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An exhibit is a document that a party relies on as evidence and attaches to a witness statement or other document so the court can see it. An exhibit index is the list that keeps track of those documents: it gives each exhibit a label and a short description, so any document can be identified and found without hunting through a bundle. Exhibits are usually labelled with the witness’s initials and a number, for example “SG1”, “SG2”, and referred to by that label wherever the document comes up. The index maps each label to what the document is.

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What an exhibit index contains

A typical exhibit index lists, for each document:
  • The exhibit label, such as SG1
  • A short description of the document, for example “Email from the defendant dated 3 March 2025”
  • The date of the document
  • Where it can be found, such as a page number in the bundle
The aim is that anyone reading the case can move from a reference in a witness statement to the actual document in seconds.

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Why it matters

Evidence that cannot be found is evidence that does not help. When a witness statement refers to “the letter I received”, a judge needs to be able to turn to that letter quickly. A clear exhibit index makes the difference between evidence that is easy to follow and a pile of paper that obscures the point. Good labelling also protects you. Consistent references mean that when you mention SG4 in your statement, everyone knows exactly which document you mean, with no confusion about which email or invoice is being discussed.

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Keeping it consistent

The main discipline is consistency: label each document once, describe it the same way throughout, and make sure every reference in your statements matches the index. Organising documents this way tends to be easier when it is done from the start rather than at the end.
Portia is a document-organisation tool for people handling civil disputes in England and Wales. It is not a law firm and does not give legal advice. Learn what Portia does.