What is Bates numbering and why is it used?

Bates numbering stamps every page of a document set with a unique, sequential identifier (a prefix plus a number, e.g. ABC000123), so any page can be referenced unambiguously. It is standard in litigation discovery because parties, witnesses, and the court must be able to point to an exact page — "see ABC000123" leaves no doubt which page is meant. It also creates a fixed reference that does not change as documents are handled. So Bates numbering turns a production into a citable, ordered set where every page has a permanent address. It is essential whenever documents will be referenced in motions, depositions, or at trial — which is most discovery.

How do I choose the prefix and format?

Use a prefix that identifies the party or production (e.g. an abbreviation of the producing party, sometimes plus a case code), kept consistent across the whole production, and a fixed-width number (zero-padded, like 000001) so the numbers sort correctly and look uniform. Decide the format before you start and apply it consistently — mixing formats or widths causes sorting and reference problems. Common practice pairs a short alpha prefix with a 6+ digit number. So pick a clear prefix and a fixed-width number format up front; consistency across every page and every document in the production is what makes the numbering useful and professional.

How do I number a whole production sequentially?

Bates numbers run sequentially across the entire production, not restarting per document — so apply them across the full set in order, so the last page of one document is followed by the next number on the first page of the next. To do this, either combine the documents in their intended order first and number the whole, or use a tool that numbers across multiple files continuously. Track the last number used so subsequent productions continue the sequence (not overlap). So number continuously across the production in document order, and keep a record of the range used. This continuous, non-overlapping sequence is what makes every page uniquely and permanently identifiable.

Where should the number go on the page?

Place the Bates number in a consistent position on every page — commonly the bottom-right corner — where it is visible but does not obscure the document's content. Consistency of position matters so it is always findable. Avoid placing it over text, signatures, or important content; if a document has content in the usual corner, choose a consistent alternative. Add a confidentiality designation (e.g. CONFIDENTIAL) alongside the number if the production requires it. So stamp the number in the same clear, content-free spot on every page; predictable placement plus legibility is what lets anyone find the Bates number instantly when referencing a page.

When in the workflow do I apply Bates numbering?

Apply it when the production is finalised — after you have collected, reviewed, and (where needed) redacted the documents, and assembled them in their intended order — because the numbers should be stable and correspond to the final pages being produced. Numbering before redaction or reorganisation risks the numbers not matching the final set. Some workflows number a review set early, but the produced numbers should reflect the final production. So finalise the document set (review, redact, order) first, then Bates-number, then produce. Getting the order right before numbering matters, since the Bates numbers become the permanent references and must match exactly what is produced.

How does Bates numbering relate to redaction and confidentiality?

They are separate steps that often go together in a production: redact what must be withheld (with true removal — not just black boxes), then Bates-number the final set, optionally adding a confidentiality stamp to designated documents. Redaction protects content; Bates numbering identifies pages; confidentiality stamps mark handling requirements. Apply redaction first (so the produced, numbered pages are the redacted ones), then number. Verify redactions are real before numbering and producing. So the order is review → redact (and verify) → assemble in order → Bates-number (+ confidentiality stamps) → produce. Each step has its job; together they make a properly-prepared, citable, protected production.

Is it safe to Bates-number documents with an online tool?

Discovery documents are often confidential or privileged, so prefer a tool that processes files locally. ScoutMyTool applies Bates numbering, redacts (true removal), and merges entirely in your browser tab, so the production never leaves your machine. For sensitive litigation documents, confirm the tool does not upload before using it, and follow your jurisdiction’s discovery and production rules.

How to add Bates numbering to a PDF for legal discovery

By ScoutMyTool Editorial Team · Last updated: 2026-05-22

Bates numbering stamps every page of a document production with a unique, sequential identifier so any page can be cited unambiguously — the backbone of referencing documents in litigation. Getting it right is mostly about consistency: a clear prefix, a fixed-width number, continuous sequencing across the whole production, and a predictable position on the page. This guide walks adding Bates numbering to a PDF for discovery: choosing the prefix and format, numbering a whole production in order, adding confidentiality stamps, and where numbering fits relative to review and redaction — so your production is citable, consistent, and properly prepared.

The settings that matter

Setting	Guidance
Prefix	Party/case identifier, e.g. ABC, DEF000 — consistent across the production
Number format	Fixed-width digits (000001) so it sorts correctly
Start number	Continue the sequence; do not overlap prior productions
Position	Consistent corner (often bottom-right), not over content
Confidentiality stamp	Optional — CONFIDENTIAL etc. alongside the number

Step by step — Bates-number a production

Finalise the document set first. Collect, review, redact (and verify), and assemble in intended order before numbering — the prep in criminal-defense discovery.
Choose prefix and format. A consistent party/case prefix and fixed-width number (e.g. ABC000001).
Set the start number. Continue the sequence; do not overlap prior productions — track the range used.
Number across the whole production. Combine in order with Merge PDF if needed, then apply continuous numbering with Bates Numbering (see Bates numbering for discovery).
Place it consistently. Same corner (often bottom-right) on every page, not over content; add a confidentiality stamp where required.
Redact before numbering. True-removal redaction first so produced/ numbered pages are the redacted ones — see real redaction.
Record the range and produce. Note the Bates range produced for your records — the production discipline in paralegal workflows and PDF for lawyers.

