The Definitive Guide to Bates Numbering.

Bates numbering (also known as Bates stamping or Bates coding) is a method used in the legal industry to label and identify pages of documents during discovery and trial preparation. It involves assigning a unique, sequential number to each page of a production set.

Its purpose is simple yet critical: it establishes a clear, shared reference system so that attorneys, judges, witnesses, and court reporters can refer to a specific page of evidence without ambiguity. If a lawyer says "Look at page 45," it could mean anything. If they say "Look at SMITH_0000045," everyone knows exactly which page is under discussion.

In the digital age, a Bates stamp typically consists of three parts, carefully arranged to maximize legibility and prevent collision:

1. The Prefix (Alphanumeric) — Usually indicates the party producing the documents (e.g., PLTF for Plaintiff,DEF for Defendant) or the case name (e.g., SMITH).
2. The Sequential Number (Numeric) — A padded number that increments with each page (e.g., 0000001). Padding is essential so that sorting files alphabetically by their name matches the numerical order.
3. The Position — Historically stamped on the physical page, it is now digitally burned into the PDF. The standard position is the bottom-right corner, though bottom-center and top-right are common alternatives.

Example of a fully formatted Bates stamp: ACME_0000234.

Different courts and discovery protocols have specific standards for how Bates numbers must be generated and formatted:

• Consistency: Once a numbering schema is chosen (e.g. 6-digit padding vs 8-digit padding), it must remain consistent across the entire production.
• Clarity: The font size, color (typically black or red), and position must not overlap with the original text or visual contents of the document.
• No Gaps: Skipping numbers in a sequence is highly discouraged and often requires a formal explanation or correction, as it raises questions about missing or hidden documents.