How to Stamp Exhibits for Court
A step-by-step guide to properly marking and labeling exhibits for court filings. Learn plaintiff vs defendant conventions, positioning rules, common mistakes to avoid, and state-specific requirements.
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Step-by-Step Exhibit Stamping Guide
Determine Your Party Designation
Your role in the case determines your exhibit labeling convention:
Plaintiff Side
- • Plaintiff (civil)
- • Petitioner (family law)
- • Prosecution/People (criminal)
- • Claimant (arbitration)
Defendant Side
- • Defendant (civil/criminal)
- • Respondent (family law)
- • Defense (criminal)
- • Respondent (arbitration)
Choose Numbers vs Letters
Most jurisdictions allow either numbering system:
| Format | Example | Best For |
|---|---|---|
| Letters (A-Z) | Exhibit A, B, C... Z, AA, AB | Smaller cases (under 26 exhibits) |
| Numbers (1-999) | Exhibit 1, 2, 3... 100+ | Large cases, discovery productions |
| Party Prefix | P-1, D-1 or PX-1, DX-1 | When both parties offer exhibits |
Note: Georgia requires numbers only (no letters). Check your state's rules before filing.
Select Stamp Position
Standard positions for exhibit stamps:
Top-right corner (most common)
Standard position for most courts. Easy to see when flipping through documents.
Bottom-right corner
Use if top-right contains important content (letterhead, dates).
Avoid center and left positions
These can obscure document content and look unprofessional.
Apply Consistent Formatting
Maintain consistency across all exhibits:
- Same stamp style (rectangle, rounded, etc.)
- Same font size (24pt is standard for readability)
- Same position on every document
- Same color scheme throughout
Create an Exhibit List
Always prepare a separate exhibit list that includes:
Exhibit List Format
| Ex. # | Description | Date | Pages |
|---|---|---|---|
| A | Employment Contract | 01/15/2024 | 12 |
| B | Email from J. Smith to R. Jones | 03/22/2024 | 3 |
| C | Termination Letter | 06/01/2024 | 1 |
Verify Before Filing
Final checklist before submission:
- All exhibits are marked with stamps
- Sequential numbering with no gaps (A, B, C—not A, C, D)
- No duplicate exhibit numbers
- Exhibit list matches stamped documents
- File sizes meet e-filing requirements
Common Mistakes to Avoid
Duplicate exhibit numbers
Two documents marked "Exhibit A" causes confusion at trial. Use auto-sequential labeling to prevent this.
Skipped numbers
Going from Exhibit 5 to Exhibit 7 raises questions. If you withdraw an exhibit, note it on your list.
Inconsistent positioning
Stamps in different corners look unprofessional. Use the same position for all exhibits.
Stamps covering content
Placing stamps over text or signatures can cause objections. Choose a clear area.
Using wrong party designation
Don't use "Plaintiff's Exhibit" if you represent the defendant. Know your role.
State-Specific Requirements
Federal Courts
FRCP 26(a)(3) requirements, joint numbering, and local rule variations.
California
CRC 3.1110 formatting, 25MB file limits, and superior court variations.
Texas
TRCP 193.7 requirements and eFileTexas specifications.
New York
Commercial Division rules, NYSCEF requirements, and county variations.
Frequently Asked Questions
Should I use numbers or letters for exhibit labels?
Either works in most jurisdictions. Plaintiffs traditionally use numbers (1, 2, 3) or letters (A, B, C), while defendants use the same with a different prefix. Check your local court rules—Georgia requires numbers only, while most federal courts accept either.
What is the correct position for exhibit stamps?
The standard position is top-right corner of the first page. However, if that area contains important content, bottom-right is acceptable. The key is consistency—use the same position for all exhibits in your case.
Do I stamp every page or just the first page?
Typically, you stamp only the first page of each exhibit. However, if your exhibit is a multi-page document that might be separated, consider adding page numbers (e.g., "Exhibit A, Page 1 of 5"). Some courts require Bates numbering for all pages.
What happens if I skip an exhibit number?
Skipped numbers create confusion and may cause issues during trial when exhibits are called by number. If you withdraw an exhibit, note it on your exhibit list rather than renumbering. Starting fresh? Use sequential numbering with no gaps.
Can plaintiff and defendant use the same exhibit numbers?
Yes, but with different prefixes. Plaintiff uses P-1 or PX-1, defendant uses D-1 or DX-1. Some courts require joint numbering (all exhibits numbered sequentially regardless of party). Check local rules before filing.
Related Guides
Frequently Asked Questions
Should I use numbers or letters for exhibit labels?
Either works in most jurisdictions. Plaintiffs traditionally use numbers (1, 2, 3) or letters (A, B, C), while defendants use numbers (1, 2, 3) or letters (A, B, C) with a different prefix. Check your local court rules—Georgia requires numbers only, while most federal courts accept either.
What is the correct position for exhibit stamps?
The standard position is top-right corner of the first page. However, if that area contains important content, bottom-right is acceptable. The key is consistency—use the same position for all exhibits in your case.
Do I stamp every page or just the first page?
Typically, you stamp only the first page of each exhibit. However, if your exhibit is a multi-page document that might be separated, consider adding page numbers (e.g., "Exhibit A, Page 1 of 5"). Some courts require Bates numbering for all pages.
What happens if I skip an exhibit number?
Skipped numbers create confusion and may cause issues during trial when exhibits are called by number. If you withdraw an exhibit, note it on your exhibit list rather than renumbering. Starting fresh? Use sequential numbering with no gaps.
Can plaintiff and defendant use the same exhibit numbers?
Yes, but with different prefixes. Plaintiff uses P-1 or PX-1, defendant uses D-1 or DX-1. Some courts require joint numbering (all exhibits numbered sequentially regardless of party). Check local rules before filing.
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