How to Format an Article for Academic Journal Submission (Step-by-Step Guide)

Introduction

In academic publishing, outstanding research is only part of the equation—how you present that research can determine whether your paper advances to peer review or is filtered out early. Effective article formatting signals professionalism, makes your arguments easier to evaluate, and reduces the friction reviewers face when reading and assessing your work.

Why formatting matters: acceptance, speed, and credibility

Formatting isn’t merely cosmetic. It shapes three high-impact outcomes:

• Acceptance likelihood: Submissions that ignore a journal’s formatting rules are often desk-rejected before peer review.
• Review time: A clean, well-structured article reduces reviewer cognitive load, shortening review cycles and speeding decisions.
• Perceived credibility: Consistent, professional presentation builds trust and indicates scholarly rigor.

Content quality vs. presentation quality

Content quality = your hypotheses, methods, results, and conclusions. Presentation quality = how those ideas are organized, formatted, and delivered to the reader. Even strong content can be undermined by sloppy formatting; conversely, clear presentation can significantly improve first impressions and make rigorous work easier to assess.

What this guide will help you do

This guide provides a compact, step-by-step playbook for preparing an academic article for submission. You’ll learn how to:

1. Choose the right target journal and interpret its author guidelines
2. Select the optimal writing environment (Word, LaTeX/Overleaf, Inkwell, or templates)
3. Format headings, citations, tables, and figures to journal standards
4. Run a final submission-ready checklist that prevents desk rejection

Start With Journal Selection (Before You Write a Word)

Many formatting headaches evaporate if you choose your target journal before you start writing. Each journal enforces different journal submission requirements, citation styles, and file formats—so early selection lets you tailor structure, length, and visuals to the destination, not the other way around.

Why formatting decisions depend on the target journal

A journal’s scope, audience, and technical expectations determine everything from whether you need a structured abstract to which image formats and resolution are acceptable. Picking a journal first prevents wasted effort on formatting choices that will be thrown out at submission, and reduces the risk of desk rejection for noncompliance.

“Instructions for Authors” vs “Submission Guidelines” vs “Style Guide”

Journals often have three different stages of requirements along the submission journey. These three requirement documents overlap but serve different purposes. Here’s an overview of each:

Downloadable Journal Requirements Checklist

Save time and avoid last-minute scrambles with a single checklist that captures the most common journal requirements. Use it when comparing targets or preparing your final submission.

Download checklist (.txt)

Tip: Keep this checklist attached to your article folder and update it for each journal to ensure compliance with author guidelines and reduce formatting rework later.

Choose and Set Up Your Writing Environment

Choosing the right writing environment early saves hours (or days) of reformatting later. Below is a practical guide to when to use each platform and how to set up template-based formatting, folder structure, and file naming so your manuscript stays submission-ready.

When to use which tool

Folder structure & file organization (recommended)

A predictable folder structure keeps coauthors on the same page and speeds submission.

  /MyProject-Title/
  ├─ article/
  │  ├─ article_draft_v1.docx
  │  ├─ article_final_for_submission.docx
  │  └─ cover_letter.docx
  ├─ figures/
  │  ├─ fig1.tiff
  │  └─ fig2.svg
  ├─ tables/
  │  └─ table1.xlsx
  ├─ supplementary/
  │  └─ suppl_materials.pdf
  └─ data/
     └─ dataset_description.txt
  

File naming conventions for version tracking

Use concise, consistent file names that encode version, author, and date. Examples:

• article_draft_v1_smith_2025-11-06.docx
• article_final_submission_v3.docx
• fig3_growth_curve_v2.tiff

Tips:

• Use ISO date format (YYYY-MM-DD) so files sort chronologically.
• Avoid spaces—use underscores (_) or dashes (-).
• Keep versions sequential (v1, v2…); reserve “final” only for the file you actually submit.

Standard Academic Article Structure (With Formatting Expectations)

A predictable structure helps reviewers locate the information they need quickly. Below are the formatting expectations and practical examples for each major article section. Follow these rules to keep your submission professional, scannable, and aligned with common academic article structure standards.

Heading hierarchy (H1 / H2 / H3)

Use semantic heading styles rather than manual formatting. This ensures consistent hierarchy, accessibility, and correct conversion to XML for publishers.

• H1: Typically reserved for the article title (handled by the journal template).
• H2: Major sections — Introduction, Methods, Results, Discussion, Conclusion.
• H3: Subsections — e.g., Participants, Data collection, Statistical analysis.

  Example (Heading usage)
  H2 Introduction
  H2 Methods
    H3 Participants
    H3 Measures
    H3 Data Analysis
  H2 Results
  H2 Discussion
  H2 Conclusion
  

Title page & authorship order

The title page is the first impression—make it precise and compliant with the journal’s requirements.

• Title: Concise, descriptive, and usually under 15–18 words. Avoid jargon and abbreviations.
• Running head / short title: 50–60 characters (if requested).
• Authorship order: Follow disciplinary norms (e.g., contribution-based in sciences, alphabetical sometimes in humanities). Ensure all authors agree on order and include affiliations and ORCID iDs where required.
• Corresponding author: Name, institutional address, email, and telephone (if requested).
• Author contributions & declarations: Include statements for contributions, conflicts of interest, funding, and ethical approvals if the journal requests them.

