How to Format an Academic Book Manuscript in 2025: Step-by-Step Guide

What Makes Academic Books Unique

• Different from trade nonfiction and textbooks: scholarly monographs prioritize argumentation, evidence, and documentation over mass-market readability or pedagogy-first layouts. The goal is durable, citable scholarship rather than general-interest appeal.
• Specialized scholarly apparatus: rigorous footnotes/endnotes, comprehensive bibliographies, clearly labeled appendices, and a detailed index. Figures and tables require captions, sources, and permissions for third-party content.
• Formal tone and coherence: consistent citation style, disciplined heading hierarchy, and structural cohesion across chapters (e.g., standardized introductions, argument development, and conclusions).

Major Style Guides for 2025

While publishers provide their own house styles, the following guides shape most academic book conventions in 2025:

Publisher Expectations

Accepted File Formats

• DOCX (preferred for editing and copyflow).
• PDF (for clean, non-editable submissions and page-check proofs).
• EPUB/XML (increasingly requested for digital proofing and accessibility workflows).

Document Structure

• Either one master file with a clear style hierarchy or one file per chapter plus front/back matter.
• Use paragraph/heading styles (not manual formatting) to enable automated TOCs, cross-refs, and indexing.
• Apply consistent numbering for figures, tables, and notes; include descriptive captions and sources.

Figures, Tables & Permissions

• High resolution: 300 DPI minimum for images (TIFF, PNG, or EPS for line art as specified).
• Editable tables: supply as text or spreadsheet, not screenshots.
• Rights & permissions: obtain written permission for third-party content; include credit lines exactly as required.

Typical Deliverables

• Clean manuscript file(s) with unified styles and correct pagination (roman numerals in front matter; arabic in body).
• Separate folder for figures/tables with logical filenames (e.g., Fig_03_02_caption-keywords.tif).
• Permissions log, contributor bios, and any required metadata (ISBN/DOI if assigned).

Clarify Publication Goals

• Format path: print, eBook, or both. Choose a trim size early (e.g., 6×9 in, 7×10 in) to guide margins and image sizing.
• House-style first: locate the press’s “Instructions for Authors” and create a short compliance log for each requirement.

Choose the Right Tools

• Microsoft Word: default submission/editing environment (track changes, comments).
• LaTeX: best for equation-heavy or technical layouts; robust cross-refs and bibliographies.
• Adobe InDesign: final layout/typesetting (usually handled by the press/design team).
• Typst / Inkwell / Overleaf: modern structured writing and collaboration; export cleanly to DOCX/PDF.

Set Up Your Workspace

• Use styles only: paragraph and heading styles (no tabs for indents, no manual line breaks).
• Versioning: cloud sync or Git; consistent names (e.g., Lastname_Title_v03_2025-10-28.docx).
• Asset discipline: separate figures/, tables/, appendices/; filenames that match in-text callouts.
• Deliverable structure: one master DOCX with auto-TOC or one file per chapter if the press requests it.

Initial Formatting Hygiene

• Show formatting marks: clean tabs, double spaces, and extra breaks; fix with styles and spacing.
• Notes done right: insert footnotes/endnotes with Word’s tool; never renumber by typing over markers.
• Figure standards: photos ≥ 300 dpi; line art ≥ 600 dpi (vector preferred). Tables must be editable, not screenshots.
• Accessibility & EPUB readiness: use a true heading hierarchy, add alt text for all figures, and write descriptive link text.
• Citation placeholders: keep a consistent pattern (e.g., “(Author Year)” or “[Ref]“) until references are finalized.
• Permissions & metadata: maintain a simple tracker (rights holder, credit line, file name) and prep ORCID/keywords.

Page Setup

• Paper size: US Letter (8.5 × 11 in) or A4, as required by your press.
• Margins: 1 inch (2.54 cm) on all sides is the most common baseline unless the press specifies otherwise.
• Line spacing: double-spaced manuscript files are standard at many university presses.
• Alignment: left-aligned (ragged right) unless your press instructs otherwise.
• Paragraphs: use styles to control first-line indents or space-between-paragraphs per house style; do not use tabs.

