Exhibit Preparation Checklist
Complete checklist for preparing court-ready exhibits. From document collection to final delivery—ensure nothing is missed before your trial or hearing.
48
Checklist Items
6
Categories
30
Minutes Avg
50
States Covered
Why Use an Exhibit Checklist?
Avoid Costly Mistakes
Missing or improperly formatted exhibits can result in evidence being excluded at trial.
Save Time
Systematic preparation prevents last-minute scrambling before deadlines.
Meet Court Requirements
Ensure compliance with local rules for formatting, labeling, and exchange deadlines.
Present Professionally
Well-organized exhibits make a better impression on judges and juries.
Complete Exhibit Preparation Checklist
Document Collection
- Identify all documents relevant to your case
- Gather contracts, agreements, and correspondence
- Collect emails, text messages, and communications
- Obtain photos, videos, and visual evidence
- Request medical records (if applicable)
- Get financial records: bank statements, receipts, invoices
- Obtain police reports or incident reports
- Collect expert reports and opinions
Format & Conversion
- Convert all documents to PDF format
- Scan paper documents at 300 DPI minimum
- Ensure text is legible and readable
- Keep color only where necessary (photos, marked-up docs)
- Remove metadata from sensitive documents
- Flatten any fillable PDF forms
- Ensure files are under e-filing size limits (typically 25 MB)
- Make documents text-searchable if required
Organization
- Arrange exhibits in logical order (chronological or by importance)
- Group related documents together
- Create clear file naming convention
- Separate documentary exhibits from demonstratives
- Identify which exhibits are contested vs. stipulated
- Note which exhibits require foundation testimony
- Flag confidential or sealed exhibits
- Prepare redacted versions where required
Labeling & Stamping
- Check local court rules for numbering convention
- Use correct party designation (Plaintiff/Defendant, Petitioner/Respondent)
- Apply exhibit labels consistently to all documents
- Place stamps in designated location (typically bottom-right corner)
- Ensure stamps don't obscure document content
- Add page numbers if combining into binder
- Include exhibit title/description if using trial binder mode
- Verify sequential numbering is correct
Exhibit List Preparation
- Create formatted exhibit list with all required columns
- Include exhibit number/letter for each document
- Add brief, accurate description of each exhibit
- Note date of document where applicable
- Include page count for each exhibit
- Indicate whether offering for admission or identification
- Mark any exhibits requiring special handling
- Number the exhibit list pages
Final Review & Distribution
- Verify all exhibits are complete and legible
- Confirm exhibit numbering matches exhibit list
- Print required number of copies (typically 3-4 sets)
- Organize copies in labeled binders or folders
- Calculate exchange deadline from your court's rules
- Serve copies on opposing party by deadline
- File exhibit list with court if required
- Keep proof of service/exchange
Speed Up the Labeling Step
Document collection and organization require careful attention. But labeling doesn't have to take hours.
Manual Labeling (20 exhibits)
45-60 min
Opening each file, adding labels manually
ExhibitPrep (20 exhibits)
2 minutes
Upload, select template, download
Frequently Asked Questions
What documents do I need as exhibits for court?
Common exhibits include contracts, emails, photos, medical records, receipts, invoices, text messages, social media posts, bank statements, police reports, expert reports, and any documents that support your claims or defenses. Only include relevant documents that directly relate to the issues in your case.
How should I number exhibits for court?
In most jurisdictions, plaintiffs use numbers (Exhibit 1, 2, 3) and defendants use letters (Exhibit A, B, C). Some courts use prefixes like P-1, D-A, or PX-1, DX-A. Always check your specific court's local rules—conventions vary by state and even by county.
How many copies of exhibits do I need for court?
Most courts require 3-4 complete sets: one original for the court/clerk, one for each opposing party, one for witnesses during examination, and one for yourself. For trials with multiple parties, you may need additional copies. Check your local rules for specific requirements.
What format should exhibits be in?
Exhibits should be in PDF format for electronic filing. Paper documents should be scanned at 300 DPI in black and white (unless color is necessary). Keep individual file sizes under 25 MB for most e-filing systems. Some courts require text-searchable PDFs.
When do I need to exchange exhibits with the other party?
Exchange deadlines vary by jurisdiction: California requires 3-15 days before trial, Texas 30 days per TRCP 194.4, New Jersey 7 days, and Federal courts 30 days per FRCP 26(a)(3). Check your scheduling order and local rules for your specific deadline.
Do I need an exhibit list for court?
Yes. Most courts require a formal exhibit list that includes: exhibit number/letter, brief description of each document, date of document (if applicable), number of pages, and whether the exhibit is offered for admission. This list is typically exchanged with opposing counsel and filed with the court before trial.
Checklists by Practice Area
Need a checklist specific to your case type?
State-Specific Requirements
Check your state's specific exhibit rules
Ready to Stamp Your Exhibits?
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