A Bates number has to do two jobs: identify where a page came from and give it a unique place in the sequence. A good format does both in as few characters as possible and stays the same for the whole matter.
Here's how each part works, with examples you can copy.
| Part | Example | Purpose |
|---|---|---|
| Prefix | ACME | Who produced the page, or which client or matter |
| Separator (optional) | - or _ | Readability |
| Number | 000147 | The page's place in the sequence |
| Suffix (optional) | -CONF | A status such as confidential |
Put together: ACME-000147-CONF.
SMITH), client code (ACME) or role (PLTF, DEF).000147 is.ACME-VOL02-000147 helps with large rolling productions but makes every citation longer.Zero padding keeps all numbers the same length so they sort correctly: ACME000009 comes before ACME000010.
| Digits | Highest number | Good for |
|---|---|---|
| 6 | 999,999 | Most matters |
| 7 | 9,999,999 | Large productions |
| 8 | 99,999,999 | Very large or multi-year matters |
Pick enough digits for the whole matter at the start. Changing the length later breaks sorting.
Suffixes or a separate label mark pages covered by a protective order, for example -CONF or a line reading CONFIDENTIAL or ATTORNEYS' EYES ONLY. Use the exact wording in the order.
Magic Soft PDF Bates Numbering supports a suffix and a separate confidential note, and you can drag the note to its own spot on the page in the preview.
The software offers six positions (three across the top, three across the bottom) and checks against existing header and footer text when you turn that option on.
| Format | When it suits |
|---|---|
| ABC000001 | Simple single-party production |
| SMITH-000001 | Party name, easy to read aloud in a deposition |
| ACME-VOL01-000001 | Rolling productions split into volumes |
| DEF_00000001 | Very large set with 8-digit padding |
| ACME-000001-CONF | Pages under a protective order |
Use a short prefix per producing party, pad to enough digits for the whole matter, add a suffix only when pages need a label, and stamp bottom right clear of content. Then apply it to the whole set in one batch.
There isn't one universal standard. A short prefix plus a 6 to 8 digit zero-padded number is the most common format.
Six digits covers up to 999,999 pages and suits most matters. Use 7 or 8 for very large productions.
Bottom right is most common. The key is a clear margin so it doesn't cover content.
Yes. Add it as a suffix or a separate note using the wording in the protective order.
Usually not. A short party or client code keeps citations readable.
