Bates Numbering Best Practices — Format, Prefix, and Conventions

Bates numbering is not a highly technical task, but getting the format wrong — the wrong prefix, wrong padding, inconsistent position, or broken numbering sequence — can create real problems in litigation. Opposing counsel will object, courts may refuse to accept the production, and correcting the error after the fact requires re-stamping and notifying all parties. Here are the established best practices that prevent these problems.

Prefix Format — What to Use and Why It Matters

The prefix identifies the producing party or document set. It must be unique enough that any page in the entire case record can be traced to its source. Common formats:

• Party abbreviation — SMITH-, JONES-, PLAINTIFF-, DEFENDANT-, DEF-
• Party + document type — DEF-EXH- (defendant exhibit), PLAINTIFF-PROD- (plaintiff production)
• Case number — 2024-CV-001- or similar
• Party + case — SMITH-2024- to handle situations where the same party appears in multiple cases

Rules for choosing a prefix:

• Agree with opposing counsel before stamping — establish the format early to avoid conflicts
• Make it short but recognizable — SMITH- is better than SMITHPLAINTIFF-
• Avoid spaces — use hyphens between components (SMITH-PROD- not SMITH PROD)
• Include a trailing hyphen — SMITH- not SMITH, so the number reads SMITH-000001 not SMITH000001
• Check local court rules — some courts specify required prefix formats

Zero-Padding Standards — How Many Digits to Use

Zero-padding ensures that Bates numbers sort correctly both alphabetically and numerically. The standard choices:

Digits	Example	Max Pages Supported	Use Case
4 digits	ABC-0001	9,999	Small matters only
5 digits	ABC-00001	99,999	Midsize matters
6 digits	ABC-000001	999,999	Standard — most US civil litigation
7 digits	ABC-0000001	9,999,999	Large productions, mass tort
8 digits	ABC-00000001	99,999,999	Major regulatory investigations

The default is 6 digits. When in doubt, use 6. It is the most widely expected format and supports productions large enough for the vast majority of civil matters.

Critical: once you choose a padding format, do not change it mid-production. Mixing ABC-0001 and ABC-00001 in the same production causes sorting problems and looks unprofessional.

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Stamp Position — Where to Place Bates Numbers

Court rules and opposing counsel expectations vary. The most common positions:

• Bottom center — the default in most US courts. Works for almost all document types.
• Bottom right — common in federal courts and many law firms. Avoids covering content at the bottom of the page.
• Bottom left — less common, sometimes used when right or center margins are occupied by existing content.
• Top right — used in some jurisdictions and for some document types (e.g., pleadings with caption blocks).

Practical rules:

• Check local rules for your jurisdiction — some courts specify position
• Ask opposing counsel what they expect if producing early in litigation
• Use a consistent position across the entire production set
• Avoid covering substantive content — check the first and last pages of each document to ensure the stamp does not land over text

Common Bates Numbering Mistakes to Avoid

• Gaps in the sequence — if you stamp documents 000001-000050 and then 000055-000100, opposing counsel will ask what happened to 000051-000054. Number every page, including blank pages, in your production.
• Duplicate numbers — if you restart a sequence or process a document twice, you will have duplicate Bates numbers in your production. Always track what you have already stamped.
• Wrong starting number — for supplemental productions continuing an existing range, verify the last number used in the prior production and start one higher.
• Inconsistent prefix — SMITH- on some documents and Smith- on others will cause sorting issues. Prefixes are case-sensitive in some systems.
• Stamping over redactions — if you are redacting before stamping, ensure the Bates stamp position does not land over a redacted area, revealing what was redacted by its position.
• Not verifying after stamping — always open the stamped PDF and spot-check the first page, last page, and a few pages in the middle before delivering the production.

Free Tool That Meets These Standards

The free Bates numbering tool at wildandfreetools.com/pdf-tools/bates-numbering/ supports all the best practice settings:

• Any alphanumeric prefix with optional suffix
• Configurable starting number (for supplemental productions)
• Zero-padding from 4 to 8 digits
• Six stamp positions
• Live preview before applying
• Permanent embedding in the PDF content stream

The preview feature shows you the exact format (e.g., SMITH-000001) before you commit. This prevents the most common error — discovering the wrong prefix or padding after stamping a 500-page document.

Frequently Asked Questions

Do I need to Bates stamp blank pages in a production?

Yes, in most cases. If a document contains blank pages, stamp them with the next sequential number. Skipping blank pages creates gaps in your sequence that will generate questions from opposing counsel. The standard practice is to number every page of every document in the production, including blank separator pages.

What font size should Bates stamps be?

There is no universal requirement. The typical range is 8-12pt. Smaller font (8-9pt) is less intrusive and works well for documents with margins. Larger font (11-12pt) is more legible when scanning or photographing documents. The default 10pt is appropriate for most productions. Some courts or opposing counsel have preferences — follow any specific instructions you receive.