Journal Manuscript Formatting: A Complete Guide
Learn how to format your research manuscript for journal submission with this complete guide. Understand APA, MLA, Chicago, and Vancouver styles, figures and tables formatting for smooth submission to Scopus- and Web of Science-indexed journals.
- What is Journal Manuscript Formatting?
- Why It Is Necessary to Format Your Paper According to Journal Guidelines
- How to Find Out the Journal Submission and Formatting Guidelines
- Step-by-Step Guide to Manuscript Formatting
- General Manuscript Formatting Guidelines
- Adapting Your Manuscript to Different Journal Styles
- Manuscript Formatting Services at SITA Academy
Even high-quality research can be rejected if the manuscript fails to meet the journal’s formatting requirements. Proper manuscript formatting ensures that your work is presented professionally, improves readability, and demonstrates attention to detail. Following the journal’s guidelines not only avoids desk rejection but also streamlines the review process, helping your research reach a wider audience efficiently.
In this guide, we explain what journal manuscript formatting is, why it is essential, how to find guidelines, general formatting principles, and additional tips for adapting to different formats. We also introduce how SITA Academy can assist you in formatting your manuscript for publication.
What is Journal Manuscript Formatting?
Journal manuscript formatting refers to structuring your research paper according to the specific requirements set by the journal to which you intend to submit. This includes layout, style, font, reference format, section headings, tables, figures, and other submission rules. Each journal may have its own formatting standards, often detailed in the “Author Guidelines” section on its website.
Proper formatting ensures that:
Reviewers can focus on the scientific content rather than being distracted by presentation errors.
Your manuscript meets the technical requirements for submission systems.
Figures, tables, and references are consistent and professional.
Why It Is Necessary to Format Your Paper According to Journal Guidelines
Formatting a manuscript correctly is more than cosmetic—it is crucial for acceptance. Journals often receive hundreds of submissions, and manuscripts that do not adhere to formatting guidelines may be desk rejected before peer review. Correct formatting:
Reflects professionalism and attention to detail.
Improves readability and understanding of your research.
Reduces delays caused by back-and-forth revisions for formatting errors.
Ensures compliance with ethical reporting, copyright, and open access policies.
How to Find Out the Journal Submission and Formatting Guidelines
Before starting the formatting process, locate the journal’s submission instructions:
Visit the journal’s official website.
Navigate to the “For Authors” or “Submission Guidelines” section.
Check for details on:
Word limits and section structure
Figures, tables, and supplementary material formatting
Ethical statements and declarations
Open access or copyright rules
Some journals provide downloadable templates (Word or LaTeX) that already include proper formatting. Using these templates saves time and reduces errors.
Step-by-Step Guide to Manuscript Formatting
Set Up Your Document
Standard font (e.g., Times New Roman, 12 pt)
1.5 or double line spacing
Standard page margins (usually 2.5 cm)
Title Page
Title of your paper (concise and informative)
Author names and affiliations
Corresponding author contact
Abstract and Keywords
Word limit as per journal (usually 150–250 words)
3–6 relevant keywords
Headings and Sections
Use the journal’s preferred heading hierarchy (Introduction, Methods, Results, Discussion, Conclusion)
Keep subheadings clear and consistent
Figures and Tables
Numbered consecutively (Figure 1, Figure 2…)
High-resolution images (usually 300 dpi)
Titles and legends formatted per guidelines
References
Follow the journal’s required style strictly
Ensure all cited references appear in the reference list and vice versa
Supplementary Material
Appendices, raw data, or additional figures if allowed
Follow specific naming and formatting rules
Final Checks
Spell check and grammar
Ensure consistency in fonts, headings, and numbering
Verify compliance with word limits and formatting rules
General Manuscript Formatting Guidelines
While each journal has unique requirements, general rules include:
Consistent font and size (usually Times New Roman 12 pt)
Standard margins (2.5–3 cm)
Page numbers on each page
Line spacing 1.5–2
Figures and tables embedded or submitted separately according to journal policy
References formatted consistently according to style guide
Adapting Your Manuscript to Different Journal Styles
Journals may require specific manuscript formats depending on the discipline, article type, or publisher preference. Adapting to the correct format is crucial for successful submission. The most common formatting styles include APA, MLA, Chicago, and Vancouver, each with specific rules for citations, references, headings, and overall manuscript structure.
1. APA (American Psychological Association)
Fields Used: Social sciences, psychology, education, business.
References: Author-date citation style (e.g., Smith, 2022). Full reference list at the end alphabetically.
Headings: Uses a five-level heading system; consistency is essential.
Figures and Tables: Numbered consecutively (Figure 1, Table 1) with descriptive titles and legends. Figures must be clear, high-resolution, and cited in text.
Example: In-text citation: (Smith, 2022); Reference: Smith, J. (2022). Title of the Book. Publisher.
2. MLA (Modern Language Association)
Fields Used: Humanities, literature, arts.
References: Uses parenthetical citations with author and page number (e.g., Smith 45). Works Cited page at the end.
Headings: Simple heading style, often no numbered headings.
Figures and Tables: Labeled as Figure 1, Table 1, with a caption below; images should be cited in text and include source information.
Example: In-text citation: (Smith 45); Works Cited: Smith, John. Title of the Book. Publisher, 2022.
3. Chicago/Turabian Style
Fields Used: History, arts, humanities, some social sciences.
References: Two systems: Notes and Bibliography (footnotes/endnotes) or Author-Date citation style.
Figures and Tables: Numbered consecutively with titles, usually placed close to first mention in text.
Example: Footnote: ¹John Smith, Title of the Book (Publisher, 2022), 45.
4. Vancouver Style
Fields Used: Medicine, health sciences, biology.
References: Numbered sequentially in the text (e.g., [1], [2]); full reference list in numerical order.
Figures and Tables: Numbered and cited in order of appearance in the text. Legends are brief but descriptive.
Figures and Tables in Different Formats
Placement: Either embedded within the manuscript near the relevant text or submitted as separate files if required by the journal.
Numbering: Sequentially for each manuscript. Figures use “Figure 1, Figure 2…”, tables use “Table 1, Table 2…”.
Titles and Legends: Provide descriptive titles above tables and captions below figures. Include units, abbreviations, or statistical notes if necessary.
Resolution: High-resolution images (usually ≥300 dpi for journals). Charts and graphs should be clear and legible.
Tip: Always consult the specific journal’s Author Guidelines, as some journals may have minor variations or additional formatting requirements even within these standard styles.
Manuscript Formatting Services at SITA Academy
At SITA Academy, we assist researchers in preparing manuscripts that meet journal requirements perfectly. Our services include:
Formatting your manuscript according to any journal’s specifications
Ensuring correct headings, references, tables, figures, and abstracts
Adapting papers for Word submission
Checking compliance with word limits, line spacing, and other technical requirements
Our expert team reduces the risk of desk rejection and prepares your manuscript for smooth submission to international journals, including Scopus- and Web of Science-indexed journals.
Conclusion
Manuscript formatting is a critical step in academic publishing. Properly formatted manuscripts reflect professionalism, facilitate peer review, and improve your chances of acceptance. By following journal guidelines, using templates, and applying general formatting principles, researchers can ensure their work is presented in the best possible way.
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