Federal Court Exhibit Requirements
A comprehensive guide to preparing exhibits for federal court filings under FRCP Rule 26(a)(3)(A)(iii), including CM/ECF requirements, local rule variations, and formatting best practices.
Quick Reference
Updated 2025-01-1535-50 MB
Numbers (1, 2, 3...)
Letters (A, B, C...)
30 days before trial
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
Requires redaction of SSN (last 4), birth dates (year only), financial accounts (last 4), and minor names (initials only).
E-Filing System
Case Management/Electronic Case Files system. File size limits vary by district (35-50 MB typical).
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 requirements are governed by the Federal Rules of Civil Procedure (FRCP) and supplemented by each district's local rules. While CM/ECF provides a standardized 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 represent common standards but may not apply to your specific court.
CM/ECF Technical Requirements
File Format & Size
Accepted Formats
- PDF (required for most filings)
- PDF/A recommended for archival
- Text-searchable PDFs preferred
Size Limits (Common)
- Individual file: 35-50 MB typical
- Some districts: 25 MB limit
- Split large exhibits into parts
PDF Quality Standards
- Resolution: 300 DPI recommended for scanned documents
- OCR: Text-searchable PDFs strongly encouraged
- Orientation: Pages should be right-side up, not rotated
- Bookmarks: Required for multi-exhibit PDFs in many districts
Exhibit Numbering Conventions
Standard Federal Conventions
Plaintiff Exhibits (Yellow Tabs)
- Numbers: 1, 2, 3... or PX-1, PX-2...
- Start from 1 for each case
- Reserve numbers for trial exhibits
Defendant Exhibits (Blue Tabs)
- Letters: A, B, C... or DX-A, DX-B...
- Or separate number series: 100+
- Check local rules for convention
Important: Local Rule Variations
Exhibit numbering conventions vary significantly by district. Some courts require specific prefixes, others mandate joint exhibit numbering in certain cases. Always verify requirements in your district's local rules and any applicable pretrial order.
District-Specific Examples
Central District of California
Local Rule 11-5 requires paper exhibits attached, numbered consecutively. Small exhibits must be mounted on 8.5x11 backing.
Local Rule 11-5Northern 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 large exhibits into multiple parts (e.g., "Exhibit A Part 1 of 3"). ExhibitPrep can export individual files that stay within size limits.
FRCP 5.2 Redaction Violations
Solution: Redact SSN (keep last 4), dates of birth (year only), financial accounts (last 4), and minor names (initials only) before filing.
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.
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
Federal court-ready formatting with proper numbering. Export as individual files or combined PDF.
ExhibitPrep Configuration for Federal Court
Recommended Settings
Stamp Position
Bottom-right corner recommended for most filings. 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 "PX-001" for Bates-style numbering.
Export Options
Combined PDF with bookmarks for single-document filings. Individual files for CM/ECF attachments. ExhibitPrep supports both.
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. The disclosure must distinguish between exhibits 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?
FRCP 5.2 requires redaction of: Social Security numbers (show last 4 digits only), dates of birth (year only), financial account numbers (last 4 digits only), and names of minors (initials only). All exhibits must comply before filing.
What are the federal court exhibit numbering requirements?
Federal courts typically use numbers for plaintiff exhibits (1, 2, 3...) and letters for defendant exhibits (A, B, C...). Yellow tabs typically designate plaintiff exhibits, blue for defendant. However, local rules vary - always check your district's requirements.
What is the CM/ECF file size limit?
Most districts limit individual files to 35-50 MB, though some have lower limits (25 MB). For large exhibits, split into multiple parts and clearly label each part (e.g., 'Exhibit A Part 1 of 3').
Do federal courts require searchable PDFs?
Many federal courts require or strongly encourage text-searchable (OCR) PDFs. ExhibitPrep preserves searchability when stamping. Run OCR on scanned documents before stamping.
Can I file exhibits as one combined PDF?
Most courts accept combined PDFs with proper bookmarks and table of contents. Some require separate attachments. ExhibitPrep exports both formats - combined with bookmarks or individual files.
Prepare Federal Court Exhibits in Minutes
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