{"id":35684,"date":"2026-09-22T13:10:00","date_gmt":"2026-09-22T07:40:00","guid":{"rendered":"https:\/\/www.editage.com\/insights\/?p=35684"},"modified":"2026-09-22T13:10:19","modified_gmt":"2026-09-22T07:40:19","slug":"manuscript-formatting-guidelines-ensure-your-paper-is-submission-ready","status":"publish","type":"post","link":"https:\/\/www.editage.com\/insights\/manuscript-formatting-guidelines-ensure-your-paper-is-submission-ready","title":{"rendered":"A Step-by-Step Guideline on How to Format Your Manuscript Before Submission\u00a0"},"content":{"rendered":"\n<p><strong>Jump to Contents\u00a0<\/strong><br><a href=\"#format-1\">What is Manuscript Formatting?\u00a0<\/a><\/p>\n\n\n\n<p><a href=\"#format-2\">Why is it Important to Format Your Manuscript Before Submission?\u00a0<\/a><\/p>\n\n\n\n<p><a href=\"#format-3\">Key Guidelines on How to Format Your Manuscript\u00a0<\/a><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"#format-31\">Follow the Journal or Publisher\u2019s Guidelines\u00a0<\/a><\/li>\n\n\n\n<li><a href=\"#format-32\">Use a Standard Font and Size\u00a0<\/a><\/li>\n\n\n\n<li><a href=\"#format-33\">Set Proper Margins and Line Spacing\u00a0<\/a><\/li>\n\n\n\n<li><a href=\"#format-34\">Structure Your Manuscript Correctly<\/a>\u00a0<\/li>\n\n\n\n<li><a href=\"#format-35\">Cite References Correctly\u00a0<\/a><\/li>\n\n\n\n<li><a href=\"#format-36\">Ensure Proper Formatting of Tables and Figures\u00a0<\/a><\/li>\n\n\n\n<li><a href=\"#format-37\">Proofread and Check for Consistency\u00a0<\/a><\/li>\n\n\n\n<li><a href=\"#format-38\">Convert to the Required File Format\u00a0<\/a><\/li>\n\n\n\n<li><a href=\"#format-39\">Check for Plagiarism\u00a0<\/a><\/li>\n\n\n\n<li><a href=\"#format-310\">Footnotes and Endnotes\u00a0<\/a><\/li>\n<\/ul>\n\n\n\n<p><a href=\"#format-4\">How to Format Tables and Figures in a Manuscript\u00a0<\/a><\/p>\n\n\n\n<p><a href=\"#format-5\">How to Format References in a Manuscript\u00a0<\/a><\/p>\n\n\n\n<p><a href=\"#format-6\">FAQs About Manuscript Formatting Guidelines\u00a0<\/a><br>\u00a0<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"format-1\"><strong>What is Manuscript Formatting?<\/strong>&nbsp;<\/h2>\n\n\n\n<p>Formatting can be of two types: one that is done post acceptance (and before publication) by the journal and the other, which is what we will focus on in this article, is how authors set up a manuscript to look like during the initial journal submission.&nbsp;&nbsp;<\/p>\n\n\n\n<p>Manuscript formatting guidelines outlined by journals essentially indicate how to layout a research paper. The order of sections, page margins, font type and size, citation and reference style, and figure\/table layouts are a few key aspects to cover when <a href=\"https:\/\/www.editage.com\/services\/research-paper-manuscript-formatting-services?utm_source=editageinsights&amp;utm_medium=article&amp;utm_campaign=202609\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>formatting a manuscript<\/strong><\/a>.&nbsp;&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"format-2\"><strong>Why is it Important to Format Your Manuscript Before Submission?<\/strong>&nbsp;<\/h2>\n\n\n\n<p>Authors often find the steps to format manuscripts quite tedious. If the final format and typesetting are invariably handled by the journal, is there any merit to following the manuscript formatting guidelines? Some journals even specify that formatting is preferred, not mandated. Should authors still format a manuscript for submission?&nbsp;<\/p>\n\n\n\n<p>In one word\u2014Yes. Here\u2019s why:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>It shows professionalism. Editors will know that you value their time and appreciate that the authors made the effort to meticulously read the journal guidelines and follow the formatting requirements.&nbsp;<\/li>\n\n\n\n<li>A correctly formatted manuscript creates a good first impression on journal editors. The initial review of whether all journal guidelines, such as the section order, page and line numbering, placement of headings and sub-headings, inclusion of table and figure titles, and other submission requirements can be easily reviewed before clearing the manuscript for peer review.&nbsp;<\/li>\n\n\n\n<li>It simplifies the evaluation process for peer reviewers, who are busy academics themselves. Peer reviewers take valuable time off their schedule to assess the readiness of a research paper. A well-formatted manuscript allows them to focus on your research rather than being distracted by formatting errors.