How to apply sequential bates numbers to deposition transcript pages
- Step 1Find the continuing Bates number — Look up the last Bates number from your previous production batch. The transcript's start is that number plus one, so the overall sequence stays unbroken.
- Step 2Add the transcript PDF — Drop the deposition transcript onto the tool. If reporter-provided exhibits are a separate PDF, decide whether to merge them in first so they share the transcript's continuing sequence.
- Step 3Enter the prefix and continuing start number — Type the production prefix exactly (with its hyphen) and the next sequential number. Keep the digit width the same as the rest of the production so the codes line up.
- Step 4Pick a corner clear of the reporter's numbering — Reporter page/line numbering is usually centred or along an edge; choose a corner (bottom-right is standard) so the Bates stamp does not collide with it. The four corners are the only positions.
- Step 5Run and verify the first and last page — Process, then confirm page 1 shows your continuing start and the last page shows start + (pages − 1). For a deposition you will cite specific pages, so spot-check that a known testimony page reads the Bates number your notes expect.
- Step 6Log the ending number and cite in the brief — Record the transcript's last Bates number for the next batch, then cite testimony in your motion by the stamped number (
Jones Dep. at JONES-004215).
Bates stamp vs. the reporter's numbering
Why both can coexist on a transcript page — they live in different places and serve different purposes.
| Marking | Position | Set by | Used to cite |
|---|---|---|---|
| Bates number (this tool) | Page corner, 25 pt margin | You, continuing your production | The produced page across the whole discovery set |
| Reporter page/line | Typically centred / along an edge | The court reporter at transcription | A specific line of testimony (14:7) |
| Page number (optional) | A different corner you choose | /pdf-tools/pdf-page-numbers | A simple within-file count |
The four options
Set fresh each run — the tool keeps no state. Render attributes below the options are fixed.
| Option | Accepts | Default | Transcript tip |
|---|---|---|---|
| Prefix | Free text | DOC- | Use the production prefix verbatim; include the hyphen |
| Start number | Integer ≥ 1 | 1 | Set to last produced number + 1 to continue the sequence |
| Digits | 1-10 | 6 | Match the rest of the production for consistent codes |
| Position | 4 corners | bottom-right | Pick a corner clear of the reporter's numbering |
Tier limits — transcripts run long
A full-day deposition can be hundreds of pages. Watch the page cap on lower tiers.
| 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
Deposition-numbering recipes. Witness names and ranges are illustrative.
Transcript continuing the production sequence
Prior production ended at JONES-004209. The transcript continues from 4210 so the whole discovery set stays unbroken.
Previous batch ended: JONES-004209 Options: prefix: JONES- startNum: 4210 digits: 6 position: bottom-right Transcript (212 pages): page 1 -> JONES-004210 page 212 -> JONES-004421
Transcript plus deposition exhibits as one run
Deposition exhibits are typically stamped in the same sequence as the transcript. Merge them in so the run is continuous.
Step 1: /pdf-tools/pdf-merge
transcript (212 pp) + exhibits (60 pp) -> 272 pp
Step 2: stamp once
prefix JONES- startNum 4210 digits 6
Result: JONES-004210 .. JONES-004481 across
transcript and exhibits in one sequence.Scanned (imaged) transcript
An older transcript that exists only as a scan stamps the same way — the tool overlays text and does not need the page to be searchable.
Input: scanned transcript, image-only pages Options: prefix JONES- startNum 1 digits 6 Result: JONES-000001 .. drawn on top of each scanned page. (To make the scan searchable too, run /pdf-tools/pdf-ocr separately.)
Avoiding the reporter's footer
Some reporters put their numbering bottom-centre. Choose a corner that stays clear so neither marking is obscured.
Reporter numbering: bottom-centre Options: prefix: JONES- startNum: 4210 position: bottom-right <- corner, clear of centre Bates and reporter numbering both readable.
Citing a page back in a brief
After stamping, the produced page maps to a Bates number by simple arithmetic, so you can cite precisely.
Stamp start: JONES-004210 on transcript page 1 To cite reporter page 56 (the 56th physical page): Bates = 4210 + (56 - 1) = 4265 cite as: Jones Dep. at JONES-004265 (Confirm by opening the stamped page 56.)
Edge cases and what actually happens
Condensed 4-up transcript — one stamp per physical sheet
ExpectedA condensed transcript prints four transcript pages on one physical PDF page. This tool numbers physical PDF pages, so a 4-up sheet gets one Bates number, not four. If you need a Bates number per transcript page, produce the full-size (one-page-per-page) transcript before stamping.
