Prepare your document settings

Before drafting the substantive content of your filing, you must configure the document’s structural parameters. California Rule 8.74 establishes a uniform standard for the format of electronic documents, superseding many previous local variations regarding font, spacing, margins, and alignment. Adhering to these baseline requirements is not optional; it is the first gatekeeper for any document submitted to the California Superior Court.

Start by setting your margins. The rule mandates one-inch margins on all sides of the page—top, bottom, left, and right. This uniformity ensures that text does not encroach on the binding area and remains readable when printed or viewed on digital screens. Use your word processor’s layout settings to enforce these margins precisely, rather than relying on visual estimation.

Next, select your font. Rule 8.74 requires a plain, non-decorative font that is readable and consistent throughout the document. Acceptable options include Times New Roman (14-point), Arial (13-point), Courier New (13-point), or Georgia (13-point). If you use a font other than Times New Roman, you must use a size that is visually comparable to 14-point Times New Roman to maintain readability. Avoid serif-heavy or stylized fonts that may distort when converted to PDF.

Finally, configure your line spacing. The rule requires double-spacing for all text, including footnotes and block quotes. This spacing is critical for judicial clerks and judges who annotate documents heavily during review. Single-spacing or 1.5-spacing will likely result in the court rejecting your filing for non-compliance. Ensure that your paragraph spacing is set to "add space after paragraph" rather than increasing line height, which can create inconsistent gaps.

Format the first page header

California Superior Court Rule 2.111 dictates the exact layout for the first page of every filed paper. The goal is to ensure the clerk can immediately identify the case. You must leave a one-inch margin at the top of the page and begin the caption in the space starting at line 1, positioned to the left of the center.

Start with the court name, followed by the case caption. The caption must list the plaintiff or petitioner first, then the defendant or respondent. Include the case number, department, and title of the document. Keep this information concise and aligned to the left margin.

Text
1" margin
┌──────────────────────────────────────────────────────────────────────────────┐
│ SUPERIOR COURT OF CALIFORNIA, COUNTY OF [COUNTY NAME]                      │
│                                                                              │
│ [PLAINTIFF NAME],                                                          │
│     Plaintiff,                                                             │
│     v.                                                                     │
│ [DEFENDANT NAME],                                                          │
│     Defendant.                                                             │
│                                                                              │
│ Case No.: [CASE NUMBER]                                                    │
│ Department: [DEPT NUMBER]                                                  │
│ [TITLE OF DOCUMENT]                                                        │
│                                                                              │
│ [Body of document starts here...]                                          │
└──────────────────────────────────────────────────────────────────────────────┘

Do not use decorative fonts or excessive spacing. The caption should be clear and easy to read. Any deviation from these formatting rules can result in the court rejecting your filing. Stick to the standard margins and left-aligned text to avoid delays.

Structure body text and headings

California Superior Court filings require strict adherence to formatting standards to ensure clarity and proper processing. The following steps outline how to structure your main body text and headings according to official court rules.

1
Set standard paragraph spacing

Set your document to double-spacing throughout the body text. This spacing requirement applies to all sections of the document, including footnotes and appendices, unless a specific local rule provides an exception. Double-spacing allows judges and court staff to easily read annotations and make corrections if necessary.

2
Apply consistent indentation

Indent the first line of each paragraph by half an inch (0.5"). Do not use block paragraphs (where the first line is not indented) unless specifically permitted by a local rule. Maintain this indentation consistently across the entire document to create a uniform visual structure that guides the reader through your argument.

3
Format headings hierarchically

Use a clear, hierarchical heading structure to organize your document. Primary headings should be centered and capitalized. Subheadings should be left-aligned and use title case. Avoid excessive nesting; typically, two or three levels of headings are sufficient for most legal filings. This hierarchy helps the court quickly locate specific sections of your argument.

4
Use standard fonts and sizes

Use a standard, legible font such as Times New Roman, Arial, or Courier New. The font size must be no smaller than 12 points for the main body text. Headings may use a slightly larger font size (e.g., 14 or 16 points) to distinguish them from the body text, but they must remain within the overall readability standards of the court.

