How to Bates Stamp Documents for Litigation
Bates stamping places a unique sequential identifier on every page of every document in a production — different from exhibit stamps, which label each document once. This guide covers prefix conventions, leading zeros, software options, and when Bates numbering is legally required.
- Bates numbering labels every individual page in a production (e.g., PLF000001 per page), while exhibit numbering labels each entire document once (e.g., Exhibit 1).
- Los Angeles Superior Court Local Rules 3.52 and 3.53 require civil trial exhibits to be exchanged and pre-numbered, with multi-page exhibits internally paginated.
- FRCP 34 federal discovery productions routinely require Bates numbers to enable precise citation to individual pages.
- The common convention is a prefix of 3–6 letters (PLF, DEF, SMITH) followed by 5–6 zero-padded digits, starting at 000001.
- Leading zeros ensure alphabetical sorting matches numerical sorting — PLF000010 sorts correctly after PLF000009.
- A Bates log mapping each Bates range to a document description is essential for responding to discovery requests by range.
- ExhibitPrep supports Bates numbering directly in your browser with no Adobe Acrobat Pro subscription required.
- Bates requirements for trial exhibits vary by court, so check the county's local rules and the case order for exhibit numbering and pagination.
See Bates Numbering in Action
A video walkthrough: how to apply sequential Bates numbers across a multi-document production.
Bates Numbering vs. Exhibit Numbering
Bates Numbering
- • Applied to every individual page
- • Used in discovery productions
- • Format: PLF000001, PLF000002...
- • Sometimes required: by court order, local rule or stipulation
- • Enables citation to specific pages
Exhibit Numbering
- • Applied once per document (first page)
- • Used at trial and hearings
- • Format: Exhibit 1, Exhibit A...
- • Check the local rules and case order for Bates requirements
- • Enables reference to the whole document
A deposition exhibit often has both: Bates numbers on each page (from the original production) and an exhibit sticker on the first page (added at the deposition).
When Bates Numbers Are Required
- Los Angeles Superior Court (Local Rules 3.52–3.53): civil trial exhibits must be exchanged and pre-numbered, and multi-page exhibits internally paginated.
- Federal courts (FRCP 34): documents must be produced as kept in the usual course of business or organized and labeled to correspond to the request categories; Bates numbering may be agreed or ordered separately.
- E-discovery stipulations: Parties often agree to Bates numbering in ESI protocols and discovery orders.
- Best practice everywhere else: Even where not required, Bates numbers are recommended for any production of more than a handful of documents.
Not required (exhibit-level numbering is sufficient): Check the local rules and case order; exhibit labels and page numbers serve different purposes.
6-Step Bates Stamping Process
Determine If Bates Numbering Is Required or Preferred
Check your court's local rules and any discovery orders or agreements. Los Angeles Superior Court Local Rules 3.52–3.53 require civil trial exhibits to be exchanged and pre-numbered. Federal courts expect it for FRCP 34 productions. If not required, Bates numbers are still best practice for any multi-document production.
Choose a Prefix Convention
Select a short 3–6 character prefix that identifies the producing party. Common formats: PLF or PX (plaintiff), DEF or DX (defendant), or your firm/client initials (SMITH, ABC). Confirm your prefix with opposing counsel before a large production so you do not use the same prefix.
Decide on Leading Zeros and Total Digits
Choose how many digits to use. A common default is 6 digits (PLF000001) regardless of production size. This provides room to grow and ensures that alphabetical sorting (as used by most document review platforms) matches numerical order — PLF000010 correctly follows PLF000009.
Apply Bates Numbers Sequentially Across All Pages
Apply a Bates stamp to every page of every document, in the order you are producing them. Page 1 of Document 1 gets PLF000001. Page 2 of Document 1 gets PLF000002. Page 1 of Document 2 gets PLF000003. This continuous sequence is the defining feature of Bates numbering — there are no gaps or resets between documents.
Keep a Bates Log Mapping Ranges to Document Descriptions
Maintain a spreadsheet log that maps each Bates range to a document description, date, and author. Example: PLF000001–PLF000012 = Employment Contract, January 15, 2024. This log is essential for responding to discovery requests by Bates range and for preparing a privilege log.
Produce with Bates Numbers in the Same Order as Your Log
Deliver the final Bates-stamped production in numerical order. Confirm the delivery format with opposing counsel — some prefer a single concatenated PDF, others prefer individual files named by Bates range (PLF000001-PLF000012.pdf). Include a cover letter or certificate of production listing the total page count and Bates range.
Bates stamp or exhibit stamp your documents — free, in your browser
No Adobe Acrobat subscription needed. Upload PDFs, configure your prefix and starting number, download production-ready files.
