The Complete Guide to Exhibit Stamping
Everything attorneys and paralegals need to know about marking exhibits for court filings, depositions, and trials—from basic conventions to advanced workflows.
What is Exhibit Stamping?
Exhibit stamping is the process of adding identification labels to documents used as evidence in legal proceedings. These stamps—like "Exhibit A" or "Plaintiff's Exhibit 1"—allow everyone in a courtroom to reference the same document without confusion.
Properly stamped exhibits are essential for:
- Court filings — Exhibits attached to motions, declarations, and briefs
- Depositions — Documents marked during witness examination
- Trial binders — Organized collections for courtroom use
- Arbitration — Evidence submitted in alternative dispute resolution
Exhibit Labeling Conventions
Plaintiff = Numbers
Plaintiffs, petitioners, and prosecution use sequential numbers: Exhibit 1, 2, 3, 4...
Defendant = Letters
Defendants and respondents use alphabetic letters: Exhibit A, B, C, D...
This convention is codified in California Rules of Court 3.1110(c) and followed by most state and federal courts.
When You Need Exhibit Stamps
Motion Practice
Exhibits attached to declarations, briefs, and motions. Usually pre-marked before filing.
Depositions
Documents shown to witnesses during examination. Marked sequentially as introduced.
Trial Preparation
Creating trial exhibit binders with TOC, slipsheets, and organized pagination.
Arbitration
Evidence submitted to arbitrators. Often uses Claimant/Respondent designations.
See Exhibit Stamping in Action
Watch how to stamp 50+ exhibits in under 5 minutes with ExhibitPrep.
Step-by-Step Exhibit Stamping Workflow
Gather Your Documents
Collect all documents to be marked. Ensure each is in PDF format and review for completeness.
Choose Your Labeling Convention
Plaintiffs use numbers (1, 2, 3), defendants use letters (A, B, C) per court rules.
Select an Exhibit Template
Pick the template matching your case: Plaintiff, Defendant, Deposition, Joint, Arbitration, etc.
Position the Stamp
Place stamps consistently—typically lower right corner of the first page.
Apply and Download
Batch stamp all documents and download as individual files or combined PDF with TOC.
Common Exhibit Stamping Mistakes
Stamp all your exhibits in under 2 minutes
26 court-ready templates for plaintiff, defendant, family law, criminal, arbitration, and more.
Save Hours on Exhibit Preparation
Manual exhibit stamping in Adobe Acrobat takes approximately 2-3 hours for 50 documents. With ExhibitPrep's batch stamping, the same job takes under 15 minutes.
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Start Stamping Free →Exhibit Stamping FAQ
What is exhibit stamping?
Exhibit stamping is the process of adding identification labels (like "Exhibit A" or "Plaintiff's Exhibit 1") to documents used as evidence in legal proceedings. These stamps help courts, attorneys, and witnesses reference specific documents during depositions, hearings, and trials. Proper exhibit stamping is required by most court rules and ensures documents are admissible and easily identifiable.
Should plaintiffs use numbers or letters for exhibits?
In most jurisdictions, plaintiffs use sequential numbers (Exhibit 1, 2, 3) while defendants use letters (Exhibit A, B, C). This convention is codified in California Rules of Court 3.1110(c) and followed by most state and federal courts. The numbering distinction helps everyone quickly identify which party offered each exhibit. ExhibitPrep templates automatically apply the correct format based on your party designation.
Where should exhibit stamps be placed on a document?
Exhibit stamps are typically placed in the lower right corner of the first page of each exhibit. This location keeps the stamp visible without obscuring important content like signatures, letterheads, or body text. Some courts require stamps on every page—check your local rules. ExhibitPrep allows you to position stamps anywhere on the page using drag-and-drop positioning.
What is the difference between exhibit stamps and Bates numbering?
Exhibit stamps identify documents as specific exhibits (Exhibit A, Exhibit 1) for use at trial or deposition. Bates numbering assigns unique sequential page numbers across all documents in a production (SMITH000001, SMITH000002) for discovery tracking. They serve different purposes: exhibit stamps for courtroom reference, Bates numbers for document control during discovery. You may need both on the same document.
Can I batch stamp multiple exhibits at once?
Yes. ExhibitPrep supports batch stamping of unlimited documents in a single session. Upload all your exhibits, select a template, and the tool automatically increments labels (A, B, C or 1, 2, 3) across all documents. Batch stamping 50 exhibits takes about 5 minutes compared to 2+ hours when stamping manually in Adobe Acrobat.
Do I need special software to stamp exhibits?
While you can stamp exhibits manually with stickers or using Adobe Acrobat's watermark feature, purpose-built exhibit stamping software like ExhibitPrep is significantly faster and more reliable. ExhibitPrep is browser-based (no installation required), includes 25+ legal templates, supports batch processing, and generates tables of contents automatically. It works on any device—Mac, Windows, iPad, or Chromebook.
What information should an exhibit stamp include?
A standard exhibit stamp includes: (1) the word "Exhibit" followed by a letter or number, (2) optionally the party designation (Plaintiff's, Defendant's), and (3) for depositions, the deponent name and date. Some stamps also include the case name or number. ExhibitPrep offers templates for all common formats, plus customizable fields for specialized needs like arbitration or multi-party cases.
Are exhibit stamps different for federal court vs state court?
The basic format is similar, but local rules vary. Federal courts follow the Federal Rules of Civil Procedure and local district rules. State courts follow their own codes—California courts use CRC 3.1110, Texas uses TRCP 194, etc. ExhibitPrep's templates comply with general conventions accepted nationwide. Always check your specific court's local rules for any unique requirements.