Bates Numbering PDF
Stamp unique, sequential Bates numbers such as ABC000001 on every page of one PDF or a whole production set. Numbering continues from file to file, you get a ZIP and a CSV index, and no document ever leaves your device.
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How to use the Bates Numbering PDF
- Add your PDFs by dropping them on the box or clicking to browse. Put them in production order with the arrow buttons.
- Set the Bates format: prefix, start number, number of digits and an optional suffix. The preview and the range of each file update instantly.
- Choose the position, margin, font, size and color. Tick White box behind the number if pages have content near the edge.
- Decide how files are numbered: keep Continue numbering across files on for one production set, or turn it off to restart every file.
- Press Apply Bates numbers to download the stamped PDF, or a ZIP when you added several files. Save the CSV index for your records.
How Bates numbers are built
A Bates number is the same three parts on every page: an optional prefix that identifies the case, party or custodian, a zero-padded sequence number that increases by one on each page, and an optional suffix for a status such as confidentiality. Zero padding keeps every label the same length, so the numbers sort correctly in file lists and spreadsheets.
| Prefix | Start | Digits | Suffix | First page | Page 250 |
|---|---|---|---|---|---|
| ABC | 1 | 6 | ABC000001 | ABC000250 | |
| SMITH_ | 1 | 7 | SMITH_0000001 | SMITH_0000250 | |
| DEF- | 1001 | 6 | -CONF | DEF-001001-CONF | DEF-001250-CONF |
| (none) | 1 | 8 | 00000001 | 00000250 |
Numbering a production set across several files
When Continue numbering across files is on, the files are numbered in the order of the list, one after another, as if they were one long document. Each file's first and last Bates number is shown in the list before you save, and the same ranges go into the CSV index (order, file name, output name, first number, last number, page count). That index is the starting point for a production log or a privilege log.
- Later productions: set the start number to one more than the last number already produced, for example 4,821 if the previous set ended at ABC004820, so the series never repeats.
- Separate series per party or custodian: run each group with its own prefix, such as PLTF or DEF, and the same start number.
- Restart per file: turn continuous numbering off when every exhibit should begin at the start number.
Placement tips
PDF positions are measured in points: 72 points equal one inch (25.4 mm). The default margin of 18 points puts the number a quarter inch from the edge. Bottom right is the usual spot; bottom center or bottom left can avoid existing page numbers or footers. A 9 to 12 point size is easy to read without covering content, and the optional white box keeps the label legible on scanned pages, photos and dark areas. Numbers are written as real PDF text, so they stay sharp in print and can be searched in any PDF reader.
Frequently asked questions
What is Bates numbering?
Bates numbering gives every page in a set of documents a unique identifier, usually a prefix followed by a zero-padded sequential number such as SMITH000001. It is used in legal discovery, litigation, audits and medical or business records so any page can be cited and found precisely. The name comes from the Bates automatic numbering machine patented in the 1890s.
How do I number several PDFs continuously?
Add all files, arrange them in the order they should be produced and keep Continue numbering across files ticked. If the first file has 12 pages starting at ABC000001, the second file starts at ABC000013. The range of each file is shown in the list before you save.
How many digits should a Bates number have?
Six to eight digits is the common convention. Six digits covers up to 999,999 pages, which is enough for most productions. Choose a width large enough for the whole case so numbers keep the same length; if a number grows beyond the chosen width it is printed in full rather than cut off.
Where should Bates numbers go on the page?
The bottom right corner is the most common placement, with a margin of about a quarter inch (18 points). Some courts and agreements require a specific place, so check the local rules or your ESI protocol. Use the white box option if the number might overlap text or images.
Can I use letters or a suffix such as -CONF?
Yes. The prefix and suffix accept letters, digits, spaces and common punctuation in the Latin character set, for example ABC_ or -CONFIDENTIAL. Characters outside that set, such as emoji or Cyrillic letters, cannot be printed with the standard PDF fonts and are flagged before you save.
Is it safe to Bates stamp confidential documents here?
Yes. The PDFs are opened and stamped entirely in your browser with the pdf-lib library. Nothing is uploaded to a server, so privileged or confidential material stays on your computer.
Does it work on password-protected PDFs?
Encrypted PDFs cannot be modified here. They are listed with a warning and skipped. Remove the protection in an app where you know the password, then add the unlocked copy.
Are all the tools on FreeToolCabin tested for quality and accuracy?
Yes! Every tool on our site undergoes automated Q/A testing in real browser environments to ensure high precision, correct output, and zero errors. If you happen to spot a bug or have a suggestion, please contact us at [email protected] and our team will review it right away.