Two labels, two purposes: understanding pre-trial document preparation
Attorneys and paralegals preparing for trial typically need to apply two distinct types of labels to their documents. Confusing them is one of the most common mistakes in trial preparation.
Bates stamp
A sequential identifier printed on every individual page of the document set. Used for tracking and citation throughout discovery, depositions, and trial. A 30-page contract might carry stamps PLF-000001 through PLF-000030. Applied before trial — often during discovery or when organizing the trial set.
Evidence sticker
A court-specific label placed on the first page of each document that will be offered as an exhibit. The sticker contains fields the clerk fills in at trial — party, exhibit number, case number, date admitted. It is prepared before trial so documents are ready the moment they are offered into evidence. Each court has its own required sticker format.
Most trial preparation workflows require both. The Bates stamp identifies pages for reference; the evidence sticker identifies the document for the court record when it is admitted.
What is Bates stamping?
Bates stamping — also called Bates numbering or Bates labeling — is the practice of printing a unique sequential identifier on every page of every document in a litigation set. The name comes from the Bates Automatic Numbering Machine, a mechanical stamper used by law offices for over a century before the process became software-based.
A typical Bates number looks like this:
PLF-000042where PLF identifies the producing party (plaintiff here) and 000042 is that page's unique sequential number across the entire production. Every page in the set gets its own number — no two pages share the same Bates identifier.
This makes it possible to cite a specific page precisely — "see PLF-000042" unambiguously identifies one page out of potentially thousands, whether in a deposition transcript, a brief, or a question from the bench.
What is an evidence sticker?
An evidence sticker (also called an exhibit sticker or exhibit label) is a formatted label placed on the first page of each document that a party intends to introduce as evidence at trial. Unlike a Bates stamp, which marks every page with a number, an evidence sticker marks each whole document with fields specific to the court's record-keeping process.
A typical evidence sticker includes fields for:
- The party (Plaintiff or Defendant)
- The exhibit number or ID assigned to that document
- The case number
- The date the document is admitted into evidence
- The clerk or court identifier
Evidence stickers are prepared before trial with the party and exhibit number pre-filled. The clerk completes the remaining fields — date admitted, case number — at the moment of admission. Every court uses a slightly different sticker format, which is why dedicated software includes court-specific templates rather than a generic label.
Bates stamp format: prefix, digits, and separator
Choosing a prefix
The prefix identifies the producing party or the case. Common conventions:
- PLF or PX — plaintiff
- DEF or DX — defendant
- GOV — government / prosecution
- A client name abbreviation — e.g. SMITH or ACE
- A case number or matter code
Check your jurisdiction's local rules and any discovery agreements. Some courts specify the prefix format; others leave it to the parties to agree in a meet-and-confer.
How many digits?
Six digits is the standard starting point (PLF-000001), covering up to 999,999 pages. For large productions, eight digits provides more headroom. The key rule: choose enough leading zeros at the outset so that alphabetical sorting of filenames produces the correct numerical order.
Separator
A dash is most common (PLF-000001). Some practitioners use an underscore (PLF_000001) or no separator (PLF000001). Consistency within a production is what matters.
Methods for Bates stamping a PDF
Adobe Acrobat Pro
Acrobat Pro includes a Bates numbering tool under Tools → Edit PDF → Header & Footer. You can add multiple files to a batch and Acrobat will apply continuous numbering across the set in sequence. It handles multi-document productions reasonably well for straightforward stamping jobs.
What it lacks is the rest of the trial preparation workflow: no exhibit list export, no court-specific evidence sticker templates, no auto-detection of existing Bates numbers on incoming documents, and no exhibit numbering.
Best for: Bates stamping alone when you already have an Acrobat Pro subscription and do not need evidence stickers or an exhibit list.
Python scripting (pdf-lib, pikepdf)
Open-source libraries can write text onto PDF pages programmatically. Free but requires writing and maintaining code, handling edge cases like encrypted or rotated PDFs, and running a local Python environment. No GUI, no exhibit list, no sticker templates.
Best for: developers with specific formatting requirements not met by off-the-shelf tools.
Online Bates stamping tools
Browser-based utilities that stamp one PDF at a time. Convenient for a single document but upload your file to a third-party server — a confidentiality concern for privileged litigation materials. No continuity of numbering across a document set, no exhibit list, no evidence stickers.
Best for: a single non-privileged document when no other tool is available.
Dedicated trial preparation software (e.g. Exhibix)
Purpose-built for the full pre-trial workflow in a single tool: upload your document set, auto-tag documents by type, apply Bates stamps continuously across every page, assign exhibit numbers, apply evidence stickers, export an exhibit list, and download everything — without switching between applications. Everything runs in your browser; documents are never uploaded to a server.
Other dedicated sticker tools exist, but most offer generic, customizable labels where you manually configure the fields to approximate your court's format. Exhibix ships with 11 court-specific sticker formats pre-built — the exact layouts used by Florida's major counties and federal districts — so there is no configuration and no risk of using the wrong format. You pick your court; the correct sticker is already there.
Exhibix also auto-detects existing Bates numbers on PDFs that arrived pre-stamped from opposing counsel, displaying each document's range instantly on upload — so you can see the full picture without re-stamping and without the risk of double-numbering a page.
Not all your documents may arrive as PDFs. Exhibix includes a built-in auto-convert to PDF button, so Word documents, images, and other file types can be converted and folded into the same workflow without switching tools.
Best for: any Florida litigation set, or any case where you need Bates stamps, exhibit numbers, court-correct evidence stickers, and an exhibit list — all in one place.