&nbsp;<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"format-3\"><strong>Key Guidelines on How to Format Your Manuscript<\/strong>&nbsp;<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"format-31\"><strong>1. Follow the Journal or Publisher\u2019s Guidelines<\/strong>&nbsp;<\/h3>\n\n\n\n<p>This is obvious!\u202f&nbsp;<\/p>\n\n\n\n<p>All journals follow their in-house formatting guidelines. While many may not mandate that the initial submission of your manuscript follows these guidelines, be sure to read the submission requirements provided by the target publication. Typically, they will clarify the required font size line spacing, margins, reference style, and section organization.&nbsp;<\/p>\n\n\n\n<p>These might seem trivial; but ignoring them can lead to unnecessary revisions and longer review processes.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"format-32\"><strong>2. Use a Standard Font and Size<\/strong>&nbsp;<\/h3>\n\n\n\n<p>The most common fonts recommended for use are <strong>Times New Roman<\/strong>, <strong>Arial<\/strong>, or <strong>Calibri<\/strong>. The preferred font size is typically 12-point to ensure readability.\u202f&nbsp;<\/p>\n\n\n\n<p>\u202f<strong>Pro Tip:<\/strong> Avoid using decorative fonts or inconsistent sizes. They make your manuscript appear unprofessional.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"format-33\"><strong>3. Set Proper Margins and Line Spacing<\/strong>&nbsp;<\/h3>\n\n\n\n<p>A standard margin setting, usually 1-inch on all sides, is preferred for an academic manuscript. Also, the lines are typically double-spaced for readability. However, some journals may suggest single or 1.5-line spacing for specific sections (e.g., tables, figure captions, or references). So be sure to review the journal guidelines to ensure compliance!\u202f&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"format-34\"><strong>4. Structure Your Manuscript Correctly<\/strong>&nbsp;<\/h3>\n\n\n\n<p>Most research papers and manuscripts follow a standard structure:\u202f&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Title Page:<\/strong> Includes the title of the paper, author names, affiliations, and contact details.\u202f&nbsp;<\/li>\n\n\n\n<li><strong>Abstract:<\/strong> Provides a concise summary of the study\u2019s objectives, methodology, key findings, and conclusions (usually within 250 to 300 words).\u202f&nbsp;<\/li>\n\n\n\n<li><strong>Keywords:<\/strong> Lists relevant keywords or index terms that help categorize the paper.\u202f&nbsp;<\/li>\n\n\n\n<li><strong>Introduction:<\/strong> Presents the background information, highlights the research question, and explains study objectives.\u202f&nbsp;<\/li>\n\n\n\n<li><strong>Methods:<\/strong> Describes how the study was conducted; generally includes experimental design, data collection, and analysis techniques.\u202f&nbsp;<\/li>\n\n\n\n<li><strong>Results:<\/strong> Explains the study findings, often supported by tables and figures.\u202f&nbsp;<\/li>\n\n\n\n<li><strong>Discussion:<\/strong> Interprets the results, presents a comparison of the findings with those reported in previous studies, highlights study limitations, and underscores implications of the study findings.\u202f&nbsp;<\/li>\n\n\n\n<li><strong>Conclusion:<\/strong> Summarizes the study\u2019s main contributions and highlights potential future research directions.\u202f&nbsp;<\/li>\n\n\n\n<li><strong>References:<\/strong> Lists all sources cited in the manuscript in a proper format.&nbsp;<\/li>\n<\/ul>\n\n\n\n<p><strong>Pro Tip:<\/strong> This is a standard structure. Some journals may ask you to include other sections in the manuscript. Do review the manuscript formatting guidelines thoroughly before submission.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"format-35\"><strong>5. Cite References Correctly<\/strong>&nbsp;<\/h3>\n\n\n\n<p>Reference formatting is a MUST! This is useful not just for journals but also for you to keep track of your sources.