Printing out and assembling an Exhibit


Introduction

Exhibits accompanying witness statements to be used on an Application generally contain more documents than Exhibits accompanying witness statements produced for a Trial. This is because there are procedures for documents to be disclosed in advance of production of the Trial Bundle and only documents whose authenticity is disputed (or perhaps which do not identify themselves on their face) need to be exhibited for trial, whereas on an application generally all documents referred to in witness statements used at that application need to be formally exhibited.

An exhibit will have a frontsheet giving it an exhibit mark - for example an exhibit referred to in the witness statement of John James Smith might be marked Exhibit JJS3 - so that it can be referred to by those letters and number in the statement. An exhibit might contain a single document or it might contain a number of documents. For an application there is usually one large exhibit containing, in chronological order, most documents referred to in a witness statement, and possibly one or two additional smaller exhibits such as an exhibit containing any documents of A3 size. If an exhibit contains a number of documents the pages of the exhibit will be numbered bottom centre or bottom left generally in black lettering in the form Exhibit JJS3-1, Exhibit JJS3-2, Exhibit JJS3-3 etc. so as to be clearly distinguishable from the page numbering used throughout the eventual hearing bundle (which will contain a copy of the witness statements and exhibits, and which generally uses numbering in red on the right). The second page of the exhibit (i.e. the page immediately after the frontsheet and before the first document in the exhibit) would normally contain an index listing each document and its page number (or if there are not many documents in the exhibit, so that the index is not many lines the index could be on the lower half of the frontsheet rather than on the next page).

How to print out, assemble, and bind an exhibit is explained below. Depending on the size of the exhibit and the time available you may want to use your own colour printer and/or use a reprographics shop. Colour printing is needed because invariably there will be some pages containing photographs or colour-coded plans.    

How to print out and assemble the original copy of an exhibit

1. The first page of the Exhibit PDF will be the frontsheet (to be signed by the witness). That is followed by the index page (or the start of the index pages if the index is longer than a single page) and that is followed by the pages of the documents themselves. Usually all the documents in an exhibit will use the same page size - i.e. there will be one exhibit for A4 documents and if there are any A3 documents they will usually be in a separate exhibit. It is usual to put A3, or A2 etc at the end of the document title for those documents which are larger than A4 so look at the index and note what paper size to print on.

2. Save the Exhibit PDF in the "PDF copies of Exhibits and witness statements" folder and print it out bearing in mind the following:
  • You should always print the frontsheet and index pages on A4 paper single-sided.
  • Print the remaining pages on the appropriate paper size. If that is A4, print double-sided. If A3 or A2 etc. print single-sided.
  • If the Exhibit PDF was generated by DCS, DCS will automatically have set the PDF page size of all pages to A4 so you will need to use the "fit to page" option when printing pages on A3, or A2 paper.  

3. Once you have printed the sheets, assemble the sheets together, checking that the page numbers are consecutive and ensuring that the frontsheet is on the top of the pile, immediately followed by the index page or pages.

4. Now fasten all the sheets together. Depending how many pages there are, and on how heavy-duty your stapler is, you may be able to fasten the sheets of the exhibit together simply with a staple in the top left hand corner. Another way to fasten the exhibit is to use a hole punch to punch two holes in the left hand side and then pass ribbon (or string if you do not have ribbon) through the holes and tie securely. This is the original copy of the exhibit which, once signed by the witness, needs to be kept safely so that it can be produced if there is a query, so it must be securely fastened and not simply filed in a ring binder. Comb binding is another form of binding which can be used but unless you have the equipment you will need to have comb-binding done at a reprographics shop which may not be convenient when assembling this original copy for the witness.  

5. If there is more than one exhibit referred to in a witness statement, repeat the above process for the other exhibits. Before the witness checks and signs their witness statement they should sign each exhibit on its frontsheet. This is to confirm that when they refer, in their witness statement, to an exhibit number, it is that bound set of documents, the top page of which they have signed next to that exhibit number, which is being referred to. The exhibit frontsheet may already have the exhibit mark (e.g. JJS3) on it or it may just have the case heading with the exhibit mark blank. If the exhibit mark is blank you should write in the exhibit mark in black ink before the witness signs. The exhibit mark has to be entered in three places - at the top right after the word Exhibit, in the middle of the page between the tramlines after the word EXHIBIT, and in the sentence below that which says This is the exhibit marked Exhibit.........     referred to in my witness statement. When signing, the witness should write the date next to their signature and also write the date in the top right under the exhibit mark.  

6. To enable you to create further copies of a each exhibit, place the original copy of each exhibit face down on the scanner glass and scan in the signed frontsheet as a PDF saving the frontsheet PDF in the "PDF copies of Exhibits and witness statements" folder.

How to print out and assemble further copies of an exhibit

7. Print out the signed frontsheet PDF for the exhibit which you created in step 6 above.

8. Print out the pages of the exhibit PDF starting from the index pages
  • You should always print the index pages on A4 paper single-sided.
  • Print the remaining pages on the appropriate paper size. If that is A4, print double-sided. If A3 or A2 etc. print single-sided.

9. Once you have printed the sheets, assemble the sheets together, checking that the page numbers are consecutive and ensuring that the frontsheet is on the top of the pile, immediately followed by the index page or pages.

10. Now fasten all the sheets together. Depending how many pages there are and on how heavy-duty your stapler is you may be able to fasten the sheets of the exhibit together simply with a staple in the top left hand corner. If there are too many pages in an A4 exhibit to be stapled together in that way they should be comb bound with a transparent front cover. If an Exhibit containing A3 pages has too many pages to be stapled, even with a heavy duty stapler, use a hole punch to punch two holes in the left hand side of each sheet and then pass ribbon through the holes and tie securely.
      
11. Repeat steps 7 to 10 above to produce any further copies of the exhibit required. If the witness is someone other than you (the litigant) you should keep their original signed witness statement and original signed exhibits safe and give the witness a copy of the exhibits (as well as a copy of the witness statement) to keep. 


Disclaimer

This information page is designed to be used only by clients of John Antell who have entered into an agreement for the provision of legal services. The information in it is necessarily of a general nature and is intended to be used only in conjunction with specific advice to the individual client about the individual case. This information page should not be used by, or relied on, by anyone else. 


This page was lasted updated in October 2019. Disclaimer