How to stamp bates numbers onto court filing documents
- Step 1Read the local rule for format and position — Court rules vary: confirm the required prefix style, zero-padding width, and corner. This tool gives you the four corners and any prefix text — match the rule before you stamp.
- Step 2Add the filing PDF — Drop one assembled filing PDF onto the tool. It stamps a single file; assemble the full bundle first (merge exhibits and the motion) if you want one continuous number across the whole document.
- Step 3Set the prefix and starting number — Type the prefix exactly as it must appear, including any trailing hyphen. Set the starting number —
1for a fresh filing, or the continuing number for a later appendix volume. - Step 4Set the digit width and pick a corner clear of the e-stamp — Choose a zero-pad width (6 is typical). Pick a corner that will not collide with the court's electronic filing header or footer — many e-filing systems add their own stamp at top-right or bottom-centre, so bottom-left or bottom-right is often safest.
- Step 5Run and review page 1 and the last page — Process, then open the output. Confirm page 1 shows your start number and the final page shows start + (pages − 1). Also eyeball that the stamp does not sit on the caption or signature block.
- Step 6File the stamped PDF and log the range — Submit through the court's e-filing portal. Record the prefix and the first/last number so the next volume continues cleanly and your index references resolve.
Options vs. court-filing needs
The four controls mapped to what a filing typically requires. Anything not listed here is not adjustable.
| Control | Filing need it serves | Default | Notes |
|---|---|---|---|
| Prefix | Party/volume code on each page (APPX-, MOT-) | DOC- | Drawn verbatim; add your own hyphen — no separator is inserted |
| Start number | First page number of this filing/volume | 1 | Minimum 1; continues a prior volume when set higher |
| Digits | Zero-pad width registries expect | 6 | 1-10; keep constant across all volumes of one matter |
| Position | Match the rule; dodge the clerk's e-stamp | bottom-right | Only the four corners — no centre/mid-edge option |
Fixed rendering and its filing implications
Hard-coded in the engine. Knowing these avoids surprises at the clerk's office.
| Attribute | Value | Why it matters for a filing |
|---|---|---|
| Font / size | Courier-Bold, 9 pt | Legible when printed; cannot be enlarged for large-format exhibits |
| Colour | Solid black, opaque | Always visible; will sit on top of anything in that corner |
| Margin | 25 pt (~0.35 in) from edge | May land near an e-filing header — choose the opposite corner |
| Pages | All pages stamped | Caption page, exhibits, blanks all get a number — usually required |
| Content | Overlay only; no OCR/redaction | Does not flatten, sign, or alter the filing's text |
Tier file and page limits
Bates numbering inherits the PDF-family limits. A multi-exhibit bundle can be large — check the page cap.
| Tier | Max file size | Max pages | Files per run |
|---|---|---|---|
| Free | 2 MB | 50 pages | 1 |
| Pro | 50 MB | 500 pages | 5 |
| Pro + Media | 500 MB | 2,000 pages | 50 |
| Developer | 2 GB | 10,000 pages | unlimited |
| Enterprise | unlimited | unlimited | unlimited |
Cookbook
Filing scenarios with the exact settings. Captions and codes are illustrative — always defer to your court's local rules.
Appendix volume 1, bottom-right per local rule
A standard appendix volume numbered from 1 with a six-digit pad in the corner the rule specifies.
Options: prefix: APPX- startNum: 1 digits: 6 position: bottom-right Input: 144 pages Page 1: APPX-000001 Page 144: APPX-000144
Appendix volume 2 continuing from volume 1
Volume 1 ended at APPX-000144. Volume 2 continues so the appendix reads as one range across both PDFs.
Previous volume ended: APPX-000144 Options: prefix: APPX- startNum: 145 digits: 6 position: bottom-right Input (vol 2): 90 pages Page 1: APPX-000145 Page 90: APPX-000234
Dodging the e-filing header
The court's portal adds an electronic file-stamp at top-right. Put the Bates stamp in the opposite corner so they never overlap.
Court e-stamp lands: top-right Options: prefix: MOT- startNum: 1 digits: 6 position: bottom-left <- clears the e-stamp Result: MOT-000001 in the bottom-left of every page.
Motion plus exhibits stamped as one bundle
To get one continuous number across the motion and its exhibits, assemble them first, then stamp once.
Step 1: merge motion + Exhibit A + Exhibit B
with /pdf-tools/pdf-merge -> one bundle PDF
Step 2: stamp the bundle
prefix: SJ- startNum: 1 digits: 6
Result: SJ-000001 (motion p1) ... running unbroken
through the last exhibit page.Pre-filing range check
Because numbering increments strictly by one per page, the range is verifiable with one subtraction before you upload.