  Example (Title Page)
  Title: Evaluating Urban Tree Canopy Effects on Microclimate
  Short title: Urban tree canopy & microclimate
  Authors: Jane A. Smith1, John B. Doe2
  Affiliations:
  1 Department of Environmental Science, University X
  2 Department of Geography, University Y
  Corresponding author: Jane A. Smith (jane.smith@univx.edu)
  ORCID: 0000-0001-2345-6789
  

Structured vs. unstructured abstract formats

Abstracts summarize your study and are often the only part many readers and editors read. Choose the format your target journal requires.

Background: Why the study was done.
Methods: Key study design and sample size.
Results: Main findings with effect sizes.
Conclusions: Implications and next steps.
    

Single paragraph: One-sentence aim, one-sentence methods, one-sentence key result, one-sentence implication.
    

Word count targets for each section

Word counts vary by journal and article type. Use these industry-standard ranges as a starting point and always confirm with the target journal’s Instructions for Authors.

Citations & References: Get Them Right the First Time

Accurate references are non-negotiable. Journals use a handful of standard citation styles — APA, AMA, MLA, Chicago, IEEE, and ACS are the most common — and getting the style wrong (or mixing styles) can delay review or trigger a desk rejection. This section shows you how to identify the correct style, avoid common pitfalls, and streamline citation management with purpose-built tools.

Most commonly required styles

• APA (American Psychological Association) — Common in psychology, education, and social sciences. Author–date in-text citations.
• AMA (American Medical Association) — Numbered citations; common in medicine and clinical journals.
• MLA (Modern Language Association) — Author–page style; frequent in humanities.
• Chicago (Author-Date and Notes-Bibliography) — Two systems; humanities often use notes.
• IEEE (Institute of Electrical and Electronics Engineers) — Numbered citations in square brackets; common in engineering and computer science.
• ACS (American Chemical Society) — Numbered or author-year depending on journal; chemistry-focused.

How to identify the correct style in your journal guidelines

Follow these quick steps to confirm the required citation style:

1. Open the journal’s Instructions for Authors or Style Guide — look for a specific citation style name (e.g., “References should follow APA 7th edition”).
2. If the journal uses a publisher platform (Springer, Elsevier, Wiley), search the journal’s webpage for “References” or “Formatting” — many list style templates or downloadable .cls/.docx files.
3. Inspect recent articles in the journal to see the reference formatting in practice (this is the fastest real-world check).
4. If still unclear, contact the editorial office or check the submission portal’s file-upload help text before you submit.

Why mixing reference formats triggers desk rejections

Mixing citation formats signals inattention and creates extra work for editors and production staff. Common problems editors cite:

• Inconsistent in-text citation styles (author-date vs numbered) confuse reviewers and automated checks.
• Mismatched reference punctuation, italics, or ordering breaks publisher XML conversion pipelines.
• Incorrect or missing DOIs and journal abbreviations slow indexing and metadata generation.

Rule of thumb: Pick the journal’s required style and enforce it globally — not selectively.

Recommended citation managers (comparison)

Use a citation manager to reduce manual errors. Below is a compact comparison to help you choose.

Checklist: Avoid the top 7 citation formatting errors

Use this checklist before final submission:

Formatting Tables, Figures & Visual Data

High-quality tables and figures are essential for communicating results clearly. Journals apply strict standards to image resolution, file formats, numbering, captions, and permissions. Following these rules from the start prevents delays, reformatting work, and potential copyright complications.

Image Resolution Standards

Most journals require print-ready images at:

• 300 dpi for photographs and general images
• 600 dpi (or higher) for line drawings and diagrams
• 1200 dpi+ for fine line art or intricate schematics

Avoid screenshots — they compress detail. Always export directly from the original source (R, MATLAB, Illustrator, GraphPad, etc.).

Accepted File Formats

Use the file types most journals prefer for maximum clarity and compatibility:

• .tiff — Best for final, high-resolution images
• .eps — Ideal for vector line art and charts
• .svg — Great for scalable diagrams (often accepted as supplementary)
• .png — Acceptable for web preprints or early drafts

Avoid .jpeg due to compression artifacts, unless explicitly allowed.

Formatting Tables

• Number tables sequentially (Table 1, Table 2, etc.).
• Place the table title above the table.
• Use concise column labels and consistent alignment (numbers right-aligned, text left-aligned).
• Avoid vertical lines; use minimal horizontal lines (journal house style varies).
• Include footnotes to clarify abbreviations or statistical significance.

Formatting Figures

• Number figures sequentially (Figure 1, Figure 2, etc.).
• Place captions below the figure.
• Ensure axis labels are clear, readable, and include units.
• Use consistent color palettes and font sizes across figures.

Writing Strong, Stand-Alone Figure Legends

A strong legend tells the reader what the figure shows — without requiring the main text.

