How to Number Exhibits for Court
The complete guide to exhibit numbering conventions for legal proceedings. Learn plaintiff vs defendant formats, Bates numbering, and state-specific requirements.
- Plaintiffs use numbers (1, 2, 3) in California, New York, New Jersey, and most state courts.
- Defendants use letters (A, B, C) in those same jurisdictions, or DX-1, DX-2 prefixes in Texas and Ohio.
- Petitioners (family law, probate, administrative) follow the plaintiff convention; respondents follow the defendant convention.
- Joint exhibits are typically marked with a J or JX prefix: J-1, J-2, J-3.
- When the alphabet is exhausted past Z, the next exhibit is AA, then AB, AC, and so on.
- Multi-page exhibits keep one exhibit number; pages are labeled "Exhibit A, p. 1 of 5," etc.
- Bates numbering is separate from exhibit numbering: it labels every page of every document with a unique sequential number for discovery references.
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Common Numbering Conventions
Plaintiff/Petitioner Exhibits
Numbers
1, 2, 3, 4, 5... (most common)
Letters
A, B, C, D, E... (some jurisdictions)
Prefixed
PX-1, P-1, Pl. Ex. 1 (Texas, Ohio)
Defendant/Respondent Exhibits
Letters
A, B, C, D, E... (most common)
Numbers (high range)
100, 101, 102... (some courts)
Prefixed
DX-1, D-1, Def. Ex. 1 (Texas, Ohio)
Joint Exhibits
Documents agreed upon by all parties as authentic and admissible:
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State-Specific Numbering Rules
California
Yellow stickers for plaintiff (numbers), blue for defendant (letters). Los Angeles requires Bates numbering. CRC 3.1110 requires index with brief descriptions.
Texas
PX (Plaintiff's Exhibit) and DX (Defendant's Exhibit) prefix system: PX-1, PX-2, DX-1, DX-2. Dallas prohibits group designation—each exhibit numbered individually.
New York
Plaintiffs use numbers (1, 2, 3), defendants use letters (A, B, C). 22 NYCRR 202.34 requires mandatory pre-marking before trial.
Georgia (Unique)
Numbers only—Georgia is unique in requiring serial numbering without letters. USCR 7.2 prohibits alphabetical or numerical subparts.
Ohio
Hamilton County uses PX for plaintiffs (Arabic numbers), DX for defendants (letters), JX for joint. Cuyahoga County limits exhibit size to 8.5x11 inches.
Bates Numbering vs Exhibit Numbering
These Are Different Things
Exhibit Numbers
- • Label entire documents
- • "Exhibit 1" = one complete document
- • Used for trial references
- • Applied via stamp or sticker
Bates Numbers
- • Label every page
- • ABC000001, ABC000002, ABC000003
- • Used for discovery references
- • Required by some courts (LA)
Exhibit Numbering Best Practices
Number Before Depositions
Pre-mark exhibits so transcript references match. "Deposition Exhibit 3" should correspond to your stamped document.
Keep Related Docs Together
Number emails in a chain consecutively (12, 13, 14) so the jury can follow the conversation.
Create an Exhibit List
Maintain a master list: "Ex. 5 - Email from Smith to Jones, 3/15/2024, RE: Contract Terms."
Leave Room for Late Additions
Don't number too tightly. Use 5A, 5B for insertions rather than re-numbering everything.
Frequently Asked Questions
Do plaintiffs use numbers or letters for exhibits?
Convention varies by jurisdiction. Most commonly, plaintiffs use numbers (1, 2, 3) and defendants use letters (A, B, C). However, some courts reverse this or use prefixes like PX-1 and DX-1. Always check your local court rules.
What is Bates numbering for exhibits?
Bates numbering assigns a unique sequential number to every page of every document (e.g., ABC000001, ABC000002). This differs from exhibit numbering, which labels entire documents. Some courts like Los Angeles Superior Court require both Bates numbers and exhibit stamps.
How do I number joint exhibits?
Joint exhibits (agreed upon by all parties) are typically marked with a J prefix: J-1, J-2, J-3 or JX-1, JX-2. Joint exhibit lists are usually exchanged before trial as part of pretrial procedures.
What if I need to add exhibits after numbering?
Use sub-numbers like 5A, 5B or 5.1, 5.2 for late additions between existing exhibits. Alternatively, add to the end of your sequence. Re-numbering an entire exhibit set is generally not recommended as it confuses the record.
Should exhibit numbers match deposition exhibit numbers?
Not necessarily. Deposition exhibits are typically re-numbered for trial. However, maintaining a cross-reference table helps connect deposition testimony to trial exhibits. Some attorneys use dual numbering systems.
Do defendants use letters or numbers for exhibits?
Defendants typically use letters (A, B, C) while plaintiffs use numbers (1, 2, 3). This convention applies in California per CRC 3.1110(c), New York, and most state courts. In Texas and Ohio, defendants use DX-1, DX-2 prefixes instead of letters. Federal courts have no uniform rule—check local rules.
Do petitioners use numbers or letters for exhibits?
Petitioners (in family law, probate, and administrative proceedings) follow the same convention as plaintiffs: typically numbers (1, 2, 3). Respondents use letters (A, B, C) like defendants. Some family courts use P-1, R-1 prefixes. In California, CRC 3.1110(c) explicitly groups petitioners with plaintiffs for exhibit marking purposes.
What if I have more than 26 exhibits?