Output PDF page count: 234 Start number used: 145 Last page should read: 145 + (234 - 1)... no: use start + (pages - 1) only when start is the first page's number for THIS file. For vol 2 (90 pages, start 145): 145 + (90 - 1) = 234 -> last page APPX-000234 OK
Edge cases and what actually happens
Court e-filing system adds its own stamp in the chosen corner
Overlap riskMany portals add an electronic file-stamp (date/time, case number) at the top-right or bottom-centre. Because this tool's stamp is opaque and fixed-margin, an overlap is unreadable. Choose the opposite corner up front — bottom-left often clears a top-right e-stamp.
Local rule wants the number centred at the bottom
Not supportedOnly the four corners are available; there is no bottom-centre position. If your rule mandates centring, this tool cannot meet it — use a dedicated stamping tool, or place the Bates number in a corner and confirm the clerk accepts it.
Filing PDF exceeds 50 pages on free tier
BlockedFree tier caps at 50 pages / 2 MB per file. A multi-exhibit bundle usually exceeds this. Upgrade (Pro = 500 pages / 50 MB) or split with /pdf-tools/pdf-split-fixed and stamp each piece with a continuing start number.
Stamp sits on top of the caption or signature block
ExpectedThe mark is placed at a fixed 25 pt margin and does not reflow around content. On a page where the caption box or counsel signature reaches into a corner, the stamp will overlap it. Switch corners to find clear space — position is the only lever.
Sealed filing that requires a password to open
PreservedPermissions-only encryption stamps fine (the engine ignores encryption on load). A filing that needs a password just to open may not load. Remove the open password with /pdf-tools/pdf-remove-password, stamp, then re-seal as your protocol requires.
Prefix changed between volumes of the same matter
Inconsistent seriesIf volume 1 used APPX- and volume 2 used APP-, cross-references break even though the numbers continue. The tool does not remember your prior prefix — copy it exactly each volume.
Re-filing an already-stamped corrected version
Double stampStamping a PDF that already carries a Bates mark adds a second mark; it does not replace the old one. For a corrected filing, start from the clean source document and re-stamp, rather than stamping the previously filed copy.
Digit width too small for a long bundle
Width overflowWith digits: 4 a 12,000-page bundle reaches 9999 then prints 10000 (five digits) — padding never truncates, but the string width jumps, which looks inconsistent in an index. Choose a width comfortably larger than the bundle's page count.
Frequently asked questions
Does Bates numbering apply to every page including blank pages?
Yes. Every page receives the next sequential number, including blanks, dividers, and the caption page. Courts generally require an unbroken sequence, so no page is skipped.
Can I add Bates numbers and page numbers at the same time?
Not in one pass — they are separate tools. Stamp Bates numbers here, then run /pdf-tools/pdf-page-numbers in a different corner. They coexist; just keep them in different positions so they don't overlap.
What font size is the Bates stamp?
A fixed 9 pt Courier-Bold in black. It is not adjustable. That size is legible at normal print scale; for an oversized exhibit it cannot be enlarged.
Can I put the number in the bottom centre to match my local rule?
No. Only the four page corners are available. If your rule requires bottom-centre placement, this tool cannot satisfy it — use a corner if the clerk allows, or a different stamping tool otherwise.
How do I avoid overlapping the court's electronic file-stamp?
Pick the corner opposite the portal's stamp. Many systems stamp top-right or bottom-centre; bottom-left or bottom-right usually stays clear. Because the Bates mark is opaque, an overlap is unreadable, so plan the corner before stamping.
Will the stamp alter or flatten my filing?
No. It draws text on top of each page only. It does not OCR, redact, flatten form fields, or change the document's content. If you also need to flatten the filing, do that separately with /pdf-tools/pdf-flatten.
Can I continue numbering across appendix volumes?
Yes. Set the start number to one past the previous volume's last number and keep the same prefix and digit width. The tool has no memory of prior runs, so track the ending number yourself.
Is there a separator between the prefix and the number?
No. The stamp is the prefix followed immediately by the padded number. Include your own hyphen in the prefix (APPX-) if you want APPX-000001 rather than APPX000001.
How large a filing can I stamp?
Free: 2 MB / 50 pages. Pro: 50 MB / 500 pages. Pro+Media: 500 MB / 2,000 pages. Developer: 2 GB / 10,000 pages. Enterprise: unlimited. Split larger bundles with /pdf-tools/pdf-split-fixed.
Are my filings uploaded to a server?
No. The tool runs in your browser on pdf-lib. The file's bytes never leave your device, which matters for sealed or in-camera material. Only an anonymous processed-a-file counter is recorded for dashboard stats.
Can I stamp the whole bundle of motion plus exhibits at once?
Assemble them into one PDF first with /pdf-tools/pdf-merge, then stamp once from 1 — that gives a single continuous range. The stamper itself handles one file per run.
What if I need a confidentiality designation on each page too?
There is no separate designation field. Put it in the prefix (SEALED-, CONF-) so each page carries both. Only the trailing number increments; the prefix stays fixed.
Privacy first
All PDF processing runs locally in your browser using PDF-lib and pdf.js. No file is ever uploaded — only metadata counters are saved for signed-in dashboard stats.