Journal Formatting Tips Straight From Editors 

Introduction: Are You Losing Out on the Format?

Have you ever been ready to submit a manuscript, only to get overwhelmed by formatting? Many researchers view formatting as a “chore” when writing papers. In fact, even with outstanding research content, formatting errors can lead to desk rejections. That means you may never reach the peer review stage!  

There are many ways your manuscript can get flagged at the editor’s desk – such as submitting a manuscript in double spacing when the journal requires single spacing. Or how about using the wrong reference style (such as Vancouver instead of APA)? Have you ever forgotten to anonymize author details for a double-blind review? These requirements can differ from journal to journal and can all result in immediate rejection! One editor noted rejecting a paper simply because the figures were embedded within the text when the journal required them as separate files. 

We asked around 70 editors, in a survey, to give us some tips, some common formatting pitfalls and offer practical solutions to overcome them. Here we summarize the highlights of this survey:

The 6 Most Common Formatting Mistakes to Watch Out For

Formatting mistakes often arise because of time constraints, unclear guidelines, or attempting to fix everything at the last minute. Here are 6 common formatting mistakes that the editors pointed out:  

1. Styling errors: Issues such as incorrect font size or type, line spacing, page margins, and other minor settings.
2. Reference list inconsistencies: Discrepancies between the text and references, incorrect punctuation, improper italicization, etc.
3. Using the wrong or outdated template: Templates are updated periodically. Using an old template from your last submission can lead to noticing template changes midway through, requiring extensive revisions later.
4. Inconsistent figure labels or captions: Missing labels or inaccurate captions for figures and tables.
5. Missing or incorrectly formatted supplementary files: Errors in the formatting or absence of supplementary materials.
6. Page numbering or paragraph setting errors: Incorrect page numbers or improper paragraph formatting.

Where Do You Get Stuck? 

Editors were asked what they found to be the most challenging tasks while formatting. Here are the top responses:

1. Template application: Choosing the correct template is the first major hurdle.
2. Consistency in citation styles and references: Ensuring consistency in the citation style and references can be a labor-intensive task.
3. Placing and formatting figures (DPI, captions, etc.): Many struggle with the correct placement and formatting of figures, including DPI settings and captions.
4. Managing supplementary materials: Managing and formatting supplementary materials correctly can feel cumbersome.

 3 Practical Tips from Editors

The editors we surveyed gave us some suggestions that you may find helpful the next time you format your manuscript.

• Tip 1: “Find and Use the Correct Journal Template” 

• • Always download the latest template from the journal’s official website. 

• • Use the Word template as a base and adjust styles (headings, captions, abstracts, etc.) to match the journal’s requirements. 

• Tip 2: “Create a Journal-Specific Formatting Checklist” 

• • A checklist helps you avoid missing critical formatting elements like font type, line spacing, figure placement, and reference style. 

• Tip 3: “Focus on Formatting from the Start, Not the End” 

• • It’s essential to adjust the template and basic formatting before you begin editing the content. This minimizes rework and ensures consistency throughout the document.

Conclusion: The Key to Success Is Preparation with Consistency

The first impression of your paper is often determined by its format. Proper formatting can save time, reduce revision requests, and prevent rejection. Building strong formatting habits early in your research career can make the publication process less stressful over time.  

Getting a view into an editor’s world can help gain a different perspective on the manuscript submission process. Treating formatting as an integral part of your writing can improve the overall quality of your submissions. Well-formatted manuscripts demonstrate professionalism and attention to detail, qualities that can set your work apart even before the content is reviewed. By applying these tips, you can streamline the process and avoid common formatting issues. Hope this was helpful and wish you all the best in your manuscript preparation!