How to Label Exhibits
for Court—Complete Guide
Courts require properly labeled exhibits but rarely provide clear instructions. This guide covers sequential numbering, party identification, positioning, and jurisdiction-specific requirements—everything you need to know.
Trial is next week and your exhibits aren't labeled...
You're not sure if you should use numbers or letters
The court rules mention "proper labeling" but don't explain what that means
Manual labeling in Word or Acrobat takes forever
You need 47 exhibits labeled consistently before the filing deadline
The 4 Rules of Exhibit Labeling
1. Sequential Identifiers
Use consecutive numbers (1, 2, 3...) or letters (A, B, C...) without gaps. Never skip an identifier—if exhibit C is removed, relabel subsequent exhibits.
2. Consistent Placement
Place labels in the same position on every document—typically bottom right corner. Inconsistent placement looks unprofessional and confuses the record.
3. Party Identification
Include party designation when required: "Plaintiff's Exhibit 1" or "Defendant's Exhibit A". This prevents confusion when both parties have exhibits.
4. Permanent Labels
Labels must be permanent and survive e-filing. Avoid sticky notes or annotations that disappear when documents are converted or printed.
Numbers vs. Letters: When to Use Each
Most jurisdictions follow a standard convention for distinguishing between parties' exhibits. Here's the widely accepted approach:
Numbers (1, 2, 3...)
For Plaintiffs / Petitioners / Claimants
- Plaintiff's Exhibit 1, 2, 3...
- Petitioner's Exhibit 1, 2, 3...
- Claimant's Exhibit 1, 2, 3...
- People's / State's / Commonwealth's Exhibit 1, 2, 3...
Letters (A, B, C...)
For Defendants / Respondents
- Defendant's Exhibit A, B, C...
- Respondent's Exhibit A, B, C...
- Third-Party Defendant's Exhibit A, B, C...
- Cross-Defendant's Exhibit A, B, C...
California Rules of Court 3.1110(c)
"Exhibits submitted with any motion must include an exhibit tab and may include a brief description of the exhibit. Each party should use a consistent numbering system throughout the case."
How to Label Exhibits: Step-by-Step
Determine Your Labeling Convention
Check your jurisdiction's requirements. Most courts use numbers for plaintiffs and letters for defendants. If you're representing yourself, ask the court clerk which format they prefer.
Organize Documents Before Labeling
Arrange exhibits in the order you'll present them. Chronological order works for many cases, but you might organize by topic, witness, or importance. The sequence should make sense for your presentation.
Apply Labels Consistently
Place labels in the same position on every document—bottom right corner is standard. Use the same font, size, and format throughout. Consistency demonstrates professionalism and makes exhibits easy to locate.
Create Your Exhibit List
Prepare a table of contents showing each exhibit number, document title, date, and page count. Many courts require this list to be filed before trial. Include brief descriptions that help identify documents quickly.
Verify and File
Review all labeled exhibits before filing. Check that labels are sequential, positions are consistent, and all documents are included. File according to court deadlines—many jurisdictions require exhibit exchange before trial.
Exhibit List vs. Exhibit Numbering
These terms are often confused. Here's the difference:
Exhibit List
A table of contents or index showing all exhibits in your case.
- Filed separately from exhibits
- Includes descriptions of each document
- Required by many courts before trial
- May include page counts and dates
Exhibit Numbering
The actual labels stamped on each document.
- Permanently marked on documents
- Sequential identifiers (1, 2, 3 or A, B, C)
- Visible during proceedings
- Must match exhibit list entries
Exhibit Labeling Dos and Don'ts
DO
- Use sequential numbering without gaps
- Place labels consistently (same position every time)
- Include party designation when required
- Create an exhibit list for reference
- Verify all labels before filing
- Keep unmarked originals as backup
DON'T
- Skip numbers (Exhibit 1, 2, 4 with no 3)
- Mix label positions (some top, some bottom)
- Use handwritten labels for formal filings
- Place labels over important document content
- Use the same number for multiple documents
- Use temporary labels (sticky notes, highlights)
Label 50 Exhibits: Time Comparison
| Method | Time | Cost |
|---|---|---|
| Manual (Word/Acrobat) | 2-4 hours | $22.99/mo (Acrobat) |
| Physical stickers | 1-2 hours | $25-50 supplies |
| Desktop software | 30-60 min | $50-190/year |
| ExhibitPrep | 5-10 minutes | $14.99 day pass |
At $75/hour, saving 2 hours on exhibit prep recovers $150 in billable time.
Label Your Exhibits in 5 Minutes
No account required. No software to install. Upload your documents, select your labeling format, and download professionally labeled exhibits ready for court. Preview free—pay only when you download.
Frequently Asked Questions
What is the correct way to label court exhibits?
Court exhibits should be labeled with sequential identifiers (A, B, C or 1, 2, 3), typically positioned in the bottom right corner. Include party identification if required by your jurisdiction (e.g., "Plaintiff's Exhibit 1" or "Defendant's Exhibit A"). Labels must be permanent, clearly visible, and consistently formatted across all documents. Most jurisdictions follow the convention where plaintiffs use numbers and defendants use letters per California Rules of Court 3.1110(c).
Should I use numbers or letters to label exhibits?
The most common convention is: plaintiffs use numbers (Exhibit 1, 2, 3) and defendants use letters (Exhibit A, B, C). This helps courts and opposing counsel quickly identify which party offered each exhibit. However, some jurisdictions allow either format for any party. Check your local court rules or contact the clerk's office to confirm requirements for your specific case type.
Where should exhibit labels be placed on documents?
Most courts prefer exhibit labels in the lower right corner of the first page. This location is visible without obscuring document content. Some jurisdictions accept upper right corner placement. California courts specifically recommend lower right per CRC 3.1110(c). The key requirements are: consistent placement across all exhibits, labels that don't obscure important content, and positioning that remains visible when documents are bound or filed.
What are common exhibit labeling mistakes to avoid?
Common mistakes include: inconsistent positioning (mixing top right and bottom right), skipped labels (A, B, D without C), wrong party designation (plaintiff using defendant labels), illegible or faded stamps, labels that disappear in electronic filing, and using the same label for multiple documents. These errors can cause confusion during proceedings and may result in exhibits being excluded. ExhibitPrep prevents these errors through automatic sequential labeling.
How do I create an exhibit list for court?
An exhibit list is a table of contents for your exhibits, typically including: exhibit number/letter, document title or description, date of document, and page count. Many courts require exhibit lists to be filed before trial. ExhibitPrep can generate an automatic table of contents when you combine multiple exhibits into a single PDF, serving as your exhibit list. Some jurisdictions have specific exhibit list forms that must be used.
Do different courts have different exhibit labeling requirements?
Yes. While basic principles apply universally (clear, permanent, sequential labels), specific requirements vary by jurisdiction. Federal courts follow the Federal Rules of Evidence but local rules add details. State courts have their own requirements—California uses CRC 3.1110, Texas has different conventions. Administrative hearings, arbitrations, and depositions may have additional variations. Always verify requirements with your specific court before filing.
State-Specific Labeling Rules
View all 50 state requirements →Related Tools
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Start Labeling Exhibits →ExhibitPrep is a document preparation tool. This guide is for informational purposes only and does not constitute legal advice. Verify exhibit requirements with your specific court or jurisdiction.