- Federal Rules of Civil Procedure 26 (FRCP 26) (opens in a new tab)
Federal discovery and initial disclosure requirements
- Federal Rules of Evidence 901 (FRE 901) (opens in a new tab)
Federal requirements for authenticating evidence
- Federal Rules of Evidence 1006 (FRE 1006) (opens in a new tab)
Summaries of voluminous writings, recordings, or photographs
Source links open in a new tab.
Federal Court Exhibit Requirements
A guide to preparing exhibits for federal court, including pretrial disclosure under FRCP Rule 26(a)(3)(A)(iii), including CM/ECF requirements, local rule variations, and formatting best practices.
Applying 1/PX and A/DX labels to a 40-exhibit set by hand means typing every label and checking the sequence by eye. ExhibitPrep stamps the whole set with consistent exhibit labels.
- FRCP Rule 26(a)(3)(A)(iii) requires pretrial disclosure of all exhibits at least 30 days before trial, separating those expected to be offered from those that may be offered if needed.
- Objections to opposing exhibits must be filed within 14 days of disclosure or are waived except for FRE 402 and 403 objections.
- FRCP Rule 5.2 requires redaction of Social Security numbers (last four digits only), birth dates (year only), financial account numbers (last four digits only), and minor names (initials only).
- Each court sets its own limit on individual PDF file size for CM/ECF electronic filing.
- FRE 901 governs authentication of exhibits and FRE 1006 permits summary exhibits drawn from voluminous records.
- Marking conventions vary by district; in the Southern District of Iowa, for example, plaintiffs use numbers and defendants use letters.
- Check the court's and judge's requirements before color-coding physical trial binder tabs by party.
- There are 94 federal district courts, each of which may adopt local rules supplementing the FRCP.
Quick Reference
Updated 2026-07- Primary Rule
FRCP 26(a)(3)(A)(iii) Source (opens in a new tab)
- E-Filing
- CM/ECF (opens in a new tab)
- Size Limit
Set by each court — confirm the district's CM/ECF PDF limit Source (opens in a new tab)
- Plaintiff
Numbers (1, 2, 3...)
- Defendant
Letters (A, B, C...)
- Deadline
At least 30 days before trial unless the court orders otherwise
Source links open in a new tab.
Applicable Rules & Citations
Primary Rule
Requires pretrial disclosure of all exhibits, distinguishing those expected to be offered from those that may be offered if needed.
Privacy Protection
Rule 5.2(a) allows only the last four digits of a social-security number, the year of birth, a minor's initials and the last four digits of a financial-account number, unless the court orders otherwise.
E-Filing System
Case Management/Electronic Case Files system. Set by each court — confirm the district's CM/ECF PDF limit.
Key Deadlines
FRCP Rule 26(a)(3)
Exhibit disclosures due 30 days before trial. Objections must be filed within 14 days after disclosures.
Overview
Federal court exhibit practice draws on the Federal Rules of Civil Procedure and supplemented by each district's local rules, so check them. While CM/ECF is the federal Judiciary's online filing system, exhibit formatting requirements can vary significantly between districts.
Key principle: Always check your specific district's local rules and the assigned judge's individual practices before filing. Requirements on this page summarize general standards but may not apply to your specific court.
CM/ECF Technical Requirements
File Format & Size
Accepted Formats
- PDF (CM/ECF is designed to accept only documents in PDF format)
- Confirm whether the court requires or recommends PDF/A
- Text-searchable PDFs are easier to review; confirm the court's requirements
Size Limits (Common)
- Individual file: limit set by each court
- Each court sets its own file-size limit
- Split an oversized exhibit into separate, smaller documents
PDF Quality Standards
- Resolution: Check your court's guidance on scan resolution
- OCR: Check your court's text-searchable PDF guidance
- Orientation: Pages should be right-side up, not rotated
- Bookmarks: Check your court's rules on bookmarks for multi-exhibit PDFs
Exhibit Numbering Conventions
Standard Federal Conventions
Plaintiff Exhibits (Yellow Tabs)
- Numbers: 1, 2, 3... in districts such as the Southern District of Iowa
- Start from 1 for each case
- Reserve numbers for trial exhibits
Defendant Exhibits (Blue Tabs)
- Letters: A, B, C... in districts such as the Southern District of Iowa
- Or a separate number series if the court or the parties agree
- Check local rules for convention
Important: Local Rule Variations
Exhibit numbering conventions vary by district. Local rules or judges' orders may prescribe how exhibits are marked, others number all exhibits in a single sequence regardless of party. Always verify requirements in your district's local rules and any applicable pretrial order.
District-Specific Guides
We've created detailed guides for the most active federal districts with specific local rules and practices.
SDNY
Southern District of New York (Manhattan)
Second Circuit
CDCA
Central District of California (Los Angeles)
Ninth Circuit
NDIL
Northern District of Illinois (Chicago)
Seventh Circuit
Other District Examples
Central District of California
Central District of California Local Rule 11-5.2 requires paper exhibits to be filed as attachments and numbered consecutively to the principal document, unless compliance is impracticable. Central District of California Local Rule 11-5.5 requires an exhibit smaller than 8 ½ x 11 inches to be attached to an 8 ½ x 11 inch sheet, scanned, and electronically filed unless exempt.
Local Rule 11-5Northern District of Illinois
Northern District of Illinois Local Rule 5.2(f) prohibits protruding tabs on paper originals.
