How to Bates Stamp PDFs (Step-by-Step Guide for Legal Documents)

If you work with large sets of case files, discovery productions, or medical records, you need a reliable way to index and reference every page. This guide explains what Bates stamping is, why it matters for legal professionals, and exactly how to Bates stamp PDFs in Adobe Acrobat Pro, including batch jobs and file-name stamping. It also covers removal, formatting tips, and quick answers to common questions.

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What is Bates stamping

Bates stamping, also called Bates numbering, is the practice of assigning a unique, sequential identifier to each page in a document set so every party can locate and cite the same page quickly. It is common in litigation, investigations, and research because it keeps large numbers of pages organized and auditable.

However, there is no single industry standard for the exact format. Some teams use an alphanumeric prefix plus a fixed number of digits, for example PT_00013. But modern electronic stamping in PDF software has largely replaced physical stampers.

You might hear numerous terms referring to this process, such as “Bates numbering” or “Bates stamp.” The term “Bates numbering” refers to the process of assigning unique identifiers to pages, while “Bates stamp” is the specific label put on those pages. 

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Best Bates stamping practices for legal documents

It’s a good idea to use Bates numbers when multiple people will be referencing the same pages during case preparation or litigation. Common scenarios where Bates stamps are used include discovery, case preparation, medical record reviews, and litigation. 

Numbering the pages reduces miscommunication and improves efficiency, by enabling everyone to identify exact pages by their ID. This is especially useful when working with multiple, multi-page records that already contain their own page numbers. Bates stamping overrides those and assigns each page a unique identifier, ensuring there’s no confusion across different document sets.

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How to Bates stamp in Adobe Acrobat Pro

Adobe is a helpful tool for applying Bates stamps to your legal documents. However, one important thing to note is that Bates tools are not available in the free Adobe Reader. To access Bates stamps in Adobe you will have to purchase Adobe Acrobat Pro. 

Here is how to use Bates stamps in Adobe Acrobat Pro for a single PDF:

1. Open the PDF in Adobe Acrobat Pro.
   
   
2. Go to Tools and choose Edit PDF.
   
   
3. Select More, then Bates Numbering, then Add.
   
   
4. In the dialog, pick Output Options to set file naming, output folder, and whether to keep original files.
   
   
5. Choose Insert Bates Number settings to define the prefix, starting number, number of digits, and placement in header or footer.
   
   
6. Click OK to apply.

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Here’s how to use Bates stamps in Adobe Acrobat Pro for multiple PDFs in a batch:

1. Go to Tools → Edit PDF → More → Bates Numbering → Add.
   
   
2. Click Add Files and select Add Files, Add Folders, or Add Open Files. Arrange the list in the order you want numbered.
   
   
3. Set your Output Options and Insert Bates Number formatting, then apply. The numbers continue across files.

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For more information on how to use Bates stamps in Adobe, access their guide.

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Troubleshooting

If you’re having trouble accessing Bates numbering in Adobe, take a look at solutions to common problems here:

I don’t see the Bates tools
You are likely in Acrobat Standard or Reader. Bates numbering appears in Acrobat Pro under Edit PDF → More. Upgrade to Pro or use a tool that supports Bates numbering. 

The numbers overlap page content
Re-run the process, choose a different header or footer position, and adjust margins in the Bates dialog so the label sits in a clear area. 

I need to renumber a subset

Select only the files or pages you want to renumber, set a new starting number, and run the workflow again. Keep a change log so the index remains accurate. 

Can I stamp a PDF Portfolio or mixed file types?
Yes. Acrobat Pro can Bates stamp documents in a PDF Portfolio. Non-PDF files in the portfolio are converted to PDF during the process. 

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Formatting tips and good practices

Here are some tips for formatting and good practices to follow when Bates numbering legal documents:

1. Choose a readable, consistent format. A common pattern is PARTY_000001 or CASEID_YYYYMMDD_000001. Keep a fixed digit length so sorting is correct.
   
   
2. Decide where numbers appear. Most teams place Bates numbers in a footer at bottom right or bottom center to avoid overlap with other content. Acrobat Pro applies them as part of the header or footer layer.
   
   
3. Use prefixes and suffixes. Add party codes, matter numbers, or production set IDs so pages stay unique across productions.
   
   
4. Set the correct starting number. Use 000001 for the first page of a production, or continue from the last number if you are adding to a prior set.
   
   
5. Run on combined sets or in a batch. Combine files first or run a batch so numbering is continuous across the entire set.

6. Keep an index. Save the final list of files and page ranges with their first and last Bates numbers so your team can audit productions later.

7. Choose service vendors that support Bates stamping. When evaluating third party partners, including medical record review services, confirm they can apply Bates numbering to your files. It will save time during review and keep medical records and other legal documents organized.

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About DigitalOwl

DigitalOwl provides AI medical chronology services built specifically for attorneys. Our proprietary platform summarizes medical records to deliver chronologies, timelines, and key insights in under 24 hours, helping law firms streamline case preparation and achieve stronger outcomes. We also apply Bates stamps to medical records so every page is organized and easy to reference.

Start your 7-day free trial today!

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