Introduction
For Indian PhD scholars and early-career researchers, preparing a paper for journal submission is not just about writing — it’s also about formatting. Many good papers face rejection or delays simply because they don’t follow the journal’s prescribed format. Each academic journal has specific layout expectations, and overlooking them can make your work appear unprofessional or careless. Understanding formatting isn’t just a technical step — it reflects your academic discipline and attention to detail.
This blog explains how to format your journal paper correctly so that it meets editorial expectations from the outset.
Understand the Journal’s Style Guide
Before beginning any formatting, download the author guidelines or submission instructions from the journal’s website. Most journals follow one of the established styles like APA, MLA, Chicago, or IEEE, but many also have specific variations. Pay close attention to margins, font size, reference format, abstract length, and even file naming conventions.
Journals in India, particularly in social sciences and engineering, often follow styles like APA or IEEE, but may tweak details — such as citation styles, headings, and table formats — based on editorial preference. Ignoring these custom instructions is one of the top reasons for immediate rejection or desk return.
Structure Your Manuscript Logically
While formatting, ensure that the major sections of your manuscript are clearly identified. Journals usually expect these core parts:
- Title Page
- Abstract and Keywords
- Introduction
- Methodology or Materials and Methods
- Results
- Discussion
- Conclusion
- References
- Appendices (if any)
Make sure each section begins on a new line and follows proper heading styles. Avoid using bold or underlining unless the style guide specifically allows it.
Use the Correct Font and Spacing
Standard formatting includes Times New Roman or Arial, size 12, and double spacing throughout the document. But this is not universal. For example, some Indian journals, especially those in technical fields, may require single spacing or different fonts in tables and equations.
Don’t rely on intuition — always cross-check what the journal expects. Ensure uniform spacing before and after headings and between paragraphs. It’s best to avoid unnecessary stylistic elements like colored fonts, highlighting, or unusual indentations.
Reference and Citation Formatting
One of the most scrutinized parts of any submission is the reference section. Whether it’s APA, IEEE, or Vancouver, each citation style has its own rules for author names, year placement, page numbers, and punctuation. Journals usually reject papers that use the wrong referencing style, even if the research quality is good.
Use reference management tools like Zotero, Mendeley, or EndNote to stay consistent. For Indian researchers, note that many UGC-CARE journals have stricter reference formatting, and copying citation formats from other theses or papers can be risky.
Tables, Figures, and Numbering
Tables and figures must be clear, consistently labelled, and referred to in the text. Most journals require a caption above tables and below figures. Avoid borders and colors unless allowed. Use Arabic numerals (e.g., Table 1, Figure 2), and don’t embed them as images if they contain editable text.
All figures should be high resolution — at least 300 dpi. In engineering and medical journals, poor quality graphs or improperly cropped figures are a common reason for desk rejections.
File Format and Submission Readiness
Many journals ask for submissions in Word (DOCX) or LaTeX formats, with separate files for images, tables, or supplementary material. Always check:
- Whether a cover letter is required
- If metadata or author information must be removed for blind review
- If ORCID IDs or ethical approval statements are necessary
Multiple files should be clearly named (e.g., “Main Manuscript,” “Table 1,” “Figure 2,” etc.). Compress your images only if the guidelines permit it — excessive compression can reduce print quality.
Proofreading with a Formatting Lens
Before submitting, do a final read-through with a focus only on formatting. Many formatting errors are overlooked because the writer focuses only on content. Review margins, headers, references, line spacing, figure placements, and section labels.
In Indian academic circles, mentors often advise checking another already published paper from the same journal. This is a useful trick, but ensure that your formatting still aligns with the latest journal guidelines.
Conclusion
Formatting your paper as per journal guidelines is not a cosmetic task — it is a sign of scholarly discipline. Editors often use formatting to judge a researcher’s seriousness and ability to follow directions. Even if your content is strong, improper layout, messy references, or missing elements can hinder publication. By carefully adhering to each instruction in the author guidelines and reviewing your paper from a formatting perspective, you improve your chances of making a strong and professional impression.