What is included in costs?

Include only court-authorized, documented post-judgment expenses such as filing fees, service, transcripts, and reporter fees. Cite local rules to show allowance and attach invoices for each line item to avoid disallowance.

When must it be filed?

In federal court, file within 14 days after judgment under Fed. R. Civ. P. 54(d)(1). State courts vary; check local rules or the clerk's office for the applicable filing window.

Do I need notarization?

Notarization depends on local practice and whether a sworn verification or affidavit is required. Federal courts typically do not require notarization, but some state courts request sworn affidavits.

How should I attach exhibits?

Label each supporting invoice or receipt as Exhibit A, B, etc., and reference the exhibit next to the corresponding line item in the schedule for quick clerk review.

Can costs be negotiated or reduced?

Yes. Opposing counsel may file objections and courts frequently tax or reduce costs based on reasonableness. Consider pre-filing offers to narrow disputes.

Is an e-signature acceptable?

Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted; confirm the court accepts e-filed, electronically signed documents per local e-filing rules.

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Civil Bill of Costs

Civil Bill of Costs

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

What a Civil Bill of Costs Is and when it applies

A Civil Bill of Costs is an itemized statement submitted by a prevailing party to recover allowable post-judgment expenses from the losing party. Typical items include filing fees, service costs, travel, deposition and transcript charges, photocopying, and court reporter fees. Courts require a clear breakdown, supporting documentation, and compliance with procedural rules before awarding costs. The bill frequently accompanies a motion for taxation of costs or judgment enforcement and must follow the format and timing set by the applicable court rules or local civil procedure.

Why preparing a clear Civil Bill of Costs matters

A well-organized Civil Bill of Costs improves the chance of recovery, reduces disputes, and speeds judicial review by making allowable items easy to verify under the court's standards.

Who prepares and who receives a Civil Bill of Costs

Prevailing litigants, their counsel, and billing departments commonly prepare Civil Bills of Costs to recover post-judgment expenses.

Plaintiff counsel preparing an itemized petition for taxable costs after judgment, including invoices and receipts for the court record.
Defense counsel reviewing claimed items, objecting to disallowed charges, and preparing responses or negotiated reductions.
Court clerks and taxation clerks who process submitted bills and apply local rules to determine awardable costs.

Accurate preparation helps counsel, parties, and clerks reach resolution faster and reduces the risk of sanctions or waiver of claimed costs.

Typical signers and authorized filers

Lead Counsel

Lead counsel or an authorized attorney typically signs and files the Civil Bill of Costs. The signer certifies accuracy of itemization, attaches supporting invoices, and represents that the charges are reasonable and allowable under the governing statutes and local court rules.

Billing Administrator

A firm billing administrator or finance officer may assemble cost records and exhibits, but filing is usually made under counsel's electronic filing account or by the attorney of record to satisfy court signature and service requirements.

Essential parts of a professional Civil Bill of Costs

A complete bill presents a clear caption and an item-by-item calculation, plus supporting documentation and a verification signature to conform with court standards.

Caption

Court name, case number, party names, and title such as 'Bill of Costs' so the clerk links the filing to the correct docket.

Itemized Schedule

Each cost category listed separately (e.g., filing fees, service, transcript, copy costs) with per-item quantities, unit costs, and totals for each category.

Supporting Documents

Attach invoices, receipts, court reporter statements, and filing receipts to substantiate each claimed amount; identify each exhibit in the schedule.

Legal Basis

Cite the statutory or rule authority for each category (e.g., local rules, Fed. R. Civ. P. 54(d)(1), or state code) to justify awardability.

Totals and Calculations

Show subtotals and a final total with any agreed reductions or offsets clearly applied and described so clerks can confirm arithmetic.

Signature Block

Attorney or authorized party signs and dates; include printed name, bar number, firm, contact information and a statement verifying accuracy under penalty of perjury if required.

Required fields and metadata for the Civil Bill of Costs

Case Caption: Court, case number, parties

Contact Info: Attorney name, firm, address

Itemized Lines: Category, quantity, unit cost

Supporting Exhibits: Invoice and receipt references

Legal Authority: Rule or statute citation

Signature: Signed, dated, and verified

Step-by-step: preparing and filing a Civil Bill of Costs

Follow the court's local rules closely; this sequence covers the common federal and state workflow from assembly to clerk review.

