Learn how to format a manuscript before sending it to a publisher with simple steps every writer needs to follow for a professional submission.
If you wrote a book or a story and you want to send it to a publisher, that is really exciting! But before you hit send, there is one very important thing you need to do. You need to format your manuscript the right way.
Formatting means making your writing look neat and organized. Publishers receive hundreds of manuscripts every week. If yours looks messy or hard to read, they might not even finish reading it. But if it looks clean and professional, they will take you seriously as a writer.
Do not worry. Formatting is not hard. You just need to know the rules. And in this article, I am going to walk you through every single step.
What Is a Manuscript?
A manuscript is your written work before it gets turned into a book. It could be a novel, a short story, a children's book, or any other kind of writing. When you send it to a publisher, it is called submitting your manuscript.
Publishers do not want fancy designs or colorful fonts. They want something clean and simple that is easy to read. Think of it like handing in a homework assignment. You want it to be neat, organized, and easy for the teacher to read.
Why Does Formatting Matter So Much?
You might be thinking, "If my story is good, why does formatting matter?"
That is a fair question. But here is the truth. Publishers and editors are very busy people. They read a lot of manuscripts every single day. When a manuscript is not formatted correctly, it slows them down. It makes their job harder.
A well-formatted manuscript shows that you are a serious writer. It shows that you respect the publisher's time. And it makes it much easier for them to focus on your actual story instead of getting distracted by weird fonts or missing spaces.
Also, some publishers will reject a manuscript just because it is not formatted right. They do not even get to the story. So formatting is like the first test your manuscript has to pass.
The Basic Tools You Need
Before we talk about formatting rules, let us talk about the tools you need.
You need a word processing program. The most common one is Microsoft Word. Google Docs also works well and it is free. Some writers use Scrivener, which is a special writing software.
Most publishers prefer Microsoft Word files. The file format they usually want is called a .doc or .docx file. Always check the publisher's submission guidelines to see what they want.
Step One: Use the Right Font
The first thing you need to do is pick the right font. Publishers have a favorite font and it is called Times New Roman. The size should be 12 points.
Why Times New Roman? Because it is very easy to read. It is clear and simple. Publishers have been using it for a very long time.
Some publishers also accept Courier New in 12 point size. This font looks like old typewriter text. A few publishers still love it.
Stay away from fancy fonts like Comic Sans, Arial, or anything decorative. Those fonts look unprofessional for a manuscript.
Here is what to do:
- Open your document
- Select all your text
- Change the font to Times New Roman
- Change the size to 12
That is it. Easy!
Step Two: Set Your Margins
Margins are the empty spaces around the edges of your page. For a manuscript, you want one inch margins on all four sides. That means the top, bottom, left, and right sides all need one inch of space.
This is actually the default setting in most word processors. So you might not even need to change anything. But it is good to double check.
To check your margins in Microsoft Word, go to the Layout tab and click on Margins. Make sure it says one inch on all sides.
In Google Docs, go to File and then Page Setup. You can set the margins there.
Step Three: Double Space Everything
This is a very important rule. Your manuscript must be double spaced. That means there is a full blank line between every line of text.
Why? Because editors need space to write notes and make corrections. Double spacing gives them room to do that.
To turn on double spacing in Microsoft Word, select all your text and then go to the Home tab. Look for the line spacing button and choose 2.0.
In Google Docs, go to Format, then Line and Paragraph Spacing, and choose Double.
One more thing. Do not add extra spaces between paragraphs. Some people hit the Enter key twice between paragraphs. Do not do that. Just use a regular paragraph indent instead.
Step Four: Indent Your Paragraphs
Every time you start a new paragraph, you need to indent the first line. An indent means the first line starts a little bit to the right. The standard indent size is half an inch.
Do not use the Tab key to indent. I know that feels natural, but it can cause formatting problems. Instead, set up automatic indents in your word processor.
In Microsoft Word, go to the Home tab. Click on the small arrow in the bottom right corner of the Paragraph section. A box will open. Under Indentation, look for Special and choose First Line. Then set the size to 0.5 inches.