Local Rule 5.2(f)Common Rejection Reasons
File Size Exceeded
Solution: Split an oversized exhibit into separate, smaller documents, as PACER recommends. ExhibitPrep can export individual files that stay within size limits.
FRCP 5.2 Redaction Violations
Solution: Redact the social-security number to its last four digits, the birth date to the year, and financial-account numbers to their last four digits.
Missing Exhibit Labels
Solution: Ensure every exhibit is clearly marked. ExhibitPrep places consistent, professional stamps on every page.
Non-Searchable PDFs
Solution: Run OCR on scanned documents before stamping. ExhibitPrep preserves text searchability of source documents.
File size, missing labels, and lost searchability are formatting problems ExhibitPrep prevents automatically. Stamp your exhibits now →
Take the Federal Requirements With You
Get the complete federal court exhibit guide as a PDF — FRCP 26(a)(3) 30-day disclosure deadlines, FRCP 5.2 redaction rules, where to confirm each court's CM/ECF file size limit, and district-specific notes, ready to share with your paralegal.
Free Federal Exhibit Guide
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Use the guide as a preparation checklist
- Check the instructions for your assigned court.
- Confirm labels, deadlines, and delivery method.
- Review the finished files before submitting.
How ExhibitPrep Helps with Federal Court Requirements
Time Savings
Stamp 50 exhibits in 5 minutes vs. 2+ hours manually preparing labels and stamps.
Cost Effective
$14.99 Day Pass vs. $100+/hr paralegal time. Stamp unlimited exhibits for one low price.
CM/ECF Ready
Exhibit numbering you can match to your court's local rules. Export as individual files or combined PDF.
ExhibitPrep Configuration for Federal Court
Recommended Settings
Stamp Position
The bottom right corner is a common placement; check the court's rules. Ensures stamps don't interfere with document headers or critical content.
Exhibit Format
Use your court's preferred format: "Exhibit 1" for numerical, "Exhibit A" for alphabetical, or a prefix style if your court's rules or the parties' agreement call for it.
Export Options
Check your court's rules on combined PDFs with bookmarks. Individual files, if your court requires separate attachments. ExhibitPrep supports both.
Before you file
ExhibitPrep formats documents. It does not provide legal advice, submit filings, or determine whether evidence is admissible or a filing meets court requirements.
Some guidance has not been verified against current official sources. A citation supports only its stated claim and scope. Compare the finished PDF with current court instructions and orders in your case. Follow the filing review checklist.
Frequently Asked Questions
What is the FRCP Rule 26(a)(3)(A)(iii) exhibit disclosure deadline?
FRCP Rule 26(a)(3)(A)(iii) requires parties to disclose exhibits at least 30 days before trial. This includes a list of all exhibits the party may offer, distinguishing between those expected to be offered and those that may be offered if needed. Objections must be filed within 14 days after disclosure.
What are the FRCP 5.2 redaction requirements for federal exhibits?
FRCP 5.2 requires redaction of Social Security numbers (last four digits only), financial account numbers (last four digits only), dates of birth (year only), and names of minors (initials only). Check the court's local rules for any additional redaction requirements before filing.
What are the federal court exhibit numbering requirements?
Federal courts have no single exhibit-marking rule; check the district's local rules and the judge's order for how to number plaintiff and defendant exhibits. Check whether your court or judge has any tab requirements. Check your district's local rules for specific requirements.
What is the CM/ECF file size limit for exhibits?
Each federal court sets its own limit on individual PDF file size in CM/ECF. Limits are set court by court. Documents over the court's size limit should be split into separate, smaller files. Always check your specific district's technical requirements.
Do federal courts require searchable PDFs for exhibits?
Check whether your court requires or encourages text-searchable (OCR) PDFs. ExhibitPrep preserves the searchability of your source documents when adding exhibit stamps. For scanned documents, consider running OCR before stamping.
Can I file exhibits as a single combined PDF in federal court?
Some courts accept combined PDF exhibits with bookmarks and a table of contents, so check your court's rules. Check whether your court requires separate PDF attachments for each exhibit. ExhibitPrep can export either format - combined PDF with bookmarks or individual files.
What should I include in an FRCP 26(a)(3) exhibit list?
A Rule 26(a)(3) pretrial disclosure must identify each exhibit, separately listing those the party expects to offer and those it may offer if the need arises. File this list at least 30 days before trial. Objections to opposing exhibits must be filed within 14 days or they are waived except for FRE 402 and 403 objections.
What is the difference between Bates numbering and exhibit numbering in federal court?
Bates numbers are page-level identifiers (e.g., SMITH000001) applied during discovery to track documents. Exhibit numbers are document-level labels (e.g., Exhibit 1) applied for trial or motion practice. Documents often have both: the Bates number from discovery and an exhibit stamp for court presentation. Check the local rules and the judge's orders on whether exhibits filed with the court should carry exhibit numbers, Bates numbers or both.
How do I prepare federal court exhibit stamps?
Label federal court exhibits clearly and consistently. Use the numbering convention in the district's local rules or the judge's order; some districts use plaintiff numbers and defendant letters, others one sequence for all parties. Place stamps consistently on each page, for example in the bottom right corner. ExhibitPrep provides federal legal exhibit templates that can be positioned anywhere on the page.
Prepare Federal Court Exhibits in Minutes
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