01

Assemble Records: Collect receipts, invoices, and reporter statements for each cost item.
02

Itemize Costs: Create a clear schedule with unit math and subtotals for each category.
03

Attach Exhibits: Label and append supporting documents in the order referenced in the schedule.
04

File and Serve: File per court procedure and serve opposing counsel in the required manner.

Online setup checklist for completing the Civil Bill of Costs

Configure your e-filing or document workflow so required fields, attachments, and signer authentication are enforced before submission.

Field Validation	Require case number and party fields to prevent misfiling.
Attachment Rule	Make supporting invoices mandatory for each claimed category.
Signer Order	Ensure attorney signs before final filing.
Authentication	Use multi-factor or email verification for signer attribution.
Save Template	Store a reusable template for repeat cost submissions.

Where to file or send a Civil Bill of Costs

The filing destination depends on whether the case is in federal court, state court, or an administrative forum; follow the court's e-filing and service rules.

Clerk of Court: File through the court's electronic filing system per local rules.
Opposing Counsel: Serve the bill and all exhibits according to procedural service requirements.
Taxation Hearing: Submit courtesy copies if a taxation or hearing date is set.
Billing Department: Provide internal copies for accounting and collection processes after award.

Digital signing and e-submission: platform and integration needs

Use an eSignature and e-filing platform that supports audit trails, PDF/A export, and attachments so courts receive complete, auditable filings.

Audit Trail: Timestamp, IP, and signer attribution required
PDF Support: Export signed document as PDF with embedded evidence
Court Integrations: Compatibility with common e-filing systems and document storage

Platforms that integrate with productivity suites and court e-filing portals streamline submission and reduce clerical errors; confirm compatibility with the target court.

Typical deadlines and timing to watch for

Timing varies by jurisdiction; federal courts provide a specific window for cost claims, while state courts set similar but varied deadlines—verify the applicable rule before filing.

Federal Cost Filing:

14 days after entry of judgment (Fed. R. Civ. P. 54(d)(1))

State Court Windows:

Often 14–30 days; consult local rules or clerk

Response Period:

Opposing party typically has a set time to object

Hearing Scheduling:

Court may set taxation or hearing deadlines

Enforcement Timing:

Post-award collection follows judgment enforcement rules

Common mistakes when preparing a Civil Bill of Costs

Failing to include supporting receipts or reporter invoices leading to disallowed items.
Using vague line items such as 'miscellaneous expenses' without specific breakdown or documentation.
Missing the court's deadline or filing in the wrong docket, which can forfeit cost recovery rights.
Incorrect calculations or failure to apply agreed offsets that prompt clerk rejection or reductions.

Consequences of an incorrect or late Civil Bill of Costs

Waiver: Late filing can result in waiver of cost recovery

Disallowance: Unsupported items may be denied by the court

Sanctions: False certification can trigger sanctions or fee shifting

Delay: Incomplete bills prolong resolution and collection

Increased Expense: Additional hearings or supplementation increase costs

Clerical Rejection: Filing errors can cause clerk to reject submission

Frequently asked questions about Civil Bills of Costs

Answers address frequent procedural and technical questions about content, timing, and electronic filing to reduce rejections and disputes.

Need help? Contact support

What is included in costs?
Include only court-authorized, documented post-judgment expenses such as filing fees, service, transcripts, and reporter fees. Cite local rules to show allowance and attach invoices for each line item to avoid disallowance.
When must it be filed?
In federal court, file within 14 days after judgment under Fed. R. Civ. P. 54(d)(1). State courts vary; check local rules or the clerk's office for the applicable filing window.
Do I need notarization?
Notarization depends on local practice and whether a sworn verification or affidavit is required. Federal courts typically do not require notarization, but some state courts request sworn affidavits.
How should I attach exhibits?
Label each supporting invoice or receipt as Exhibit A, B, etc., and reference the exhibit next to the corresponding line item in the schedule for quick clerk review.
Can costs be negotiated or reduced?
Yes. Opposing counsel may file objections and courts frequently tax or reduce costs based on reasonableness. Consider pre-filing offers to narrow disputes.
Is an e-signature acceptable?
Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted; confirm the court accepts e-filed, electronically signed documents per local e-filing rules.

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