Fonts & Typography

• Body text: a widely available serif such as Times New Roman, 12-pt, unless specified otherwise by the press.
• Headings: apply semantic heading styles (Heading 1, Heading 2) rather than manual bold/size changes—this supports TOC generation and accessibility.
• Italics vs. underline: use italics for titles/foreign terms; avoid underlining in body text unless your style guide requires it.

Headers, Footers & Pagination

• Page numbering: number manuscript pages automatically (no typed numbers). Many presses use roman numerals in front matter and arabic for the main text—follow house style.
• Running heads: if requested, include author surname and a short title via the header (Word) or appropriate LaTeX commands; avoid manual text on each page.
• Footnotes/endnotes: insert with your word processor’s note tool so numbering updates correctly through edits (never renumber by hand).

Figures, Tables & Captions

• Numbering: double-number by chapter (e.g., Figure 1.1, Table 2.3) and place clear callouts in the text (e.g., “[Insert fig. 1.1 here]“).
• Delivery: keep figures as separate files (not embedded); keep tables editable (not screenshots).
• Resolution: photos ≥ 300 dpi; line art ≥ 600–1200 dpi, vector when possible (EPS/SVG per press).
• Captions & sources: include in the manuscript and match filenames to figure numbers to reduce errors in typesetting.

Accessibility & 2025 Readiness

• Semantic structure: rely on true heading styles and lists; avoid “fake” visual formatting so screen readers can parse the document.
• Alt text: provide concise, descriptive alt text for every figure to support EPUB and accessible PDF workflows.
• Style-guide alignment: Chicago Manual of Style 18th Edition adds guidance on accessibility and digital citations—use it as your baseline unless the press specifies another guide.

File Naming & Version Control

• Naming pattern: use consistent, human-readable names (e.g., Lastname_Title_v03_2025-10-28.docx).
• Foldering: separate front-matter/, chapters/, figures/, tables/, back-matter/; keep a permissions log alongside assets.
• Master vs. per-chapter files: unless your press requests per-chapter files, a single master DOCX with styles and auto-TOC is typical.

Front Matter

The front matter establishes context, metadata, and authority before the main chapters begin. Most presses paginate this section in lowercase roman numerals (i, ii, iii … ), starting fresh with Arabic numerals for the body.

1. Title Page: Include the complete book title and subtitle, author or editor names, institutional affiliations, and contact details. Leave space for publisher imprint and copyright line—presses usually insert these later.
2. Copyright Page: Reserve a separate page for copyright notice, ISBNs (print + eBook), edition statement, and credit lines for images, funding, or permissions. Include the Creative Commons license if applicable.
3. Dedication or Epigraph (optional): Keep to one or two lines; style consistently with italics or centered text.
4. Acknowledgments: Credit contributors, funders, or institutions. Keep acknowledgments concise; elaborate discussions belong in a preface.
5. Table of Contents (TOC): Generate automatically via heading styles so it updates as chapters change. Avoid manual dots or spacing—production systems re-create the TOC downstream.
6. Lists of Figures and Tables: Provide caption text exactly as it appears in the chapters. These lists improve navigation for both print and reflowable eBooks.
7. Preface and/or Foreword: The preface (by the author) explains the project’s scope or genesis. A foreword (by another scholar) adds endorsement or historical framing. Each starts on a new page and ends with the writer’s name and date.

Body (Main Text)

The body of your manuscript contains the substantive chapters and is formatted for clarity, consistency, and accessibility. Each chapter should begin on a new page and use a defined heading hierarchy for seamless TOC generation and EPUB navigation.