In Google Docs, go to Format, then Align and Indent, then Indentation Options. Under Special Indent, choose First Line and set it to 0.5 inches.
This will automatically indent every new paragraph for you.
Step Five: Set Up Your Header
A header is a line of text that appears at the top of every page. Publishers use headers to keep track of your manuscript if pages get mixed up.
Your header should include:
- Your last name
- A short version of your title (called a slug)
- The page number
It should look something like this:
Smith / The Lost Forest / 1
The page number goes on the right side or the far right. The name and title go on the left.
To add a header in Microsoft Word, go to Insert and click on Header. Choose a simple blank header. Type your last name, a slash, your short title, another slash, and then insert an automatic page number.
In Google Docs, go to Insert, then Headers and Footers, then Header. Type the same information there.
Make sure the header is in the same font as the rest of your manuscript. Times New Roman, 12 point.
Step Six: Create a Title Page
Your manuscript needs a title page. This is the very first page of your document. It has important information about you and your book.
Here is what goes on the title page:
Top left corner:
- Your full name
- Your address
- Your phone number
- Your email address
Center of the page:
- Your book title in all capital letters
- The word "by" on the next line
- Your name under that
Bottom right corner:
- The word count of your manuscript (rounded to the nearest hundred or thousand)
The title page does not get a header or a page number. It is the only page without those things.
Step Seven: Start Your Story on a New Page
After the title page, your story begins on a brand new page. The first chapter should start about one third of the way down the page. Not at the very top.
Write the chapter number or chapter title in the center of the page. Then skip two lines and start your story.
Like this:
Chapter One
(two blank lines)
Once upon a time, there was a girl who loved the forest...
Each new chapter should also start on a new page. Always use the Insert Page Break function to start a new page. Do not just keep pressing the Enter key until you reach a new page. That causes problems if you edit your text later.
Step Eight: Format Your Chapter Headings
Chapter headings should be centered on the page. You can write "Chapter One" or "Chapter 1" or even give your chapter a title like "Chapter One: The Dark Forest."
Pick one style and use it the same way for every chapter. Do not mix formats.
The chapter heading should be in the same font as everything else. Do not make it bigger or bold unless the publisher's guidelines say you can.
Step Nine: Handle Dialogue Correctly
Dialogue is when your characters talk to each other. It needs to be formatted in a specific way.
Each time a new character speaks, start a new paragraph. Even if it is just one word. This makes it very easy for the reader to follow who is saying what.
Use quotation marks around what the character says. Like this:
"I do not want to go into the forest," said Lily.
"But we have to," said Tom. "There is no other way."
Notice that the dialogue tags (said Lily, said Tom) are part of the same sentence as the dialogue. The punctuation goes inside the quotation marks.
Do not start a new paragraph in the middle of one character's speech unless they switch to a new thought. Keep it clean and clear.
Step Ten: Page Numbers
Page numbers should appear on every page except the title page. They go in the header, on the right side, along with your name and title slug.
Make sure the page numbers are automatic. That means your word processor adds them for you. Do not type them in manually. If you type them in by hand and then edit your manuscript, the numbers will get messed up.
In Microsoft Word, you can insert automatic page numbers through the Insert tab. Click on Page Number and choose the location.
In Google Docs, go to Insert, then Page Numbers.
Step Eleven: Word Count
Publishers need to know how long your manuscript is. Before you send it, check your word count.
In Microsoft Word, look at the bottom left of your screen. It shows your word count automatically.
In Google Docs, go to Tools and then Word Count.
Round your word count to the nearest hundred. So if your manuscript is 72,347 words, write 72,300 words. Or round to the nearest thousand and write 72,000 words.
Put this number on your title page in the bottom right corner.
Knowing your word count also helps you understand if your manuscript fits the right category. For example, a middle grade novel is usually between 20,000 and 50,000 words. A young adult novel is usually between 50,000 and 80,000 words. An adult novel is often 80,000 to 100,000 words.
