How to Number Exhibits Correctly for Court
Correct exhibit numbering follows a simple rule in most courts: plaintiffs use numbers and defendants use letters. But Texas, federal courts, depositions, and arbitration each have their own conventions — and getting them wrong can confuse the record or prompt objections.
- Plaintiffs use sequential numbers (Exhibit 1, 2, 3) and defendants use sequential letters (Exhibit A, B, C) in most U.S. courts, including California under CRC 3.1110(c).
- Texas assigns plaintiffs numbers 1-99 and defendants numbers 100-199 rather than using the number/letter split common in other states.
- Federal courts vary by district — some use numbers only, some use the plaintiff/defendant split, and some require letters for all parties; always check the local rules.
- Deposition exhibits are typically numbered sequentially per deposition and include the deponent's name and date on the stamp, separate from trial exhibit labels.
- AAA Rule R-22 and JAMS Rule 22(e) require Claimants to use a C-prefix (C-1, C-2, C-3) and Respondents to use an R-prefix (R-1, R-2, R-3) for arbitration exhibits.
- FINRA Rule 12510 governs securities arbitration exhibit exchange and requires pre-hearing disclosure at least 20 days before the first scheduled hearing session.
- Skipping numbers in an exhibit sequence creates confusion in the court record and may draw questions about what the missing exhibit was.
- ExhibitPrep includes built-in templates for Plaintiff, Defendant, Claimant, and Respondent that automatically apply the correct numbering convention for each role.
Quick Reference: Exhibit Numbering by Court Type
Most State Courts (CA, NY, FL, etc.)
- Plaintiff / Petitioner: Numbers (1, 2, 3…)
- Defendant / Respondent: Letters (A, B, C…)
Texas State Courts
- Plaintiff: Numbers 1-99
- Defendant: Numbers 100-199
Arbitration (AAA / JAMS)
- Claimant: C-1, C-2, C-3…
- Respondent: R-1, R-2, R-3…
Deposition Exhibits
- Format: Sequential numbers per session
- Include: Deponent name + date
Always Verify Local Rules Before Labeling
The conventions above represent common practice, but individual courts and judges frequently publish standing orders that override the defaults. Before applying any exhibit labels, confirm:
- • Your court's local rules for civil cases (check the court's official website)
- • Any standing order from your assigned judge
- • The pretrial scheduling order in your specific case
- • Your arbitration forum's procedural rules if not in court
5-Step Exhibit Numbering Process
Identify Your Role in the Case
Determine whether you are the plaintiff or defendant — or petitioner/respondent in family law matters. Your procedural role is the starting point for exhibit numbering. Plaintiffs use numbers and defendants use letters in most courts. If you are representing a third-party defendant, cross-claimant, or intervenor, check local rules for how to label your exhibits (many courts use a prefix like "TPD-A" for third-party defendant).
Check Your Court's Local Rules
Before applying any stamp, read your court's local rules and any standing order from the assigned judge. Texas courts use number blocks rather than a letter system. Some federal district courts require all parties to use numbers with a party prefix. Arbitration forums (AAA, JAMS, FINRA) use C/R prefix systems. The only safe approach is to confirm in writing with the clerk or check the published local rules.
Choose a Sequential Labeling Scheme
Number (or letter) your exhibits sequentially from 1 (or A) with no gaps. Decide in advance how many exhibits you anticipate so you can plan whether to use single digits, double digits, or a padded format (e.g., 001, 002, 003 for large exhibit sets). Consistent formatting makes the exhibit list easier to read and reduces clerical errors.
Apply the Exhibit Stamp to Each Document
Stamp each exhibit on the first page, typically in the bottom-right corner unless local rules specify a different location. The stamp should display the exhibit label (e.g., "Plaintiff's Exhibit 7"), the case name or number, and any other fields required by local rules such as the deponent's name or the date. ExhibitPrep applies stamps automatically across all pages of a document set in one pass.
Create an Exhibit List or Index
Pair every stamped exhibit with a corresponding entry on your exhibit list: exhibit label, brief description of the document, page count, and sponsoring witness. Exchange the list and exhibit copies with opposing counsel by the pretrial deadline (14 days before trial in California under CRC 3.1302; 30 or more days in federal court under FRCP 26(a)(3)). File the list with the clerk if required by local rules.
Automatically apply plaintiff or defendant labels to all your exhibits
Upload your PDFs, choose a template, and ExhibitPrep stamps every document with the correct numbering convention — ready in seconds.
Ready to Stamp Your Exhibits?
Create court-compliant exhibits in under 2 minutes
Stamp exhibits automatically — from $4.99 per session
No subscription required. Pay only when you download. Free to preview.
Frequently Asked Questions
Do plaintiffs use numbers or letters for exhibits?
Plaintiffs use numbers (Exhibit 1, Exhibit 2, Exhibit 3) and defendants use letters (Exhibit A, Exhibit B, Exhibit C) in most U.S. courts, including California per CRC 3.1110(c), New York, and Florida. Petitioners use numbers and respondents use letters in family law proceedings under the same convention. Always verify with your court's local rules before labeling any documents.
How does Texas number exhibits differently?
Texas uses number blocks rather than a number/letter split. Under Texas Rules of Civil Procedure, plaintiffs are typically assigned numbers 1-99 and defendants are assigned numbers 100-199. This means all parties use numbers, but each party's numbers occupy a distinct range. Check the specific court's local rules and any scheduling order because individual Texas courts sometimes vary this convention.
What exhibit numbering system does arbitration use?
Most arbitration forums use a prefix system rather than a pure number or letter sequence. Under AAA Rule R-22 and JAMS Rule 22(e), Claimants label exhibits C-1, C-2, C-3 and Respondents label exhibits R-1, R-2, R-3. FINRA arbitrations under Rule 12510 follow a similar convention. ExhibitPrep includes built-in Claimant and Respondent templates with the C and R prefixes already configured.
Can you skip exhibit numbers?
Avoid skipping exhibit numbers whenever possible. A gap in the sequence — for example, Exhibit 1, 2, 4 with no Exhibit 3 — invites questions from the court or opposing counsel about what the missing exhibit was and why it was omitted. If you decide not to use a document after initially including it in your scheme, renumber all remaining exhibits sequentially. ExhibitPrep automatically reassigns labels when you remove a document from the list.
Get Free Tips & Updates
- Template best practices & pro tips
- Exclusive subscriber-only discounts
- Time-saving exhibit stamping strategies
Related Guides
Ready to Number Your Exhibits Correctly?
ExhibitPrep includes templates for Plaintiff, Defendant, Claimant, and Respondent — each with the correct numbering convention built in. Upload your PDFs and download correctly labeled exhibits in under 2 minutes.
Number Your Exhibits NowFree to preview • No upload to servers • Instant download