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.
- 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 4 digits only), birth dates (year only), financial account numbers (last 4 digits only), and minor names (initials only).
- CM/ECF (Case Management/Electronic Case Files) is the federal e-filing system; individual file size limits typically range 35-50 MB and vary by district, with some districts capping at 25 MB.
- FRE 901 governs authentication of exhibits and FRE 1006 permits summary exhibits drawn from voluminous records.
- Plaintiff exhibits commonly use numbers (1, 2, 3) or PX-1, PX-2 prefixes; defendant exhibits use letters (A, B, C) or DX-A, DX-B prefixes.
- Yellow tabs typically designate plaintiff exhibits and blue tabs designate defendant exhibits in physical trial binders.
- There are 94 federal district courts, each with local rules and assigned-judge individual practices that supplement the FRCP and CM/ECF requirements.
Quick Reference
Updated 2026-01-3150 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 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
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. 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 4 digits only), financial account numbers (last 4 digits only), dates of birth (year only), and names of minors (initials only). Exhibits must comply with these requirements before filing.
What are the federal court exhibit numbering requirements?
Federal courts typically require exhibits to be marked sequentially with plaintiff exhibits numbered (1, 2, 3...) and defendant exhibits lettered (A, B, C...) or numbered in a separate series. Yellow tabs typically designate plaintiff exhibits, blue tabs for defendant. Check your district's local rules for specific requirements.
What is the CM/ECF file size limit for exhibits?
Most federal courts limit individual PDF files to 35-50 MB through CM/ECF. However, some districts have lower limits. Large exhibits may need to be split into multiple files. Always check your specific district's technical requirements.
Do federal courts require searchable PDFs for exhibits?
Many federal courts require or strongly encourage 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?
Most federal courts accept combined PDF exhibits with proper internal bookmarks and table of contents. Some require separate PDF attachments. ExhibitPrep can export either format - combined PDF with bookmarks or individual files.
What should I include in an FRCP 26(a)(3) exhibit list?
An FRCP 26(a)(3) exhibit list must identify each document or item by exhibit number, provide a brief description, indicate whether it will definitely be offered or may be offered if needed, and note any objections. 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. Federal local rules typically require exhibit numbers, not Bates numbers, on exhibits filed with the court.
How do I prepare federal court exhibit stamps?
Federal court exhibits require clear, professional labels. Use numbers for plaintiff exhibits (Exhibit 1, 2, 3) and letters for defendant exhibits (Exhibit A, B, C) per most district local rules. Place stamps consistently on each page, typically in the bottom right corner. ExhibitPrep provides federal court-compliant templates that can be positioned anywhere on the page.
Prepare Federal Court Exhibits in Minutes
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