Bates numbering is one of those things that's invisible until it's wrong. Two pages share the same number, the prefix changes mid-bundle, the format jumps from PLT-000123 to PLT123. Suddenly every reference in your skeleton is a hostage.
The rule is simple: number once, number consistently, never renumber.
Set the format before you start
Agree the format with your team in writing: prefix (e.g. PLT, DEF, BUN), number of digits (usually six), separator (hyphen or none). PLT-000001 is standard for plaintiff productions. DEF-000001 for defendant. Once you've stamped a bundle, never change the format mid-matter — references in pleadings will stop matching.
Stamp the final bundle, not source files
Stamp once, on the final merged bundle, after all redactions and ordering are locked in. If you stamp source files individually, the numbers won't be unique across the bundle, and inserting a late page becomes a renumbering nightmare. Use merge PDF and reorder pages to lock the bundle first.
Applying the stamps
Open the final bundle in annotate PDF and apply a sequential page stamp to every page. The stamp goes in a consistent position — usually bottom-right, in a footer area that doesn't overlap content. Flatten the output so the numbers are baked in and can't be moved or removed by the recipient.
Late additions: the right way
When the partner adds three pages on the eve of trial, never insert them in the middle and renumber. Either give them suffix numbers (e.g. PLT-000123A, B, C) inserted at the right point, or create a supplementary bundle with its own prefix (PLT-SUPP-000001). Communicate the convention in your covering letter.
FAQ
What's a standard Bates format?
Three-letter prefix, hyphen, six digits — e.g. PLT-000123, DEF-000456. Some firms use four digits; the key is consistency within a matter.
Where should the stamp sit on the page?
Bottom-right is most common. Avoid the centre footer (which often contains page numbers) and avoid overlapping signatures or seals.
Can I re-stamp a bundle if the partner reorders pages?
You can, but communicate clearly — every prior reference to the old numbering is now wrong. Better to lock ordering before stamping.
Should Bates numbers be flattened?
Yes — once stamped, flatten so the numbers can't be edited or moved by anyone downstream.
Bates numbering is the quietest discipline in a discovery bundle. Lock the format, stamp the final, never renumber. Open Flint's annotate tool and the rest is mechanical.