ExhibitPrep.
Start Stamping ExhibitsFree to preview • No account required • $4.99 to download
ExhibitPrep formats documents; it does not provide legal advice or filing approval. Some guidance remains unverified. Citations support only their stated claims and scope. Review the finished files against current court instructions and case orders before filing. Check requirements and the finished PDF before filing.