Chapter Structure

• Opening page: center the chapter number and title; use “Heading 1.” Include a short descriptive subtitle if helpful.
• Epigraph (optional): one or two italicized lines flush right or centered; avoid oversized quotation marks.
• Subheadings: use “Heading 2” and “Heading 3″ styles only as needed—too many levels hinder readability.
• Paragraph format: first-line indent 0.5 in, double-spaced text, no extra paragraph spacing.
• Block quotations: indent 0.5 in on both sides; single-spaced; omit quotation marks.
• Figures and tables: insert callouts such as [Insert Figure 3.2 near here]; supply captions directly below each image or table; reference sequential numbering (e.g., 3.1, 3.2).
• Footnotes or endnotes: insert using your word processor’s automatic feature, not manual superscripts. For long notes, prefer endnotes per Chicago 18th ed. unless the press specifies footnotes.
• Citations: follow the selected style guide (Chicago 18th, APA 7th, MLA 9th, etc.). Maintain a single consistent format throughout all chapters.

Accessibility and Cross-Platform Integrity

• Heading hierarchy: ensure headings follow a logical sequence without skipping levels.
• Alt text: provide descriptive alt text for every figure, chart, or photo for accessible EPUB output.
• Hyperlinks: embed meaningful text (e.g., “See Appendix A for survey results”) instead of bare URLs.
• Consistency check: run Word’s or Inkwell’s built-in accessibility checker before submission.

Back Matter

The back matter provides scholarly support and navigational aids. It typically uses Arabic page numbering continuing from the body. Order and labeling matter—presses use this structure to automate indexing and digital metadata.

1. References or Bibliography: Format according to your chosen citation style. Use hanging indents and maintain one space after periods. If you used reference-management software (Zotero, EndNote, etc.), ensure all citations are “flattened” before submission to prevent field-code corruption.
2. Appendices: Label sequentially (Appendix A, B, C …). Each begins on a new page and includes a clear title describing its content (e.g., “Survey Instrument” or “Archival Documents List”). Cross-reference them within the text where relevant.
3. Glossary (optional): List specialized terms alphabetically with concise definitions. Keep formatting parallel to the main text for readability.
4. Index: Provide either a list of proposed index terms or index tags embedded with your word processor’s indexing tool. Presses typically handle final indexing but value author-suggested entries for key concepts, names, and themes.
5. Contributor Biographies: Include one short paragraph per author or editor (50–100 words) with current affiliation and notable publications.
6. About the Author (optional for single-author works): A short marketing bio distinct from the scholarly contributor note. This may be reused for catalog copy and jacket design.

Final Review Before Submission

• Confirm page numbering transitions correctly from roman to Arabic numerals.
• Verify every chapter title matches the TOC exactly (capitalization, punctuation, page references).
• Ensure all figures/tables mentioned in text exist and match their filenames.
• Run a final spell check and style-consistency audit (PerfectIt or Inkwell AI assistant).
• Double-check rights statements, permissions, and contributor credits in the front and back matter.

This final pass demonstrates professional care and prevents costly proof corrections. A clean, consistently structured manuscript signals to editors that your project is press-ready.

Key Differences Between Digital and Print Layouts

• Reflowable vs. fixed layout: Academic e-books are typically reflowable, allowing text to adapt to screen size. Avoid manual spacing, text boxes, and page breaks that interfere with reflow.
• Page numbers: Digital editions use location references or section anchors, not fixed page numbers. When citing within your text, use section or chapter identifiers rather than “page 123.”
• Color and contrast: E-ink readers and accessibility standards require sufficient contrast (minimum 4.5:1). Avoid using color alone to convey meaning.
• Hyperlinked structure: TOC entries, cross-references, and citations should be hyperlinked. This improves navigation and indexing by search engines and academic libraries.

Preparing Your Manuscript for EPUB 3

EPUB 3 is the dominant open standard for digital scholarly publishing and is required by Google Books, Apple Books, and most university presses. It supports multimedia, MathML, and rich accessibility tagging.

