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Messy stacks of screenshots and receipts slow hearings down and make it harder for a judge to understand what you are proving. A clean exhibit list fixes that. This guide shows you exactly how to use the free Small Claims Evidence Exhibit List tool to number each item, explain where it came from, and summarize why it matters. The PDF is built to be handed to the clerk, the opposing party, and the judge without extra formatting or legal jargon. By walking through the form step by step, you will finish with an organized packet that makes your story easy to follow, keeps you credible, and reduces the risk of forgetting an important piece of proof on the day of your hearing.

When to use this

You have more than a handful of exhibits and need a roadmap so the judge can turn to the right page when you reference 'Exhibit 4' or 'Exhibit 7' during testimony.
Your dispute involves mixed evidence (texts, photos, bank statements, receipts) and you want to avoid shuffling loose papers or scrolling through a phone in court while the clerk waits.
You expect the other side to contest authenticity or relevance and you want a clear summary that shows the source of each exhibit and why it proves a key issue like payment, notice, or damages.
You are preparing for a small claims hearing where timelines are short and you need to give the judge and the opposing party a concise list instead of a bulky binder index.
You are filing motions or settlement offers and want to attach a professional looking exhibit list that shows you are organized and serious about your evidence before walking into the courtroom.

How to do it (fast)

Start with the case caption block at the top of the tool. Enter the case caption exactly as it appears on your court paperwork, the full court name, your role (Plaintiff, Defendant, Petitioner, Respondent, or Other), and your hearing date if it is scheduled. Adding this makes the PDF ready to file or email without extra edits.
Add your party name so the cover page reads 'Prepared by' with your role. This small detail signals to the judge and clerk that you are the one presenting these exhibits and helps avoid confusion if multiple people are involved in the case.
Create the first exhibit row and give it a simple number, such as 1 or 1A, then write a short title like 'Text messages about repair requests' or 'Bank statement showing refund'. Choose the exhibit type from the dropdown so the summary later can show how many photos, texts, or receipts you have.
Fill in optional fields that add context without clutter: the date or date range for the exhibit, the source person or company, and a short key issue explaining why the exhibit matters (for example, 'Proves notice was given on April 4' or 'Shows payment cleared before deadline'). Keep the key issue concise so the table stays readable.
Set the admitted status to reflect where things stand: Not yet offered, Offered, Admitted, or Excluded. Updating this after a pretrial conference or hearing lets you track what the judge accepted and what still needs foundation or argument.
Use the internal notes area for reminders that should not clutter the main table, like 'Original photo stored on phone, print copy with date metadata' or 'Bring receipt with signature on reverse.' These notes appear in the appendix so you still have them handy without overwhelming the main timeline table.

Why this helps

Judges and clerks can move quickly when every exhibit is numbered, labeled, and tied to a key issue. Instead of flipping through loose pages, they can jump straight to the right item, which keeps your presentation focused and respectful of limited hearing time.
A typed exhibit list shows you are organized and credible. It reduces the impression that you are guessing or scrambling, and it helps counter common objections that your evidence is incomplete or out of order.
Summaries by exhibit type make it easier to spot gaps. If you see only one photo but several text messages, you may decide to add a repair photo or a receipt before the hearing. The tool’s auto summary highlights those counts for you.
The appendix captures internal notes without cluttering the main table, so you remember to bring originals, check authenticity, or prepare foundational statements while keeping the primary exhibit list crisp and court-friendly.
Sharing a clean exhibit list with the other party reduces surprises and can even encourage settlement. When the opposing side sees that your evidence is organized and clearly tied to issues like payment or notice, they are more likely to negotiate seriously.

Related tools

This article provides practical organization tips, not legal advice. Small claims procedures and exhibit rules vary by state and court. Always follow local rules and any orders from your judge.