\u202f&nbsp;<\/p>\n\n\n\n<p>Many journals follow specific citation styles, such as <a href=\"https:\/\/www.editage.com\/insights\/apa-citations-all-about-in-text-citations-in-apa-style\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>APA<\/strong><\/a>, <a href=\"https:\/\/www.editage.com\/insights\/mla-formatting-style-guide-for-research-papers\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>MLA<\/strong><\/a>, <a href=\"https:\/\/www.editage.com\/insights\/chicago-citation-formatting-style-guide\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>Chicago<\/strong><\/a>, or <a href=\"https:\/\/www.editage.com\/insights\/ieee-citation-style-references-to-different-works-in-ieee-format\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>IEEE<\/strong><\/a>. Incorrect citation formatting can often lead to additional revision work or even rejection. Make sure that both the reference list and in-text citations are formatted as per target journal guidelines.\u202f&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"format-36\"><strong>6. Ensure Proper Formatting of Tables and Figures<\/strong>&nbsp;<\/h3>\n\n\n\n<p>Humans consume visual data more efficiently than textual data. Properly formatted tables and figures can be your best tools for conveying complex information. Tables and figures should be clear, well-labeled, and properly referenced within the text.\u202fFigures are recommended to be of high-resolution quality, and descriptive legends explaining the contents of the figure clearly are preferred. Avoid overcrowding tables with excessive data as it could overwhelm the reader. Further, make sure graphs and other formats of data presentation are easily interpretable.\u202fBut do not replicate information provided in tables in graphical or visual illustrations.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"format-37\"><strong>7. Proofread and Check for Consistency<\/strong>&nbsp;<\/h3>\n\n\n\n<p>Proofread your manuscript thoroughly for spelling, grammar, and formatting inconsistencies (e.g., headings, font styles, and numbering). Ideally, have an external party check this for you since your familiarity with the manuscript could cause you to overlook minor mistakes.&nbsp;<\/p>\n\n\n\n<p>Yes, automated tools like <strong>Grammarly<\/strong> or <strong>Hemingway<\/strong> can help with grammar checks. But manual review is crucial\u2014sometimes the human eye spots what the AI tools miss!&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"format-38\"><strong>8. Convert to the Required File Format<\/strong>&nbsp;<\/h3>\n\n\n\n<p>Most journals require submissions in DOCX (Microsoft Word) or PDF format. A few journals may request LaTeX files for mathematical or technical manuscripts. Ensure your final document is in the correct format to prevent submission issues.\u202f&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"format-39\"><strong>9. Check for Plagiarism<\/strong>&nbsp;<\/h3>\n\n\n\n<p>Academic integrity is crucial. Use plagiarism detection tools or opt for professional <a href=\"https:\/\/www.editage.com\/services\/other\/plagiarism-check-report?utm_source=editageinsights&amp;utm_medium=article&amp;utm_campaign=202609\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>plagiarism checking services<\/strong><\/a> to ensure your work is original and properly cited. Even unintentional plagiarism can lead to rejection or ethical concerns!&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"format-310\"><strong>10. Footnotes and Endnotes&nbsp;<\/strong>&nbsp;<\/h3>\n\n\n\n<p>Depending on the style guidelines being followed, you might have to use <a href=\"https:\/\/www.editage.com\/insights\/chicago-style-footnotes\" target=\"_blank\" rel=\"noreferrer noopener\">footnotes<\/a> and endnotes in your manuscript. Footnotes are usually placed at the bottom of the page where the references are cited within the paper, whereas endnotes are collated at the end of the manuscript under Bibliography or Work Cited. You should also use in-text markers like superscript numbering in the main text and ensure that it matches the collated list.&nbsp;&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"format-4\"><strong>How to Format Tables and Figures in a Manuscript<\/strong>&nbsp;<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>1. Follow Journal Requirements for Figures<\/strong>&nbsp;<\/h3>\n\n\n\n<p>How journals expect figures to be presented varies across publishers. From the file type (e.g., jpg, tiff, eps, pdf, svg, etc.) to resolution, size, color model, font for labeling text, and file naming, journals specify their requirements, which must be followed.