Step Twelve: Scene Breaks
Sometimes in your story you will move from one scene to another. Maybe you jump to a new location or skip ahead in time. You need to show the reader that a break is happening.
To show a scene break, place a single pound sign or hashtag symbol in the center of the page on its own line.
Like this:
#
Some writers use three asterisks in a row like this:
* * *
Pick one style and use it the same way every time. Do not just leave a blank line. Publishers need to see a clear scene break symbol so they know it was intentional.
Step Thirteen: The End
At the very end of your manuscript, after the last line of your story, write "The End" or "END" in the center of the page. This tells the publisher they have reached the actual end of your story. It sounds simple but it is a professional habit that publishers appreciate.
Step Fourteen: Read the Submission Guidelines
This is the most important step of all. Every publisher has their own submission guidelines. These are rules they have written about exactly how they want manuscripts to be sent to them.
Some publishers want a query letter first. Some want only the first three chapters. Some want the whole manuscript. Some want a synopsis too.
Always read the submission guidelines before you send anything. If a publisher says they want a .doc file and you send a PDF, they might reject it without even reading it.
You can find submission guidelines on the publisher's website. Look for a section called Submissions or How to Submit.
Follow the guidelines exactly. If they say 12 point font, use 12 point. If they say one inch margins, use one inch. Do not try to be creative with the format. Just follow the rules.
Quick Checklist Before You Send
Here is a simple checklist you can go through before sending your manuscript to any publisher:
Font and Size
- Times New Roman or Courier New
- 12 point size
Spacing and Margins
- Double spaced throughout
- One inch margins on all sides
- Half inch paragraph indent
Title Page
- Your contact information in the top left
- Title and author name centered
- Word count in the bottom right
Headers
- Last name, short title, and page number on every page
- No header on the title page
Chapters
- Each chapter starts on a new page
- Chapter heading centered
- Story text starts one third down the page for the first chapter
Other Details
- Scene breaks marked with # or * * *
- The End at the close of the manuscript
- Correct file format (.doc or .docx usually)
Common Mistakes Writers Make
Even experienced writers make mistakes when formatting. Here are the most common ones to avoid.
Using the wrong font. Switching fonts or using decorative ones makes your manuscript look unprofessional.
Single spacing. This is one of the biggest mistakes. Always double space.
Forgetting the header. Headers help publishers keep pages organized. Do not skip them.
Not including a title page. Your title page is your introduction. Do not leave it out.
Using the Tab key for indents. Set up automatic indents instead.
Not following submission guidelines. This one can get your manuscript rejected before anyone reads a word of it.
Sending the wrong file format. Always check what file type the publisher wants.
A Note About E-Submissions
Most publishers today accept digital submissions. That means you email your manuscript or upload it to a submission portal on their website.
When you email a manuscript, attach the file. Do not paste your whole story into the body of the email. Put a short professional note in the email body explaining who you are and what you are sending.
Some publishers use submission management systems like Submittable. You create an account and upload your file there. These systems are easy to use and keep track of your submissions for you.
What About Self-Publishing?
If you are planning to self-publish instead of going through a traditional publisher, the formatting rules are a little different. Self-publishing platforms like Amazon KDP have their own formatting guidelines.
But it is still good to know the traditional manuscript format. Many successful self-published authors start with a properly formatted manuscript and then adjust it for their publishing platform.
Also, if you ever want to work with a professional editor before self-publishing, sending them a properly formatted manuscript makes the editing process much smoother and often cheaper.
Final Thoughts
Formatting your manuscript might feel like a lot of steps. But once you do it a few times, it becomes second nature. Many writers set up a manuscript template in their word processor so they never have to think about it again.
The goal of all these formatting rules is simple. Make it easy for the publisher to read your story. Get out of the way of your own writing. Let the words speak for themselves.
You worked hard to write your story. Now give it the best possible chance by presenting it in a clean, professional format. That shows publishers you are serious. It shows them you are ready. And it gives your story the best shot at finding the readers it deserves.
Good luck. You have got this!
Written by Himanshi