• Heading hierarchy: Maintain a proper sequence (H1 → H2 → H3). Avoid skipping levels—this becomes the digital TOC.
• Semantic structure: Use real lists, tables, and headings rather than visual styling. EPUB readers rely on this for navigation and screen-reader flow.
• Alt text: Add descriptive alt text for every figure, chart, and table. Alt text should explain the purpose of the image, not merely restate the caption.
• Footnotes and endnotes: Use your word processor’s built-in tools. EPUB 3 converts these automatically into clickable pop-ups or hyperlinks.
• Equations and formulas: Export MathML or use LaTeX-to-MathML conversion tools (e.g., Pandoc, Inkwell, or Overleaf’s EPUB exporter). Avoid rasterized equation images—they are inaccessible and blur on mobile devices.
• Hyperlinks: Use meaningful link text (“Download dataset”) rather than raw URLs. Avoid linking to paywalled or session-based resources.
• Embedded media: Only include audio/video if your press explicitly supports it. Provide captions or transcripts to meet accessibility requirements.

Accessibility and Compliance

Accessibility is no longer optional. Many presses must now comply with WCAG 2.2 and PDF/UA standards under international accessibility legislation. Meeting these standards at the manuscript stage saves major re-work later.

• Descriptive alt text: Required for every image, chart, or figure.
• Tagged reading order: Ensure headings, lists, and tables appear in a logical sequence. Avoid using spaces or returns to position elements.
• Captions and transcripts: Any media (video or audio) must include captions or transcripts for screen-reader accessibility.
• Accessible tables: Avoid merged cells or split rows. Use clear column headers and concise labels.
• Color contrast & emphasis: Use bold or italics sparingly and avoid color-only cues. Test with accessibility checkers such as ACE by DAISY or Adobe PDF Accessibility Checker.
• Chicago 18th Edition guidance: now includes explicit accessibility and inclusive-language recommendations. Align with these to meet both ethical and technical standards.

Metadata and Digital Identifiers

Accurate metadata is the backbone of discoverability. Publishers and libraries use this information to catalog, cross-reference, and track citations for your work.

• Title and subtitle consistency: match your manuscript title page exactly. Metadata errors here propagate across distribution platforms.
• Author and contributor fields: include ORCID iDs, institutional affiliations, and email addresses (if requested).
• Keywords and abstract: supply 5–10 well-researched keywords; this boosts search visibility in Google Scholar and library databases.
• DOI and ISBN linkage: if your publisher assigns both, confirm that the metadata connects the digital and print editions.
• Rights and licensing: clearly indicate if your book is Open Access and which license applies (e.g., CC BY-NC-SA 4.0).

Export and Testing Checklist

• Export format: EPUB 3 (preferred) or tagged PDF (for presses using PDF workflow).
• Validate EPUB: run EPUBCheck to ensure there are no broken links or malformed tags.
• Preview devices: test in Kindle Previewer, Apple Books, and browser-based readers.
• Accessibility audit: use ACE by DAISY or Adobe’s checker to verify heading order and alt-text coverage.
• Backup version: retain a copy of the pre-converted manuscript and a verified EPUB/PDF version for your records.

Final Tips for Digital-First Success

• Keep layout minimal: simple structures survive format conversion best. Avoid text boxes, multi-column layouts, or manual page balancing.
• Integrate citations smartly: reference-manager tools like Zotero or EndNote export cleanly to EPUB when fields are flattened before conversion.
• Preserve alt text and captions: ensure exports retain accessibility tags.
• Run a final visual check: inspect how headings, lists, and tables display across phone, tablet, and desktop. Uniformity matters for reader confidence.
• Communicate with your press: ask whether they prefer Word, LaTeX, or XML-based submission for digital typesetting; following their format saves production time.

Preparing with digital production in mind signals professionalism and foresight. Editors increasingly prioritize manuscripts that require minimal post-processing and meet accessibility compliance out of the gate.