Include:

1. A brief descriptive title
2. What was measured or compared
3. Methods only if needed to understand the image
4. Definitions for symbols, abbreviations, and error bars

  Figure 2. Growth rates of culture A and B over 24 hours.
  Data represent mean ± SD; n = 3 independent replicates.
  

Permissions & Copyright

If you reuse or adapt a figure, chart, or photograph from another publication, you must secure permission unless it is:

• Licensed under Creative Commons (check the CC type)
• In the public domain
• Your own original work

When in doubt: ask the publisher and include the permission statement in the caption.

Typography, Layout & Accessibility Requirements

Proper article layout enhances readability, ensures compliance with journal standards, and supports accessibility. Small details — from font choice to alt text — can influence reviewer perception and prevent production delays.

Journal-Standard Fonts & Spacing

• Font: Times New Roman (most common), 12 pt
• Line spacing: Double-spaced for main text; single-spacing allowed for tables, footnotes, and references in some journals
• Margins: 1-inch (2.54 cm) on all sides
• Paragraph alignment: Left-aligned; avoid justified text unless specified
• Indentation: First line 0.5-inch for new paragraphs (unless block style is required)

Formatting Equations

Equations must be clear and consistently formatted:

• Inline equations: Use when equation is part of a sentence (e.g., E = mc²)
• Block/display equations: Centered on a separate line, numbered sequentially if referenced in text
• Equation numbering: Parenthetical numbers aligned right, e.g., (1), (2)
• Use Inkwell, Word equation editor, MathType, or LaTeX for clarity and compatibility

Accessibility Considerations

Ensure your article is usable by all readers, including those using assistive technologies:

• Alt text for images: Provide concise descriptions of figures and tables
• Color contrast: Avoid low-contrast colors; use patterns or symbols in addition to color to convey information
• Heading tags: Use semantic heading levels (H1, H2, H3) to maintain logical structure
• Tables: Include table headers, avoid merged cells, and ensure readable structure
• Fonts & sizes: Ensure text is scalable and legible for screen readers

Pre-Submission Quality Check: Final Formatting Review

The final pre-submission review ensures your article is polished, error-free, and fully compliant with journal standards. A clean submission not only reduces desk-rejection risk but also speeds up the review process.

Grammar, Clarity, & Readability Tools

Use these tools to enhance clarity, fix common errors, and maintain professional tone:

• Hemingway Editor: Highlights complex sentences, passive voice, and readability issues.
• Grammarly: Checks grammar, spelling, punctuation, and style consistency.
• Microsoft Word built-in tools: Track Changes, Editor, and Spelling & Grammar for quick corrections.

Tip: Read your article aloud to catch awkward phrasing or flow issues.

Anti-Plagiarism Best Practices

• Use original wording whenever possible and properly paraphrase sources.
• Include citations for all ideas, data, and quotes not your own.
• Run a plagiarism checker (Turnitin, iThenticate, or similar) before submission.
• Ensure self-citations and previously published work are correctly referenced to avoid duplicate publication concerns.

Exporting a Clean PDF

Most journals require a PDF for submission. Avoid formatting issues with these steps:

• Use “Save As PDF” or “Export PDF” directly from Inkwell, Word, LaTeX, or Overleaf.
• Embed all fonts to prevent substitutions on the publisher’s side.
• Check spacing, page breaks, and figure/table placement to ensure nothing shifts in the PDF.
• Do a final proofread of the PDF — sometimes what looks fine in Word/LaTeX shifts in export.

Cover Letter Formatting & Tone

Your cover letter is your first impression — keep it concise and professional:

• Include title, authors, and corresponding author contact information.
• Briefly summarize the study’s significance, novelty, and alignment with the journal’s scope.
• Mention any suggested reviewers if required.
• Maintain polite, confident, and objective tone; avoid overstatements.
• Use a standard business letter format, 1-page maximum.

What a “Clean Submission-Ready Article” Looks Like

• Consistent formatting (fonts, headings, margins, spacing)
• Correctly numbered tables, figures, and equations
• Accurate citations and reference list matching the journal style
• High-resolution figures with clear captions and permissions documented
• Spell-checked, grammar-reviewed, and readable
• PDF checked for layout shifts and embedded fonts
• Cover letter attached and formatted correctly

Tools That Make Academic Formatting Easier

Streamlining article formatting is critical for saving time and ensuring compliance with journal standards. The right tool depends on your discipline, comfort level, and collaboration needs. Below is a comparison of top tools that help academic authors prepare clean, submission-ready articles.

Conclusion

Crafting a publishable academic article goes beyond strong research — it requires clarity, structure, and consistency. Proper formatting not only impresses reviewers but also reduces review delays and increases the likelihood of acceptance.

Before submission, perform a thorough pre-submission formatting audit to ensure your article meets journal standards. Check headings, references, tables, figures, equations, and overall layout to eliminate errors and maintain professionalism.

Ready to streamline your submission process? Download our comprehensive formatting checklist, try a dedicated academic formatting platform like Inkwell to save time and maximize your publication success.

FAQs on Article Formatting for Academic Publications