You need the signed NDA from Acme. You know it's from sometime last spring. You spend 12 minutes scrolling through 200 files called things like `final.pdf`, `signed_v2.pdf` and `Document (3).pdf`. There is a better way.
A filename is a search query you write to yourself. Spend five seconds now to save twelve minutes later.
Put the date first
`YYYY-MM-DD` at the start of the filename. Always. Files sort chronologically when listed alphabetically, which is the most useful sort there is. `2025-08-15_Acme_NDA.pdf` beats `Acme NDA 15 August 2025.pdf` by every measure.
The slight pain of typing the date pays back the first time you scan a folder and find what you need in two seconds.
Then the context
After the date, the most specific distinguishing fact. For contracts, that's the counterparty. For receipts, the merchant. For statements, the institution. For deliverables, the client and project.
The rule: if someone else opened the folder, could they figure out what each file is from the name alone? If yes, you've named it right.
Then the document type
End with a short type code — `NDA`, `MSA`, `Invoice`, `Statement`, `Report`. This lets you filter visually or with a quick OS search. `2025-08-15_Acme_MSA.pdf` is unambiguous.
Keep the type vocabulary small — five to ten codes covers most professional libraries. Write them down in a notes file so you don't drift over time.
FAQ
What about spaces vs underscores vs dashes?
Underscores between fields, dashes within fields. `2025-08-15_Acme-Corp_MSA.pdf`. Spaces work too but break URLs and command-line tools. Pick one style and stick to it.
How long should filenames be?
Under 60 characters total. Long enough to be unambiguous, short enough to read at a glance. If you need more context, put it inside the PDF — edit the title page, not the filename.
What if I receive a PDF with a terrible name?
Rename on arrival. The 10 seconds it takes is one of the highest-ROI habits you can build. Use Flint to also fix any title-page metadata while you're at it.
Should I version in the filename?
Only during active editing — `_v1`, `_v2`. For final/signed copies, drop the version and add `_signed` or `_final` instead. The archive should never have `_v3` in it.
Filenames are free; bad ones cost you hours. Adopt the pattern this week and you'll feel the time savings within a fortnight. Process your next PDF in Flint and rename as you go.