Professional Manuscript Formatting: Key Elements and Tips

~ Liss Caldwell

You’ve poured your heart and soul into your manuscript, crafting a story that deserves to be seen by the world. Before you hit send on that query letter, there’s one crucial step remaining: formatting your manuscript for submission.

A well-formatted manuscript is a professional presentation of your work. It shows agents and editors that you’re serious about your writing and that you understand the industry standards. Here’s a breakdown of the key formatting elements to ensure your manuscript shines:

1. Font and Font Size:

  • Industry Standard: 12-point font in a professional serif typeface like Times New Roman (preferred) or Courier.
  • Why it Matters: Serif fonts are easier on the eyes for extended reading sessions, and a standard font size ensures consistent readability.
  • Real-World Example: Bestselling author Stephen King famously uses Times New Roman, 12-point font for all his manuscripts.

2. Line Spacing:

  • Industry Standard: Double-spaced lines with no extra space between paragraphs.
  • Why it Matters: Double spacing allows for easier editing and annotations, both for you and potential agents/editors.
  • Actionable Tip: Use the “Line Spacing” option in your word processing software and select “Double” with “Before” and “After” set to 0 pt.

3. Margins:

  • Industry Standard: One-inch margins on all sides (top, bottom, left, and right).
  • Why it Matters: Consistent margins create a clean, professional look and ensure your manuscript adheres to industry expectations. Increased white space also increases readability.
  • Reference: According to the Writer’s Digest Writer’s Digest website, “One-inch margins are the universally accepted standard for formatting a manuscript.”

4. Indentation: Note Indentation is in flux, similar to quotation marks. If you still choose to indent, be consistent.

  • Industry Standard: Half-inch indent for the first line of each paragraph.
  • Why it Matters: Indentation visually separates paragraphs and improves readability. Avoid using the Tab key for indentation, as some formatting tools might not translate it correctly.
  • Actionable Tip: Use the “Paragraph” settings in your word processing software and choose “First Line Indent” set to 0.5 inches.

5. Page Numbering:

  • Industry Standard: Start numbering on page 1 (excluding the title page), typically placed in the top right corner.
  • Why it Matters: Consistent page numbering helps editors and agents easily reference specific sections of your manuscript.
  • Actionable Tip: Insert page numbers in your document header or footer, ensuring they start on page 1 and continue throughout the manuscript.

6. Chapter Headings:

  • Industry Standard: Center-aligned, bolded chapter headings with consistent formatting throughout the manuscript.
  • Why it Matters: Clear chapter headings make it easy for readers to navigate your story and locate specific parts.
  • Real-World Example: The Harry Potter series by J.K. Rowling uses a consistent format for chapter headings, with the chapter number centered and bolded, followed by the chapter title.

7. Manuscript Length:

  • Industry Standard: Genre-dependent, but generally between 75,000-120,000 words for adult fiction (90 000 is standard for first time authors, unless fantasy or historical fiction), and 50,000-80,000 words for young adult fiction (75 000 is standard). 35 000 words for a mid-grade novel for 8 – 12 year olds, can be as high as 60 000.
  • Why it Matters: Understanding preferred word counts shows industry awareness and helps you tailor your manuscript length accordingly.
  • Beyond Formatting:
  • File Format: Save your manuscript as a .doc, .docx, or .rtf file for broader compatibility.
  • Proofread and Edit: Ensure your manuscript is free of typos and grammatical errors before submitting.
  • Read Submission Guidelines: Always follow the specific submission guidelines of each agent or publisher you target.
  • The Importance of a Strong Title: A captivating title and a well-designed cover page are the first impressions your manuscript makes, acting as a gateway to the world you’ve created. A strong title sparks curiosity and accurately reflects your story’s essence. It should be concise, memorable, and grab the reader’s attention in a crowded marketplace. Similarly, a professional cover design visually complements your title and genre, enticing readers to delve deeper. It’s a visual promise of the story’s tone and content, luring them to crack open your manuscript and discover the magic within. Together, a compelling title and a cover page design create a powerful first impression that can make all the difference in captivating an agent or editor and ultimately, securing your path to publication.

By following these formatting standards and presenting a professional manuscript, you increase your chances of capturing an agent or editor’s attention and taking your writing career to the next level. Remember, a well-formatted manuscript demonstrates your professionalism and respect for the publishing industry. Ensure your manuscript reads as you envision with developmental or structural editing, or a one on one consult.

Published by Liss Caldwell

Uniting over thirty years as a coach, trainer, teacher and facilitator, with three decades in the publishing and Digital Marketing Industries, I support you to bridge the gap between goals and accomplishments, by navigating your pathways to publishing aligned with your book, business and personal goals. As an author and developmental/structural editor and emerging artist I understand the creatives path and the importance of nurturing your project to completion as you envisage it, whilst combining the marketing strategy, designed for business growth and author brand development. I am passionate about sustainable business development within the publishing industry. I am a disability and inclusion advocate and sit on the Lismore Council, Disability Inclusion Access Group. After learning to walk twice this lifetime, and to read and write three times this lifetime, I am passionate about giving a voice for inclusion and progression. I write social novels woven with folklore, for YA and crossover audiences to initiate conversations and grow communities. An active member of the Landcare network, I am currently rewilding seven acres in the Northern Rivers of NSW. For eight years we have been returning, degraded and heavily eroded grazing land to rainforest and koala habitat. The property, known as The Torr, is home to a diverse range of native flora and fauna many endangered or threatened species, including koalas, yellow bellied gliders, richmond birdwing butterflies, grey goshawks, glossy black cockatoos, as well as bats, many birds, echidnas. The Torr is a recognised women's healing and birthing place by our first nations' people. The goanna and snake are the totems that have returned in abundance. 10% of all exchanges are put back into rehabilitating this land back to it's natural state, with a promise of 95% to be planted and treed by 2030. I look forward to connecting and collaborating with you.

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