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Bates numbering explained

Updated November 8, 2026

A Bates number is a unique identifier stamped on every page of the documents in a case, such as DOE000001, DOE000002 and so on. It lets everyone point to an exact page without confusion, even across thousands of pages from different sources.

Where the name comes from

The name comes from the Bates Automatic Numbering-Machine, a hand-operated stamp from the late 19th century that printed a number and advanced it by one with each press. Today the numbers are added by software, but the idea is the same.

How a Bates number is built

Most Bates numbers have two parts: a prefix that says whose documents these are, and a sequence number padded with zeros to a fixed width so the numbers sort correctly.

Choosing a prefix

• Use something short that identifies the producing party, such as a last name or initials.
• If the case already has a convention, or the other side has agreed one with you, follow it.
• Letters, numbers, hyphens and underscores are safe. Include a separator in the prefix if you want one (DOE-).
• Keep the same prefix for everything you produce in the case.

Where it goes on the page

Bates numbers usually sit in the lower right corner, inside the margin, so they never cover content. Our PDF puts the Bates number at the bottom right, “Page x of y” in the center and the exhibit label at the bottom left of every page, including the cover sheet.

Bates numbers and page numbers are different

“Page 3 of 14” describes a page within one document. A Bates number identifies a page within everything produced in the case, so it never repeats. A document can have both, and exhibits often do.

Continuing a sequence

If you already used DOE000001 to DOE000120 for earlier documents, start the next exhibit at 121. The tool’s start number does exactly that, and the cover sheet and source log show the range used, for example DOE000121 to DOE000146.

Common mistakes

• Reusing numbers, or restarting at 1 for a second batch with the same prefix.
• Changing the prefix or the number of digits halfway through a case.
• Adding or removing pages after numbering, which leaves gaps or duplicates. Re-create the PDF instead.

Courts and parties sometimes set specific requirements for numbering in orders or discovery agreements. Follow those where they exist.