Final Submission Checklist

• Complete manuscript file: one clean DOCX (or LaTeX package) with unified styles, automatic TOC, and verified pagination. Use roman numerals for front matter and Arabic for body text.
• Separate figure and table folder: filenames must match in-text references (e.g., Fig_4_2_caption-keywords.tif). All images ≥ 300 dpi; line art ≥ 600 dpi.
• Permissions documentation: include a spreadsheet listing third-party materials, rights holders, license type (CC BY, Fair Use, etc.), and credit lines.
• Metadata sheet: list book title, subtitle, author affiliations, ORCID iDs, keywords, abstract, and licensing status.
• Supplementary materials (if any): datasets, appendices, or multimedia files labeled clearly by chapter or appendix.

Working with Editors and Typesetters

• Communication: respond promptly to copyedit queries and proof corrections. Keep tracked changes on for transparency.
• Do not reformat proofs: use comments to flag layout or typography issues; never adjust margins or spacing at proof stage.
• Proofreading window: expect one or two rounds of proofs. Review for factual accuracy, figure placement, and citation consistency—not stylistic rewrites.
• Index coordination: supply preferred index terms or confirm indexer contact if the press handles it. Cross-check page ranges before final approval.

Smart Handoff Tips

• Keep all files in one folder: use consistent, dated filenames (e.g., Lastname_Manuscript_Final_2025-10-28.docx).
• Send via the publisher’s portal: avoid email attachments over 25 MB; use university-press submission systems or secure upload links.
• Archive everything: retain pre-proof, proof, and post-proof versions in cloud or version control for future revisions.
• Confirm receipt: ask your editor for confirmation and the projected copyediting schedule.

A clean, well-documented submission demonstrates professionalism and makes you a preferred author for future collaborations. Editors often note when authors follow press guidelines meticulously— it directly reduces production costs and errors.

Formatting & Structure Errors

• Manual formatting instead of styles: using tabs, spaces, or font changes to create headings or indents breaks automation. Always use defined paragraph and heading styles.
• Inconsistent heading hierarchy: skipping from Heading 1 to Heading 4 causes broken TOCs and accessibility violations. Maintain logical progression (H1 → H2 → H3).
• Unlinked TOC entries: manually typed contents don’t update with page shifts. Generate the TOC automatically to ensure accuracy.
• Mixed numbering systems: switching between roman and Arabic numerals incorrectly confuses copyeditors. Follow the standard: roman for front matter, Arabic for the body onward.

Figures, Tables & Permissions Issues

• Low-resolution images: raster graphics under 300 dpi (or line art under 600 dpi) print poorly and trigger rework. Always verify resolution before submission.
• Embedded images: placing figures inside Word files instead of separate folders complicates layout extraction. Submit figures individually and label them consistently.
• Missing permissions: using third-party images, charts, or long quotations without written consent can halt publication. Maintain a permissions log from the start.
• Inconsistent captions or figure calls: mismatched numbering between text and files leads to layout errors. Double-check figure and table references.

Citations & Accessibility Oversights

• Unflattened reference fields: Word citations linked to EndNote/Zotero can break in production. Convert all citations to static text before submission.
• Missing alt text: academic eBooks require alt text for every image, chart, and figure. Without it, EPUB accessibility compliance fails.
• Non-descriptive hyperlinks: “click here” offers no accessibility context. Use meaningful link text such as “see Appendix A for data tables.”
• Outdated style editions: using older Chicago or APA rules creates inconsistencies. Always confirm alignment with the Chicago Manual of Style, 18th Edition (2024) or the latest guide required by your field.

Quick Prevention Tips

• Audit your file: use “Show Formatting Marks” to reveal hidden spaces or manual breaks.
• Run consistency tools: PerfectIt or Inkwell’s style checker can catch repeated errors fast.
• Keep a single source file: merging multiple copies introduces invisible formatting conflicts.
• Proof before conversion: always validate formatting before exporting to PDF or EPUB.

Fixing these issues before submission not only accelerates acceptance but also positions your manuscript as professionally managed—something editors notice immediately.