Method comparison
| Method | Multi-doc set | Continuous numbering | Evidence stickers | Court-specific formats | Auto-detects existing Bates | Auto-convert to PDF | Exhibit list | No server upload | |
|---|---|---|---|---|---|---|---|---|---|
| Adobe Acrobat Pro | ✓ Batch tool | ✓ Automatic | ✗ | ✗ | ✗ | ✗ | ✗ | ✗ | ✓ |
| Acrobat plug-ins | ✗ One at a time | ✗ Manual | ✓ | ✗ Generic only | ✗ | ✗ | ✓ | ||
| Other sticker software | ✓ | ✓ | ✓ | ✗ Generic only | ✗ | ✗ | ✗ Basic only | ✓ | |
| Online tools | ✗ One at a time | ✗ | ✗ | ✗ | ✗ | ✗ | ✗ | ✗ Uploaded | |
| Exhibix | ✓ Automatic | ✓ Automatic | ✓ | ✓ 11 pre-built | ✓ | ✓ | ✓ Word & Excel | ✓ Browser-only |
The full pre-trial document preparation workflow
Step 1 — Upload your document set
Drop your full set of PDFs into Exhibix. You can upload an entire folder at once. Documents are processed in your browser — nothing leaves your machine — keeping privileged materials private throughout preparation.
Step 2 — Review auto-detected Bates ranges
If your documents were already Bates-stamped during discovery, Exhibix scans each file and displays the detected range automatically as a green badge next to each document. This lets you see at a glance which pages each document covers without any manual entry — and ensures you don't accidentally double-stamp.
Step 3 — Apply Bates stamps across the set
Set your prefix, starting number, digit count, separator, and position (bottom right is standard). A live preview shows exactly how the stamp will appear before you commit. Click Apply and Exhibix stamps every page of every document with a continuous sequence — numbering carries across documents automatically with no gaps.
Step 4 — Assign exhibit numbers
Choose your exhibit prefix (e.g. "Exhibit No." or "PLF-") and generate sequential exhibit numbers across the set. Each document gets one exhibit number as a whole — separate from the page-level Bates stamps. This is what the exhibit list and evidence sticker will reference.
Step 5 — Apply court evidence stickers
Select the evidence sticker format for your court, set the party and starting exhibit number, and apply stickers to the first page of every document. The exhibit number increments automatically across the set while fields like party and case name stay consistent. Stickers can be color-coded by party — plaintiff in one color, defense in another — so documents are visually distinguishable in the courtroom.
The sticker arrives at trial pre-filled with the party and exhibit number. The clerk completes the remaining fields — date admitted, case number — when the document is formally offered into evidence.
Step 6 — Export the exhibit list
Export a formatted exhibit list to Word or Excel. Choose your columns — exhibit number, description, Bates range, date, admitted, objection — and the output is ready to file with the court or use as your trial checklist.
Step 7 — Download the complete set
Download every document — Bates-stamped, stickered, exhibit-numbered, and renamed — in a single archive. Your trial set is ready.
Common mistakes to avoid
- Stamping documents out of order. Bates numbers should run in the same order as your document set. Re-ordering after stamping creates a mismatch between page numbers and documents.
- Too few digits. Starting with five digits (PLF-00001) and exceeding 99,999 pages breaks alphabetical sort order. Start with six or eight.
- Double-stamping. Documents that arrived pre-stamped from opposing counsel should not receive new stamps on top. Check for existing Bates numbers before applying your own.
- Wrong evidence sticker format. Each court uses a specific sticker layout. Many tools offer generic, customizable labels that you configure yourself — but getting the fields, layout, or wording wrong can cause the clerk to reject the exhibit or require re-labeling at trial. Purpose-built software with pre-built court-specific formats eliminates this risk entirely.
- Uploading privileged documents to free online tools. Free web-based stampers require uploading your files to a third-party server. Use software that processes files locally.
Prepare your full trial set before you walk in
Exhibix applies Bates stamps and pre-built court-specific evidence stickers across your entire document set — no manual format configuration, no generic labels. Everything runs in your browser with no uploads. Includes exhibit numbering and exhibit list export to Word or Excel.
Try Exhibix FreeFrequently asked questions
What is Bates stamping and when is it done?
Bates stamping assigns a unique sequential number to every page of every document in a litigation set. It is done before trial — typically during discovery or when organizing the trial exhibit set — so any page can be cited precisely in depositions, motions, and at trial.
What is the difference between a Bates stamp and an evidence sticker?
A Bates stamp is a page-level sequential identifier (PLF-000001) applied to every page before trial for tracking and citation. An evidence sticker is a court-specific label placed on the first page of each exhibit with fields the clerk fills in when the document is admitted into evidence. Both are typically applied during pre-trial preparation.
How many digits should a Bates number have?
Six digits is the standard baseline (PLF-000001), covering up to 999,999 pages. For large productions, use eight. Choose enough leading zeros from the start — switching digit counts mid-production breaks alphabetical sort order.
What prefix should I use for Bates numbers?
PLF or PX for plaintiff, DEF or DX for defendant, a client name abbreviation, or a case code. Check your court's local rules and confirm the format in a discovery meet-and-confer if needed.
Which court evidence sticker formats are available in Exhibix?
Exhibix includes sticker formats for Palm Beach, Broward, Orange (9th Circuit), Hillsborough (13th Circuit), and Miami-Dade (11th Circuit) counties; the U.S. District Courts for the Middle, Southern, and Northern Districts of Florida; a general federal Plaintiff's/Defendant's/Government format; a General Civil format for most state courts; and a Texas/Ohio PX/DX format. Each can be color-coded by party.
Can I Bates stamp documents without uploading them to a server?
Yes. Exhibix processes everything in your browser. Nothing is uploaded to a server, keeping privileged litigation materials private throughout the preparation process.