Bates numbering for discovery: the concept and uses.
PDF for criminal defense: numbering in productions.
PDF for lawyers: the litigation document workflow.
PDF for paralegals: preparing productions.
Real redaction: redact before numbering.
Bates Numbering tool: number a production in your browser.
All ScoutMyTool PDF tools: the full toolkit.

FAQ

What is Bates numbering and why is it used?: Bates numbering stamps every page of a document set with a unique, sequential identifier (a prefix plus a number, e.g. ABC000123), so any page can be referenced unambiguously. It is standard in litigation discovery because parties, witnesses, and the court must be able to point to an exact page — "see ABC000123" leaves no doubt which page is meant. It also creates a fixed reference that does not change as documents are handled. So Bates numbering turns a production into a citable, ordered set where every page has a permanent address. It is essential whenever documents will be referenced in motions, depositions, or at trial — which is most discovery.
How do I choose the prefix and format?: Use a prefix that identifies the party or production (e.g. an abbreviation of the producing party, sometimes plus a case code), kept consistent across the whole production, and a fixed-width number (zero-padded, like 000001) so the numbers sort correctly and look uniform. Decide the format before you start and apply it consistently — mixing formats or widths causes sorting and reference problems. Common practice pairs a short alpha prefix with a 6+ digit number. So pick a clear prefix and a fixed-width number format up front; consistency across every page and every document in the production is what makes the numbering useful and professional.
How do I number a whole production sequentially?: Bates numbers run sequentially across the entire production, not restarting per document — so apply them across the full set in order, so the last page of one document is followed by the next number on the first page of the next. To do this, either combine the documents in their intended order first and number the whole, or use a tool that numbers across multiple files continuously. Track the last number used so subsequent productions continue the sequence (not overlap). So number continuously across the production in document order, and keep a record of the range used. This continuous, non-overlapping sequence is what makes every page uniquely and permanently identifiable.
Where should the number go on the page?: Place the Bates number in a consistent position on every page — commonly the bottom-right corner — where it is visible but does not obscure the document's content. Consistency of position matters so it is always findable. Avoid placing it over text, signatures, or important content; if a document has content in the usual corner, choose a consistent alternative. Add a confidentiality designation (e.g. CONFIDENTIAL) alongside the number if the production requires it. So stamp the number in the same clear, content-free spot on every page; predictable placement plus legibility is what lets anyone find the Bates number instantly when referencing a page.
When in the workflow do I apply Bates numbering?: Apply it when the production is finalised — after you have collected, reviewed, and (where needed) redacted the documents, and assembled them in their intended order — because the numbers should be stable and correspond to the final pages being produced. Numbering before redaction or reorganisation risks the numbers not matching the final set. Some workflows number a review set early, but the produced numbers should reflect the final production. So finalise the document set (review, redact, order) first, then Bates-number, then produce. Getting the order right before numbering matters, since the Bates numbers become the permanent references and must match exactly what is produced.
How does Bates numbering relate to redaction and confidentiality?: They are separate steps that often go together in a production: redact what must be withheld (with true removal — not just black boxes), then Bates-number the final set, optionally adding a confidentiality stamp to designated documents. Redaction protects content; Bates numbering identifies pages; confidentiality stamps mark handling requirements. Apply redaction first (so the produced, numbered pages are the redacted ones), then number. Verify redactions are real before numbering and producing. So the order is review → redact (and verify) → assemble in order → Bates-number (+ confidentiality stamps) → produce. Each step has its job; together they make a properly-prepared, citable, protected production.
Is it safe to Bates-number documents with an online tool?: Discovery documents are often confidential or privileged, so prefer a tool that processes files locally. ScoutMyTool applies Bates numbering, redacts (true removal), and merges entirely in your browser tab, so the production never leaves your machine. For sensitive litigation documents, confirm the tool does not upload before using it, and follow your jurisdiction’s discovery and production rules.

Follow your discovery rules. Production format, numbering conventions, and confidentiality designations are governed by court rules and any protective order in your matter. This article covers the document mechanics; follow the applicable rules and verify redactions before producing.

Citations

Wikipedia — “Bates numbering,” the numbering practice. en.wikipedia.org/wiki/Bates_numbering
Wikipedia — “Discovery (law),” where Bates numbering is used. en.wikipedia.org/wiki/Discovery_(law)
Wikipedia — “Electronic discovery,” the modern e-discovery context. en.wikipedia.org/wiki/Electronic_discovery

A citable, consistent production

Bates-number and redact your production with ScoutMyTool’s in-browser tools — the documents never leave your machine. Finalise and redact before numbering.

Open Bates Numbering →