When you exhaust the alphabet (A-Z), continue with double letters: AA, AB, AC, then BA, BB, BC, and so on. The convention is the same in most state courts and federal courts. Some courts use AA-1, AA-2 instead. For trial sets larger than 100 exhibits, switching to numeric labeling (Defendant 1, Defendant 2) is often clearer; check local rules. ExhibitPrep handles AA, AB, AC sequencing automatically when you exceed 26 letter labels.
How do I number multi-page exhibits?
A multi-page exhibit keeps a single exhibit number across all of its pages. Pages are typically labeled "Exhibit A, p. 1 of 5," "Exhibit A, p. 2 of 5," and so on. If a single exhibit contains multiple distinct documents (e.g. Exhibit B contains three medical records), label them B-1, B-2, B-3 within the exhibit. Bates numbering is independent and runs continuously across all pages of the production.
What is the difference between exhibit numbering and Bates numbering?
Exhibit numbering labels entire documents (Exhibit A, Exhibit 1, PX-3). Bates numbering assigns a unique sequential number to every page of every document (e.g., ABC000001 through ABC000050). They serve different purposes: exhibit numbers identify documents at trial; Bates numbers create unique, citable page-level references for discovery production. Many courts require both. For a deeper comparison, see our Bates numbering guide.
How does page numbering work for exhibits in court proceedings?
Court proceedings use three distinct numbering systems on exhibits: (1) the exhibit number itself (Exhibit 1, Exhibit A) identifies the whole document; (2) per-exhibit pagination ("Exhibit 1, p. 2 of 5") identifies a specific page within that exhibit; (3) Bates numbers (e.g., ABC000045) provide a unique production-wide page identifier. The document's own internal page numbers are not used as exhibit pagination at trial. Courts and witnesses cite "page 3 of Exhibit 1," not the document's internal pagination, to avoid ambiguity.
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Frequently Asked Questions
Do plaintiffs use numbers or letters for exhibits?
Convention varies by jurisdiction. Most commonly, plaintiffs use numbers (1, 2, 3) and defendants use letters (A, B, C). However, some courts reverse this or use prefixes like PX-1 and DX-1. Always check your local court rules.
What is Bates numbering for exhibits?
Bates numbering assigns a unique sequential number to every page of every document (e.g., ABC000001, ABC000002). This differs from exhibit numbering, which labels entire documents. Some courts like Los Angeles Superior Court require both Bates numbers and exhibit stamps.
How do I number joint exhibits?
Joint exhibits (agreed upon by all parties) are typically marked with a J prefix: J-1, J-2, J-3 or JX-1, JX-2. Joint exhibit lists are usually exchanged before trial as part of pretrial procedures.
What if I need to add exhibits after numbering?
Use sub-numbers like 5A, 5B or 5.1, 5.2 for late additions between existing exhibits. Alternatively, add to the end of your sequence. Re-numbering an entire exhibit set is generally not recommended as it confuses the record.
Should exhibit numbers match deposition exhibit numbers?
Not necessarily. Deposition exhibits are typically re-numbered for trial. However, maintaining a cross-reference table helps connect deposition testimony to trial exhibits. Some attorneys use dual numbering systems.
Do defendants use letters or numbers for exhibits?
Defendants typically use letters (A, B, C) while plaintiffs use numbers (1, 2, 3). This convention applies in California per CRC 3.1110(c), New York, and most state courts. In Texas and Ohio, defendants use DX-1, DX-2 prefixes instead of letters. Federal courts have no uniform rule—check local rules.
Do petitioners use numbers or letters for exhibits?
Petitioners (in family law, probate, and administrative proceedings) follow the same convention as plaintiffs: typically numbers (1, 2, 3). Respondents use letters (A, B, C) like defendants. Some family courts use P-1, R-1 prefixes. In California, CRC 3.1110(c) explicitly groups petitioners with plaintiffs for exhibit marking purposes.
What if I have more than 26 exhibits?
When you exhaust the alphabet (A-Z), continue with double letters: AA, AB, AC, then BA, BB, BC, and so on. The convention is the same in most state courts and federal courts. Some courts use AA-1, AA-2 instead. For trial sets larger than 100 exhibits, switching to numeric labeling (Defendant 1, Defendant 2) is often clearer; check local rules. ExhibitPrep handles AA, AB, AC sequencing automatically when you exceed 26 letter labels.
How do I number multi-page exhibits?
A multi-page exhibit keeps a single exhibit number across all of its pages. Pages are typically labeled "Exhibit A, p. 1 of 5," "Exhibit A, p. 2 of 5," and so on. If a single exhibit contains multiple distinct documents (e.g. Exhibit B contains three medical records), label them B-1, B-2, B-3 within the exhibit. Bates numbering is independent and runs continuously across all pages of the production.
What is the difference between exhibit numbering and Bates numbering?
Exhibit numbering labels entire documents (Exhibit A, Exhibit 1, PX-3). Bates numbering assigns a unique sequential number to every page of every document (e.g., ABC000001 through ABC000050). They serve different purposes: exhibit numbers identify documents at trial; Bates numbers create unique, citable page-level references for discovery production. Many courts require both. For a deeper comparison, see our Bates numbering guide.
How does page numbering work for exhibits in court proceedings?
Court proceedings use three distinct numbering systems on exhibits: (1) the exhibit number itself (Exhibit 1, Exhibit A) identifies the whole document; (2) per-exhibit pagination ("Exhibit 1, p. 2 of 5") identifies a specific page within that exhibit; (3) Bates numbers (e.g., ABC000045) provide a unique production-wide page identifier. The document's own internal page numbers are not used as exhibit pagination at trial. Courts and witnesses cite "page 3 of Exhibit 1," not the document's internal pagination, to avoid ambiguity.
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