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How to add Bates numbers to legal documents

By the Fusion Office team · Updated

Quick answer

Open Bates numbering, add the PDFs in production order, set a prefix (such as your case code), the starting number and the number of digits, choose a position, and press Add Bates numbers. Numbering continues from one file to the next, so every page in the set has its own unique number.

What Bates numbers are for

A Bates number is a unique identifier stamped on every page of a set of documents, such as SHARMA-000001 to SHARMA-004812. Lawyers, auditors and investigators use them so anyone can point to an exact page in a large production, and so missing or added pages are obvious.

Add Bates numbers step by step

  1. 1Open Bates numbering and choose the PDFs, in the order they'll be produced.
  2. 2Set a prefix (for example the client or matter code, followed by a hyphen) and an optional suffix.
  3. 3Set the starting number and the number of digits: six digits gives 000001 to 999999.
  4. 4Choose the position (bottom right is the convention) and the text size.
  5. 5Press Add Bates numbers and download the numbered files.

Numbering runs in your browser. Confidential case documents aren't uploaded.

Good practice

  • Keep a log of each production: prefix, first and last number, and date.
  • If a second production follows, start where the last one ended so numbers never repeat.
  • Leave the margin clear: if documents already have content in the corner, choose another position.
  • For ordinary page numbers in a report, use Add page numbers instead; for titles and dates on every page, Header and footer.

Frequently asked questions

Can I number several PDFs as one continuous set?

Yes. Add them in order; numbering continues across files.

Should I merge the PDFs first?

Not necessary, since numbering continues across files. Merge them with Merge PDF if the recipient wants a single file.