How to Format a Manuscript for Submission

01

Read the publisher’s submission guidelines first

Publishers may specify the file type, font, word-count range, required documents and whether they want a full manuscript or sample chapters.

Before formatting, check:

• accepted file formats
• full manuscript or sample chapters
• font and spacing requirements
• whether a title page is required
• file-size restrictions
• image and illustration rules
• requested naming conventions
• submission method

02

Choose the correct file format

Editable Word files are generally easier for editorial review because editors can comment, track changes and search the text.

Do not send compressed folders, cloud links or unusual formats unless the publisher requests them.

03

Create a simple title page

The title page should identify the work and the author without decorative design.

It may include:

• book title
• subtitle, if applicable
• author name or pen name
• legal name where required
• email address
• telephone number
• approximate word count
• genre or category

Avoid placing a designed front cover inside the manuscript unless the publisher asks for one.

04

Use a readable and conventional font

The purpose of manuscript typography is readability, not visual branding.

Commonly acceptable fonts include:

Use one principal font throughout the manuscript. Do not mix several fonts for different characters, scenes or chapters.

05

Use a consistent font size

Eleven- or twelve-point text is normally appropriate for the main manuscript.

Chapter headings may be slightly larger, but the difference should remain restrained and consistent.

06

Use readable line spacing

Many publishers accept 1.5 or double spacing because it gives editors room to read and annotate.

Some publishers accept standard single or 1.15 spacing in electronic submissions. Follow the stated requirement where one exists.

07

Choose one paragraph style and use it consistently

Manuscripts generally use either first-line indentation or spacing between paragraphs.

Fiction manuscripts usually use first-line indentation. Nonfiction may use either system depending on the publisher’s preference.

Do not use tabs or multiple spaces to create indentation. Use the paragraph-formatting controls.

08

Use normal margins

Standard margins keep the document readable and prevent text from appearing crowded.

A practical baseline is approximately 2.5 centimetres or one inch on all sides unless the publisher instructs otherwise.

There is no need to create binding margins or mirror margins at submission stage. Those belong to book-production and typesetting work.

09

Keep body text left-aligned

Left-aligned text is usually easier to read and edit in a manuscript document.

Fully justified text can create uneven spacing between words, especially before professional typesetting.

• use left alignment for normal body text
• centre chapter titles where appropriate
• avoid manual spacing to position text
• avoid decorative alignment patterns

10

Format chapter headings consistently

Every chapter should begin in the same way.

A chapter opening may contain:

• chapter number
• chapter title
• part title where applicable
• epigraph where necessary

Start each chapter on a new page using a page break. Do not press Enter repeatedly to move the heading to the next page.

11

Mark scene breaks clearly

When the time, place, viewpoint or narrative moment changes within a chapter, use a consistent scene-break marker.

A centred group of asterisks or another simple marker is enough. Avoid decorative symbols that may not transfer correctly between software systems.

12

Add page numbers

Page numbers help editors refer to particular passages and identify missing pages.

Place them in the header or footer using Word’s automatic page-number function.

Avoid typing page numbers manually because they will become incorrect whenever the document changes.

13

Use headers only when useful

A simple header may include the author’s surname and abbreviated title, especially in printed submissions.

Headers are optional unless the publisher requests them. Do not overload the page with contact details, logos or decorative elements.

14

Format dialogue correctly

Each new speaker should generally begin a new paragraph.

Use one consistent quotation-mark style throughout the manuscript.

15

Use italics and bold text sparingly

Italics may be used for book titles, foreign words, internal thoughts or emphasis where appropriate.

Bold text is less common in fiction but may be useful for nonfiction headings, exercises or defined terms.

Avoid underlining unless the publisher requests it. Modern word processors preserve italics reliably.

16

Use automatic footnotes or endnotes

Where notes are necessary, use the word processor’s automatic footnote or endnote function.

Do not type note numbers manually or create notes with floating text boxes.

Academic and specialist publishers may require a specific citation system. Follow their guidelines precisely.

17

Handle images and illustrations carefully

Large embedded images can make the manuscript difficult to open, send and review.

Depending on the publisher’s instructions, you may:

• insert low-resolution reference images in the manuscript
• send image files separately
• mark image positions within the text
• provide a numbered image list
• identify copyright and permission status

Do not assume that images found online are free to publish.

18

Keep tables simple and editable

Use the table function in Word rather than creating tables with tabs or spaces.

Each table should have a clear title or number where necessary. Avoid complex colours, shading and merged cells unless essential to understanding.

Very wide or complicated tables may need redesign during typesetting.

19

Include a contents page where appropriate

A table of contents is especially useful for nonfiction, academic books, memoirs and books divided into named parts.

At submission stage, chapter titles are generally enough. Page numbers may change during editing and typesetting.

Use Word heading styles if possible. This makes navigation and future document management easier.

20

Provide an accurate approximate word count

Word count helps publishers estimate editorial workload, page count, production cost and category suitability.

Use the word processor’s word-count tool and round reasonably where an exact figure is not required.

21

Name the file clearly

A clear file name helps the publisher identify the manuscript after it has been downloaded.

Avoid unusual symbols, extremely long file names and vague descriptions.

22

Remove comments, tracked changes and hidden material

Before submission, review the document for editorial material that should not be sent.

• accept or reject tracked changes
• delete private comments
• remove highlighted instructions
• check document properties
• remove unused text boxes
• confirm that deleted passages are not still visible

Save a separate clean submission copy rather than overwriting your working master file.

23

Perform a final document check

Open the saved file again before submitting it.

Confirm that:

• the file opens correctly
• the complete manuscript is present
• chapters appear in the correct order
• page numbers work
• fonts display properly
• images and tables are visible
• comments and tracked changes are removed
• the file name is clear
• the document matches the publisher’s guidelines