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.
- In most jurisdictions, plaintiffs label exhibits with numbers (Exhibit 1, 2, 3) and defendants use letters (Exhibit A, B, C).
- Paper documents should be scanned at 300 DPI minimum, and individual PDF files should stay under the size limit set by your court's e-filing system.
- Check your court's rules and the judge's orders for the number of exhibit copy sets required; a common arrangement is one for the court, one for each opposing party, one for witnesses, and one for yourself.
- Exchange deadlines vary by jurisdiction and by judge, so check the local rules and the pretrial order for your case.
- A formal exhibit list typically includes each exhibit number or letter, a brief description, the document date where applicable, and the page count; confirm any additional columns your court requires.
- Place exhibit stamps where the court's rules or the judge's order direct, and keep them from obscuring document content; the bottom-right corner is a common default.
- This checklist covers 48 items across 6 categories, from document collection through final distribution.
- Manually labeling 20 exhibits takes 45-60 minutes; batch stamping the same set with ExhibitPrep takes about 2 minutes.
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 your court's e-filing size limit
- 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?
Check your court's rules and the judge's orders for how many exhibit sets are required; a common arrangement is one for the court, one for each opposing party, one for witnesses, 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 the limit set by your court's e-filing system, which varies by court. Some courts require text-searchable PDFs.
When do I need to exchange exhibits with the other party?
Exchange deadlines vary by jurisdiction and by judge, so check the local rules and the pretrial order for your case. Check your scheduling order and local rules for your specific deadline.
Do I need an exhibit list for court?
Yes. Check your court's rules for exhibit list requirements; a typical formal list includes the exhibit number or letter, a brief description, the document date if applicable, the 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
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