Proper formatting is not merely aesthetic; it is a procedural requirement. Failure to follow these structural guidelines can result in your filing being rejected or returned for correction. Always verify local rules for any specific variations that may apply to your particular county's superior court.

Add page numbers and footers

Pagination and footer information are mandatory for all documents submitted to California Superior Courts. These elements ensure that electronic filings are navigable and that the court can correctly assemble the record. Failure to include them may result in the document being rejected or returned for correction.

Page Numbers

Every page of your filing must display a page number. This applies to the main body of the document as well as any attached exhibits or declarations. Place the page number in the footer of each page. The numbering must be sequential, starting with page 1 on the first page of the document.

For documents with multiple sections, ensure the numbering continues without interruption. If you attach separate exhibits, number them sequentially within the context of the main document or as separate numbered pages, depending on the court's specific local rules. Consistency is critical; do not restart page numbering at the beginning of each new exhibit unless explicitly required.

Footer Content

The footer must contain specific information to identify the document and the filer. Include the following details in the footer of every page:

  • Case Name: The full legal name of the case as it appears in the caption.
  • Case Number: The unique identifier assigned by the court.
  • Document Title: A brief description of the document type (e.g., "Motion for Summary Judgment").
  • Page Number: The current page number and total pages (e.g., "Page 1 of 5").

This information should be placed in the footer margin, typically centered or aligned to the right. Ensure the font size is legible, usually 10-point or smaller, to avoid cluttering the page while remaining readable.

Electronic Filing Compliance

When preparing your document for electronic filing, verify that the footer and page numbers are embedded in the PDF. Do not rely on manual page numbering in word processing software that may shift during conversion. Use the "Insert Page Number" and "Insert Footer" features in your word processor to ensure stability.

Review the final PDF before submission. Scroll through every page to confirm that the footer information is present and accurate. Incorrect case numbers or missing page numbers can delay processing or lead to the filing being rejected by the court's e-filing system.

Convert to Searchable PDF

California Superior Court e-filing rules require that all electronic documents be submitted in text-searchable portable document format (PDF). This requirement is mandated by California Rules of Court, Rule 8.74, which states that electronic documents must maintain the original document formatting while remaining searchable.

A "searchable" PDF contains actual text characters rather than just an image of text. This distinction is critical for court processing systems, which rely on text extraction to index filings, check for conflicts of interest, and verify compliance with formatting standards. If your PDF is merely a scanned image, it will likely be rejected or flagged for non-compliance.

To ensure your document meets this standard, verify that the PDF was generated from a word processor or legal drafting software that preserves text layers. Avoid scanning physical papers unless absolutely necessary, and if you must scan, use high-resolution OCR (Optical Character Recognition) software to create a text-searchable file. Most modern PDF creators offer a "Create Searchable PDF" or "Text-Enabled PDF" option during the export process. Always test the file by attempting to highlight and copy text within the final PDF before submission.

1
Export as PDF

Open your completed document in your word processor. Select "Export" or "Save As" and choose PDF as the file format. Ensure the output setting is set to "Standard" or "Print Production" rather than "Minimum Size," which may compress text or remove metadata.

2
Enable Text Searchability

In the PDF export options, look for a checkbox labeled "Create bookmarks," "Create PDF tags," or specifically "Text-searchable" or "OCR." If you are scanning a document, select the OCR option to convert images of text into selectable characters. If you are exporting from a digital file, this step is usually automatic, but verify the setting is active.

3
Verify Search Functionality

Open the generated PDF in a standard viewer like Adobe Acrobat Reader. Use the search function (Ctrl+F or Cmd+F) to type in a unique phrase from your document. If the software highlights the text, the file is searchable. If no results appear, the file is likely an image-only scan and must be re-processed.

Before finalizing your submission, use this quick checklist to confirm compliance:

  • Font is standard (e.g., Times New Roman, 14pt)
  • Line spacing is double
  • Margins are at least 1 inch on all sides
  • PDF is text-searchable (not image-only)
  • File name follows court naming conventions

Failure to provide a searchable PDF can delay processing or result in the court issuing a notice of deficiency. Always treat this final export step as a critical quality control measure to ensure your filing is accepted without issue.

Frequently asked: what to check next