How to Label Exhibits
for Court—Complete Guide
Courts require labeled exhibits but their instructions can be hard to find, so check the local rules and the judge's orders. This guide covers sequential numbering, party identification, positioning, and jurisdiction-specific requirements—everything you need to know.
- Use the exhibit labels required by your court’s local rules and case order. Some courts use letters for one party and numbers for another; others use numbers or assigned ranges for every party. Confirm the scheme before labeling the set.
- A common convention uses numbers (1, 2, 3) for plaintiffs, petitioners, and claimants, and letters (A, B, C) for defendants and respondents; the court's own order always controls.
- Texas has no single statewide exhibit-label format; the assigned court's order sets it, and ExhibitPrep starts Texas plaintiffs at P-1, P-2… and defendants at D-1, D-2… until you change it.
- In New York civil actions, unless the court directs otherwise, each side marks its exhibits before the trial begins.
- An exhibit list is a separate table of contents describing each document by title, date, and page count; exhibit numbering is the permanent label stamped on the document itself, and the two should match.
- Labeling exhibits by hand in Word or Adobe Acrobat means placing each label one at a time, which is where skipped numbers and inconsistent placement creep in; ExhibitPrep labels a typical bundle in under two minutes with sequential numbering.
- ExhibitPrep stamps the whole set in one pass; preview is free and you purchase when you are ready to save.
- Labels should be permanent so they stay visible after e-filing conversion; sticky notes, highlights, and other temporary annotations may not survive.
Label your exhibits now
Pick your state and your side. The tool opens with that state's usual labels already set, and you can change them before you stamp anything.
Free to preview every page · $4.99 one-time to download a stamped set — no subscription, no account
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 your court requires it: "Plaintiff's Exhibit 1" or "Defendant's Exhibit A". This prevents confusion when both parties have exhibits.
4. Permanent Labels
Labels should be permanent so they 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 motion-paper formatting
For California motion papers, Rule 3.1110(f) addresses exhibit indexes, separation, and electronic bookmarks, with an exception for self-represented parties in its electronic-bookmark provision. Check the current rule and local instructions for the filing.
How to Label Exhibits: Step-by-Step
Determine Your Labeling Convention
Use the exhibit labels required by your court’s local rules and case order. Some courts use letters for one party and numbers for another; others use numbers or assigned ranges for every party. Confirm the scheme before labeling the set.
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. Some 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—some 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 some 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
- Should 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) | One label at a time | $239.88/year (Acrobat) |
| Physical stickers | One sticker at a time, then rescan | Label supplies |
| Desktop software | Setup per batch | Annual license |
| ExhibitPrep | A typical bundle in under two minutes | $4.99 per set, or $14.99 for a day |
ExhibitPrep stamps the whole set in one pass; preview is free and you purchase when you are ready to save.
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; purchase when ready to save.
Frequently Asked Questions
What is the correct way to label court exhibits?
Use the exhibit labels required by your court’s local rules and case order. Some courts use letters for one party and numbers for another; others use numbers or assigned ranges for every party. Confirm the scheme before labeling the set.
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?
Place the stamp where it remains readable without covering text, signatures, or existing page numbers. Follow any placement instructions for the matter and inspect the finished pages, including rotated or unusually sized originals.
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. Some courts require exhibit lists to be filed before trial; check your court's rules and orders. 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; check your court's rules.
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
CRC 3.1110 format
TexasLabels set by the assigned court
New YorkPre-marking required
FloridaPortal e-filing
Related Tools
Related Guides
Ready to Label Your Exhibits?
Professional exhibit labels in minutes. Sequential numbering, consistent positioning, court-ready format—all automated.
Choose your court and start →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.