&nbsp;&nbsp;<\/p>\n\n\n\n<p>Also keep in mind that the submission style depends on each journal. Figures can be&nbsp;&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>placed within manuscript,&nbsp;<\/li>\n\n\n\n<li>provided only as separate files, or&nbsp;<\/li>\n\n\n\n<li>included in the manuscript as well as supplied separately during submission.&nbsp;<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>2. Format Tables Correctly<\/strong>&nbsp;<\/h3>\n\n\n\n<p><a href=\"https:\/\/www.editage.com\/insights\/formatting-tables-to-match-journal-style\" target=\"_blank\" rel=\"noreferrer noopener\">Formatting of tables<\/a> is important to ensure clear presentation of data. Check journal formatting guidelines for any limitations on number of tables allowed in a manuscript, restriction on number of columns\/rows, text alignment within cells, how to write units of measurement, table footnotes, and other such details. Also follow the guidelines for writing the table titles correctly.&nbsp;&nbsp;<\/p>\n\n\n\n<p><strong>Pro tip:<\/strong> Avoid reiterating information that\u2019s already illustrated in a figure by showing it again in a table. Most journals advice against this practice as it adds unnecessary content.&nbsp;&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>3. Place Figures and Tables Properly<\/strong>&nbsp;<\/h3>\n\n\n\n<p>Placement of figures and tables is often clearly instructed in journal guidelines. Check whether the display items must be placed within the main text, at the end of the manuscript, or uploaded as individual files during submission.&nbsp;&nbsp;<\/p>\n\n\n\n<p>Some journals ask authors to list the figure and table titles at the end of the manuscript while the files are expected to be submitted on their website portal. In such cases, ensure that the files are named correctly and match with the figure and table numbers listed in the main manuscript.&nbsp;&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"format-5\"><strong>How to Format References in a Manuscript<\/strong>&nbsp;<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>1. Choose the Required Citation Style<\/strong>&nbsp;<\/h3>\n\n\n\n<p>As mentioned earlier, different journals follow different citation styles (APA, MLA, Chicago, IEEE, etc.). Check whether the citations must be in the author-date format, numbered as superscripts, numbered within square brackets, or in the <a href=\"https:\/\/www.editage.com\/insights\/understanding-parenthetical-citations\" target=\"_blank\" rel=\"noreferrer noopener\">parenthetical format<\/a>.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>2. Maintain Reference Accuracy<\/strong>&nbsp;<\/h3>\n\n\n\n<p>The reference list or the bibliography must mention all works that were referenced when preparing your final research manuscript. Make sure that the works cited in the main text are all listed under references. The format of reference should be consistent. Typically, you should mention the names of authors, article title, journal or publisher name, date of publication, and DOI (if available).&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>3. Use Reference Management Tools<\/strong>&nbsp;<\/h3>\n\n\n\n<p>Using reference management tools like EndNote, Mendeley, or Zotero can help ensure consistency. You can even rely on literature search tools like <a href=\"https:\/\/www.editage.com\/r-discovery?utm_source=editageinsights&amp;utm_medium=article&amp;utm_campaign=202609\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>R Discovery<\/strong><\/a> and ResearchRabbit that help collate the works you have referenced during literature review, so you can cross-check them later when finalizing the reference list in the manuscript.&nbsp;&nbsp;<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"format-6\"><strong>FAQs About Manuscript Formatting Guidelines<\/strong>&nbsp;<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>1. What sections should a research manuscript include?<\/strong>&nbsp;<\/h3>\n\n\n\n<p>A typical research manuscript starts with a title, followed by the names and affiliations of authors. These details often make the Title Page of a manuscript.&nbsp;<\/p>\n\n\n\n<p>The rest of the manuscript is divided into sections like the Abstract, Introduction, Methods, Results and Discussion, Conclusion, References, Appendix, and Supplementary Materials. Note that the Appendix and Supplementary Materials are usually optional sections.