Formatting your Manuscript for Editing

Before editing can begin, a manuscript needs to be easy to read, navigate, and annotate. Formatting won’t make a manuscript “better,” but poor formatting can slow down the editing process and introduce unnecessary confusion.

The goal of manuscript formatting at this stage is not design or publication readiness—it’s clarity. Clean, consistent formatting allows editors to focus on structure, language, and meaning rather than technical distractions.

Below are straightforward formatting guidelines that help support an efficient and effective editing process.

Start With a Simple Document Setup

Editors work most effectively when manuscripts are presented in a standard, predictable format.

Use:

• A common word processor (Microsoft Word or Google Docs)

• One document for the full manuscript

• A single column layout

Avoid:

• Custom page designs

• Columns or text boxes

• Decorative fonts or layout styling

At this stage, simplicity matters more than presentation.

Font, Size, and Spacing

Use a font that is easy to read and widely supported.

Recommended settings:

• Font: Times New Roman, Arial, or Calibri

• Font size: 12-point

• Line spacing: Double-spaced

• Alignment: Left-aligned (not justified)

Double spacing gives editors room to make comments and track changes clearly.

Margins and Page Setup

Consistent margins help keep comments and annotations readable.

Use:

• One-inch margins on all sides

• Standard letter size (8.5 x 11 inches)

Avoid adjusting margins to “fit more text” on a page. Editors prefer consistency over density.

Paragraph Formatting

Paragraphs should be easy to identify and consistent throughout the manuscript.

Best practice:

• Indent the first line of each paragraph

• Do not add extra blank lines between paragraphs unless intentionally separating sections

• Use standard paragraph indents instead of tabs or spaces

Choose one approach and apply it consistently.

Headings and Section Breaks

If your manuscript includes chapters or sections, label them clearly.

For example:

• Chapter titles or numbers on their own line

• Section headings formatted simply (bold or all caps is fine)

Avoid decorative styling. Editors need to recognize structure quickly, not evaluate visual design.

Page Numbers and Headers

Page numbers are essential for referencing during edits.

Include:

• Page numbers in the header or footer

• Optional: Author last name and manuscript title in the header

This is especially helpful for longer manuscripts or collaborative editing.

Track Changes and Comments

If you’re submitting a manuscript for editing:

• Leave Track Changes off unless instructed otherwise

• Avoid resolving comments or accepting changes before review

• Do not embed comments explaining future edits—editors will handle this within the document

A clean file helps prevent confusion during revision.

What to Avoid Before Editing

At the editing stage, avoid:

• Final formatting for print or ebook

• Custom fonts or spacing for aesthetic purposes

• Embedded images, charts, or design elements unless content-critical

• Styling meant for publication rather than review

Those steps come later and can interfere with editorial clarity.

Why This Matters

Clear formatting:

• Reduces time spent correcting technical issues

• Helps editors focus on content, structure, and language

• Makes feedback easier to follow and apply

• Leads to a smoother revision process overall

Formatting isn’t about perfection—it’s about removing friction.

Final Thought

You don’t need to be a formatting expert to prepare a manuscript for editing. You just need to be consistent, simple, and intentional. Clean formatting supports better feedback, clearer communication, and a more productive editing experience for everyone involved.

If you’re unsure whether your manuscript is ready for editing, reviewing these basics is often a good first step.