When a researcher finally completes a manuscript after weeks—or months—of analysis, writing, and revision, the next critical step is choosing a suitable journal. But selecting the journal is only half the task. Before submission, the entire manuscript must be formatted according to the journal’s specific guidelines. This step is often underestimated, yet it is one of the most common causes of desk rejection, even when the research itself is strong.
In this practical, step-by-step guide, you will learn everything you need to format your manuscript correctly, avoid technical rejections, and increase your likelihood of smooth peer review. At the end, we will introduce how SITA Academy can support you with professional formatting aligned exactly with journal criteria.
Most reputable journals receive thousands of submissions every year. Editorial teams often apply strict screening criteria before sending a manuscript for peer review. Even well-written, high-quality research may be rejected within days—or hours—if the formatting does not follow the journal’s required structure, style, and policies.
Correct formatting shows editors that:
You respect the journal’s workflow
You are familiar with international academic standards
Your submission will not cause technical issues for reviewers
You are a serious and responsible researcher
Proper formatting not only saves time but also protects you from unnecessary delays or rejections.
Journal guidelines are a set of instructions provided by publishers to ensure that every manuscript follows a consistent structure. These guidelines include:
Layout and spacing
Title page structure
Abstract requirements
Heading levels and formatting
Reference style
Citation format
Figure and table rules
Ethical declarations
Submission system requirements
Every journal has its own version. Even journals within the same publisher (Elsevier, Springer, Taylor & Francis, Wiley, Sage, MDPI) may differ.
Understanding and following these guidelines is essential for successful submission.
Here is a practical and systematic method to locate all relevant journal requirements:
Visit the journal’s website (not the publisher’s homepage). Usually found via Google or the journal’s database page in Scopus or Web of Science.
This section often appears in the journal’s top menu or sidebar.
Common names include:
Author Guidelines
Submission Guidelines
Guide for Authors
Instructions for Contributors
Most journals specify acceptable submissions, such as:
Original research
Review article
Short communication
Case report
Technical note
Each type may require a different structure, word count, or number of references.
These include:
Plagiarism policy (allowable similarity percentage, tools used—Turnitin, iThenticate)
Peer review process (single-blind, double-blind, open review)
Ethics statement requirements (especially for medical, clinical, or human subject research)
Conflict of interest statement
Financial support acknowledgment
These sections must be added exactly as the journal requires.
Most journals specify a required format, such as:
APA
MLA
Chicago
Vancouver
Harvard
Elsevier numbered style
They often provide examples for both in-text citation and reference list format.
Journals often require:
Specific resolution (300 dpi or higher)
Specific file types (TIFF, JPEG, EPS, PNG)
Labeling format
Table layouts without vertical lines
Numbering requirements
Some journals are:
Fully open access
Hybrid
Subscription-only
Open access journals may require payment of APC fees after acceptance.
Some journals, especially MDPI, IEEE, or specific Elsevier journals, provide downloadable templates in:
Word format
LaTeX
Using the official template can save significant time.
Below is a practical breakdown of the main components of a standard research article and how to format them based on common guidelines across major publishers.
Usually includes:
Full title
Short running title
Authors’ names
Affiliations
Corresponding author details
ORCID IDs (optional but increasingly required)
Some journals require a separate title page to maintain double-blind review.
Typically:
Structured (Background, Methods, Results, Conclusion)
150–300 words
No citations
Clear keywords (3–6)
Follow the journal’s exact structure.
Formatting requirements:
No subheadings
Short and focused
Ending with research gap and objective
Avoid overly long background sections.
Must include:
Study design
Sample and population
Instruments
Data collection
Analysis techniques
Some journals require:
Ethical approval number
Consent statement
Follow required subheading style.
Key formatting considerations:
Tables and figures numbered sequentially
Avoid duplication (do not repeat table data in text)
Follow the journal’s table/figure placement rules
Formatting tips:
Compare findings with existing literature
Explain significance
Discuss limitations
Many journals require a separate conclusion.
Clear, concise, and focused on implications—not repetition.
Must include:
Technical support
Editing support
Financial funding details
Some journals provide fixed sentences (e.g., “The authors acknowledge…”).
Common formats:
“The authors declare no conflict of interest.”
If conflicts exist, specify clearly.
Should match:
Grant numbers
Funding agencies
Institutional support
Incorrect funding information can delay publication.
Required especially for:
Clinical studies
Human participants
Animal subjects
Sensitive data
Each journal specifies the required sentence format.
Must follow journal style precisely:
Punctuation
Italics
Author initials
DOI formatting
Using reference managers like EndNote, Mendeley, or Zotero can help—but final checks must match journal guidelines exactly.
Formatting a research paper according to journal standards can be time-consuming and technically challenging, especially when guidelines are long, complex, or unclear. This is where SITA Academy provides expert support.
Including:
Title page
Abstract structure
Headings and subheadings
Font, spacing, and layout
Tables and figures
Reference and citation style
Ethical statements
Acknowledgments and funding formats
If a journal provides a Word or LaTeX template, we ensure your paper fits it perfectly.
We check for:
Numbering consistency
Heading levels
Table and figure formatting
In-text citation accuracy
Including:
Correct placement of ethics statements
Support in reducing similarity if required
Our formatting ensures your manuscript meets editorial expectations on the first submission.
Proper formatting is a vital step in the publication journey. A well-structured, journal-compliant manuscript demonstrates professionalism and significantly reduces the risk of immediate rejection. With the increasing competitiveness of academic publishing, investing time—or professional support—into correct formatting is not optional; it is essential.
At SITA Academy, we help researchers save time, reduce stress, and submit manuscripts that meet every detail of the journal’s guidelines. With expert formatting for all major publishers and citation styles, we ensure your research receives the presentation it deserves.
If you would like help formatting your paper for Scopus, Web of Science, or Q1–Q4 journals, our team is ready to support you.
If you have any questions, inquiries, or would like to learn more about our services, please don't hesitate to reach out to us. Our dedicated team is ready to assist you.