Reporter's numbering sits in the chosen corner
Overlap riskIf the reporter placed timestamps or page IDs in the same corner, the opaque Bates mark will overlap them. Switch to a different corner — position is the only placement control, and there is no centre option to dodge into.
Full-day transcript over 50 pages on free tier
BlockedFree tier caps at 50 pages / 2 MB. A full deposition almost always exceeds this. Upgrade (Pro = 500 pages) or split with /pdf-tools/pdf-split-fixed and stamp each part with a continuing start number.
Start number not continued from the prior batch
Sequence collisionIf you leave the start at 1 instead of the continuing number, the transcript's Bates numbers collide with an earlier part of the production. The tool has no memory of prior runs — look up the last produced number and start at that plus one.
Exhibits are a separate PDF and get a different sequence
Mismatched seriesDeposition exhibits are usually stamped in the same sequence as the transcript. If you stamp them as a separate run from 1, their codes won't match the transcript's. Merge with /pdf-tools/pdf-merge before stamping, or continue the start number across the second run.
Password-protected transcript export
PreservedA permissions-only encrypted transcript stamps because encryption is ignored on load. One that needs a password to open will fail — strip it with /pdf-tools/pdf-remove-password first, then stamp.
Re-stamping a transcript already produced once
Double stampStamping again adds a second mark over the first; it does not replace prior numbering. If you must re-produce a transcript with a new range, start from the clean transcript export, not the previously stamped copy.
Wanting the stamp not to cover the cover page
Not supportedEvery page is stamped, including the transcript cover and certification page. There is no skip-pages option. This is normal for an unbroken production; if a specific page truly must stay unstamped, remove it first and re-insert afterward.
Frequently asked questions
Should deposition exhibits carry the same Bates sequence as the transcript?
Usually yes — deposition exhibits are stamped in the same production sequence as the transcript pages for continuity. The cleanest way is to merge transcript and exhibits with /pdf-tools/pdf-merge, then stamp once from the continuing start number.
The transcript already has the reporter's page and line numbers — will Bates numbers clash?
No, as long as you put the Bates stamp in a corner the reporter's numbering doesn't occupy. Bates numbering goes in a page corner here; reporter page/line numbering is usually centred or along an edge. They serve different citation needs and coexist.
Can I apply Bates numbers to a scanned transcript?
Yes. The tool draws the stamp on top of the page and does not depend on the page being searchable, so a scanned or imaged transcript stamps identically. To also make the scan text-searchable, run /pdf-tools/pdf-ocr separately.
How do I continue the sequence from my last production batch?
Set the start number to the last produced Bates number plus one, and keep the same prefix and digit width. The tool keeps no memory between runs, so track the ending number from your production log.
What about a condensed (4-up) transcript?
This tool stamps one Bates number per physical PDF page, so a condensed sheet showing four transcript pages gets a single number. For a Bates number per transcript page, stamp the full-size, one-page-per-page version of the transcript instead.
Can I change the stamp's size so it stands out on a dense transcript page?
No — the size is fixed at 9 pt Courier-Bold. If it's hard to spot, the practical lever is the corner: pick one that's consistently clear on the transcript so the number is easy to find when citing.
Does it number the cover and certification pages?
Yes — every page is stamped, including the cover and the reporter's certification page. That keeps the produced transcript's Bates run unbroken, which is what discovery expects.
Is there a separator between the prefix and the number?
No. The stamp is the prefix immediately followed by the padded number. Type JONES- (with the hyphen) so the result reads JONES-004210 rather than JONES004210.
How big a transcript 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. A full-day transcript usually needs at least Pro; otherwise split with /pdf-tools/pdf-split-fixed.
Will the deposition content be uploaded?
No. Stamping runs in your browser on pdf-lib; the transcript's bytes never leave your device. Only an anonymous processed-a-file counter is recorded for dashboard stats, with no content.
Can I add a plain page count too?
Yes, separately. Stamp the Bates number here in one corner, then add a simple within-file page count with /pdf-tools/pdf-page-numbers in a different corner. Keep them apart so they don't overlap.
How do I map a transcript page to its Bates number for a brief?
Because numbering increments strictly by one, the Bates number of physical page P is start + (P − 1). For start 4210, page 56 is JONES-004265. Confirm by opening the stamped page before citing it.
Privacy first
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