Add sequential Bates numbers to legal documents for litigation, discovery, and exhibit labelling. No Adobe needed — 100% private, files never leave your browser.
The Bates stamper adds sequential reference numbers (Bates numbers) to every page of a PDF in the format used for legal discovery, document production, and contract management. Set a prefix (e.g. ACME_, DEF_), a starting number, zero-padding width, and page position. Numbers are permanently embedded into the PDF. Processing runs entirely in your browser — your file is never uploaded to any server. Supports continuing sequences across multiple production volumes.
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Configure Bates Stamp
Bates numbering is the standard method for identifying and referencing individual pages in legal documents, litigation, and business filings. RapidTools adds Bates stamps directly to your PDF pages — permanently and precisely.
📖 Want a step-by-step walkthrough? Read our guide: How to Bates Number a PDF Without Adobe →
Bates stamping (also called Bates numbering or Bates labelling) is the process of adding a unique sequential identifier to each page of a document. The stamp typically consists of an alphanumeric prefix followed by a zero-padded sequential number — for example, EXHIBIT-00001 on page 1, EXHIBIT-00002 on page 2, and so on.
The term originates from the Bates Automatic Numbering Machine, a mechanical stamping device patented in 1891 that lawyers used to number document pages. Today the process is entirely digital, but the naming convention and legal significance remain unchanged.
| Use Case | Recommended Format | Example |
|---|---|---|
| Litigation / discovery | Party name + 6 digits | SMITH-000001 |
| Exhibit numbering | EXHIBIT + 5 digits | EXHIBIT-00001 |
| Contract review | Short matter code + 4 digits | SPA-0001 |
| Due diligence | Transaction code + 5 digits | ACQN-00001 |
| Insurance claim | Claim number + 4 digits | CLM2024-0001 |
| Numbers only | No prefix + 5 digits | 00001 |
In litigation, an entire document production must use a single continuous Bates sequence — not a separate sequence per document. For example, if your first document has 47 pages (ending at EXHIBIT-00047), your second document should start at EXHIBIT-00048. Set the Starting Number field accordingly before stamping each subsequent document.
Bottom-right is the legal standard in most US federal and state courts, and the most widely accepted position globally. It is unobtrusive, easy to locate during page-by-page review, and consistent with the majority of commercial Bates stamping software. Use bottom-right unless your jurisdiction or opposing counsel specifies otherwise.
Adobe Acrobat Pro is a paid subscription and is the tool most people assume they need for Bates numbering PDFs. RapidTools does the same job for free — directly in your browser, with no software to install. The process uses the same PDF-lib standard that Acrobat uses internally, so the output is fully compatible with every PDF viewer, court system, and document management platform.
The only difference: your files never leave your device. For legal documents subject to attorney-client privilege or confidentiality orders, this matters significantly. Cloud-based tools upload your files to third-party servers — RapidTools does not.
In civil litigation, Bates numbering for legal discovery is not optional — it is required by Federal Rule of Civil Procedure 26(a) and equivalent state rules. Every document produced to opposing counsel must be uniquely identified at the page level so attorneys can cite specific pages in depositions, motions, and briefs.
The standard format for discovery production is a party identifier followed by a zero-padded sequential number — for example SMITH-000001 through SMITH-047382 for a 47,382-page production. Use the Prefix field to enter your client's surname or matter code, set digit count to 6 for large productions, and keep the position at bottom-right.
A complete litigation production must use a single unbroken Bates sequence across all documents — not a fresh sequence starting at 00001 for each file. Here is the correct workflow:
FRCP Rule 34(b)(2)(E) requires documents to be produced in a reasonably usable form with each page uniquely identified. Most federal courts have standing orders or local rules that specify exactly how Bates numbers must be formatted. Here are the requirements for the most active federal districts.
| Court / Rule | Bates Requirements | Key Notes |
|---|---|---|
| FRCP Rule 34(b)(2)(E) Federal baseline |
Produce in ordinary course form or reasonably usable form. Each document must be uniquely identified at the page level. | Does not mandate a specific Bates format — local rules and standing orders fill the gap. Parties often agree on format in ESI protocols. |
| S.D.N.Y. Local Rule 26.3 |
Standard definitions apply; ESI protocol typically negotiated. 6-digit Bates recommended for large productions (>10,000 pages). | Requires meet-and-confer on ESI format before first production. PDF productions must be text-searchable where native files are text-based. |
| N.D. Cal. Standing Order ESI |
Unique Bates number per page. PDF or TIFF accepted. Text extraction layer required for text-based documents. | Load files (DAT + OPT) expected for large productions. Native files must be accompanied by placeholder TIFF/PDF with Bates. |
| E.D. Tex. Patent / Waco Division |
Bates prefix must identify producing party (e.g., plaintiff surname). PDF or TIFF with Bates embedded on page. 6-digit zero-padding standard. | Most active patent court in the US. Highly structured discovery. Load files and privilege logs are expected with every production volume. |
| D.D.C. Standing Order |
PDF productions accepted with Bates. OCR text layer strongly recommended. Consistent prefix throughout production set. | Government contract and regulatory matters dominate. Large productions common — 7-digit Bates recommended to avoid running out of numbers. |
| California State CCP §2031.280 |
Documents produced must be identified by a control number (i.e., Bates number). Failure to label is grounds for sanctions. | State-specific — applies to California Superior Court proceedings. Format not specified by statute; parties agree in meet-and-confer. |
⚠️ Court rules change. Always verify current standing orders with the specific judge's chambers before production.
Bates-stamped PDFs produced with RapidTools are compatible with all major e-discovery review platforms. Here is how to import them correctly into each platform to preserve your Bates references.
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