&nbsp;&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>2. Should figures and tables be included in the manuscript?<\/strong>&nbsp;<\/h3>\n\n\n\n<p>The placement of figures and tables depends on journal requirements. Most journals recommend including the figures and tables in the main text close to their first mentions. However, some journals want them placed at the end of the manuscript. Other journals also request authors to upload the figures and tables as separate files during submission.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>3. Can improper formatting lead to manuscript rejection?<\/strong>&nbsp;<\/h3>\n\n\n\n<p>Manuscript rejection predominantly occurs due to incorrect science, insufficient contribution to existing research, or unclear novelty. Although minor formatting errors may not lead to immediate <a href=\"https:\/\/www.editage.com\/services\/desk-rejection-shield?utm_source=editageinsights&amp;utm_medium=article&amp;utm_campaign=202609\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>desk rejection<\/strong><\/a>, major errors such as missing sections, incomplete figures, improper reference and citation format, and exceeding word count limits by a significant margin could result in rejection.&nbsp;&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>4. What is the difference between manuscript formatting and proofreading?<\/strong>&nbsp;<\/h3>\n\n\n\n<p>Manuscript formatting determines how your manuscript looks based on the layout of the content. It makes sure that all sections included in the manuscript are in the required order, with correct page margins, font, page\/line numbering, paragraph indentation, and other related aspects of content presentation\u200b.&nbsp;<\/p>\n\n\n\n<p>Proofreading, on the other hand, checks for errors in grammar, punctuation, language, spelling and corrects these mistakes before submission. This is to ensure that the written content is accurate and clear enough for reviewers and editors to review the manuscript.&nbsp;<\/p>\n\n\n\n<figure class=\"wp-block-image\"><a href=\"https:\/\/www.editage.com\/services\/research-paper-manuscript-formatting-services?utm_source=editageinsights&amp;utm_medium=footerbanner&amp;utm_campaign=manuscript-formatting-guidelines-ensure-your-paper-is-submission-ready\" target=\"_blank\" rel=\"noopener\"><img fetchpriority=\"high\" decoding=\"async\" width=\"856\" height=\"200\" src=\"https:\/\/www.editage.com\/insights\/wp-content\/uploads\/2025\/07\/MF-footerbanner-reading-about-formatting.jpg\" alt=\"Manuscript formatting footer banner\" class=\"wp-image-37197\" srcset=\"https:\/\/www.editage.com\/insights\/wp-content\/uploads\/2025\/07\/MF-footerbanner-reading-about-formatting.jpg 856w, https:\/\/www.editage.com\/insights\/wp-content\/uploads\/2025\/07\/MF-footerbanner-reading-about-formatting-300x70.jpg 300w, https:\/\/www.editage.com\/insights\/wp-content\/uploads\/2025\/07\/MF-footerbanner-reading-about-formatting-768x179.jpg 768w, https:\/\/www.editage.com\/insights\/wp-content\/uploads\/2025\/07\/MF-footerbanner-reading-about-formatting-850x200.jpg 850w\" sizes=\"(max-width: 856px) 100vw, 856px\" \/><\/a><\/figure>\n\n\n\n<p><span style=\"font-weight: 400;\">&nbsp;<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Jump to Contents\u00a0What is Manuscript Formatting?\u00a0 Why is it Important to Format Your Manuscript Before Submission?\u00a0 Key Guidelines on How to Format Your Manuscript\u00a0 How to Format Tables and Figures in a Manuscript\u00a0 How to Format References in a Manuscript\u00a0 FAQs About Manuscript Formatting Guidelines\u00a0\u00a0 What is Manuscript Formatting?&nbsp; Formatting can be of two types: [&hellip;]<\/p>\n","protected":false},"author":70612,"featured_media":35687,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"categories":[2427],"tags":[6611,2611,6612],"new_categories":[],"new_tags":[],"series":[],"class_list":["post-35684","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-style-format","tag-how-to-format-manuscript","tag-manuscript-formatting","tag-manuscript-formatting-guidelines"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v25.0 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>A Step-by-Step Guideline on How to Format Your Manuscript Before Submission\u00a0 | Editage Insights<\/title>\n<meta name=\"description\" content=\"Manuscript formatting is crucial for a smooth submission process. 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