Bates Prefix Convention Examples
| Prefix | Meaning | Example | Best For |
|---|---|---|---|
| PLF | Plaintiff | PLF000001 | Plaintiff productions in civil cases |
| DEF | Defendant | DEF000001 | Defendant productions in civil cases |
| PX | Plaintiff Exhibit | PX000001 | Federal court exhibit labeling |
| DX | Defendant Exhibit | DX000001 | Federal court exhibit labeling |
| SMITH | Client surname | SMITH000001 | General productions; no party role confusion |
| MED | Medical records | MED000001 | Subtype identification within large production |
| FIN | Financial records | FIN000001 | Subtype identification within large production |
| TP | Third party | TP000001 | Subpoenaed third-party records |
Bates Stamping Software Comparison
ExhibitPrep
From $4.99/bundle
- Browser-based, no install
- No subscription required
- Bates + exhibit stamps
- Files stay on your device
- No OCR or full-text indexing
Adobe Acrobat Pro
$239.88/year
- Full PDF editing suite
- OCR and redaction
- Bates numbering built in
- Expensive subscription
- Desktop install required
- Mac/Windows only (no browser)
Dedicated Bates Tools
Varies ($50–$300)
- Purpose-built for Bates
- Batch processing
- Metadata extraction
- Learning curve
- Overkill for simple needs
- Often Windows only
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Frequently Asked Questions
What is Bates stamping?
Bates stamping (also called Bates numbering) is the practice of placing a unique sequential identifier on every page of every document in a litigation production or exhibit set. A typical Bates number consists of a prefix (letters identifying the producing party, such as PLF or SMITH) followed by zero-padded digits (such as PLF000001, PLF000002). Unlike exhibit stamps, which label an entire document with a single number or letter, Bates stamps appear on every page so that any individual page in a multi-document production can be cited precisely.
When are Bates numbers required?
Bates numbering may be required by court order, local rule or stipulation, so check the case order and local rules before production. Even when not strictly required, Bates numbers are considered best practice for any production of more than a handful of documents because they enable precise citation to individual pages.
What is the difference between Bates numbering and exhibit numbering?
Exhibit numbering labels an entire document as a single trial exhibit—Exhibit 1 (or Exhibit A), applied once to the document's first page. Bates numbering labels every individual page across all documents in a production, giving each page a unique identifier. Bates numbering is used for discovery productions and depositions; exhibit numbering is used at trial. In practice, a deposition exhibit might have both: a Bates number on each page (from the original production) and an exhibit sticker on the first page (added at the deposition). Both Bates numbering and exhibit numbering are commonly used, at different stages of litigation.
What prefix should I use for Bates numbers?
Common Bates prefix conventions include: (1) Party role — PLF or PX for plaintiff, DEF or DX for defendant, TP for third party. (2) Law firm initials — SMITH, ABC. (3) Client name — JONES. (4) Document type — MED for medical records, FIN for financial records. Prefixes are usually 3–6 characters. Choose a prefix that is recognizable, short, and distinct from opposing counsel's prefix. Confirm your prefix with opposing counsel or the court before beginning a large production.
How many digits should a Bates number have?
Use enough digits to exceed the total page count of your production. For small productions under 9,999 pages, 4 digits (PLF0001) work. For productions up to 99,999 pages, use 5 digits (PLF00001). For very large productions, use 6 or 7 digits. A common default is 6 digits (PLF000001) regardless of production size because it provides room to grow and ensures alphabetical and numerical sorting match. Do not start at 0000 — start at 0001 so the first document is PLF000001.
Does Los Angeles Superior Court require Bates numbers?
Yes. Los Angeles Superior Court Local Rules 3.52 and 3.53 require that exhibits be exchanged and pre-numbered, and that multi-page documentary exhibits be internally paginated. Rule 3.52 requires exhibits to be exchanged and pre-numbered, and Rule 3.53 describes block numbering by party with internal pagination of multi-page exhibits. Other California courts may differ, so check the county's local rules and the case order for Bates requirements.
Can I Bates stamp PDF documents without Adobe Acrobat?
Yes. ExhibitPrep supports Bates numbering for PDF documents directly in your browser — no Adobe Acrobat Pro subscription required. Upload your PDFs, configure your prefix and starting number, and download Bates-stamped files ready for production. ExhibitPrep processes all files client-side, so your documents are never uploaded to a server. Adobe Acrobat Pro ($239.88/year) and dedicated Bates numbering tools are alternatives, but ExhibitPrep's pay-per-use model ($4.99 per bundle) is significantly less expensive for occasional Bates stamping needs.
What courts in California do NOT require Bates numbers for trial exhibits?
Check the current local rules and case order rather than assuming that Bates numbers are either required or unnecessary throughout a county. Bates numbers identify source pages; exhibit labels identify documents. Confirm whether the court also requires consecutive page numbering in the assembled PDF.
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