Look like a pro … and save your editor some work.
by Andy Scheer
The manuscript screamed “Amateur!” It came from an independent publishing services provider, in my capacity as a freelance editor. Had I been reviewing it through an agent’s eyes, the formatting alone would have sent a strong initial message that this author wasn’t yet ready for prime time.
Fortunately, I could perform a formatting extreme makeover in just a couple hours. But its initial condition prompts me to offer yet another refresher in professional formatting, including a few areas not always covered.
Paper size. Unless you’re trying to self-publish on a starvation budget, select the 8½ x 11 size (it should be the default) not 6 x 9.
Margins. One inch left and right, top and bottom (also the default settings).
Font. Times New Roman, 12-point. Use only one space between sentences.
Indents and spacing. First-line indent of ½ inch. Double-spaced, with no extra spacing before or after lines.
Line and page breaks. Turn off “Widow/Orphan control” and all others except “Don’t hyphenate” and “Suppress line numbers.”
Alignment. Flush-left, ragged right, except for titles.
Block quotes. Indent ½ inch left and right. Use 11-point Times New Roman.
Nonfiction subheads. Insert an extra line space above.
Subhead levels. If a nonfiction manuscript uses more than one level of subheads, distinguish their typography. Here’s a common formula:
Level One subhead:
Roman, Cap & Small Caps, 14-point, Centered, Line Space Above
and Below
Level Two subhead:
Bold Roman, Cap & Lower Case, 12-point, Flush Left, Line Space Above
Use this style if there is only one level of subhead.
Level Three subhead:
ROMAN, SMALL CAPS, 12-POINT, LEFT JUSTIFIED, SPACE ABOVE
Level Four subhead:
Bold Roman sentence case, 12-point, followed by a period and run in to the text. No space above.
Endnotes. 10-pt Times New Roman.
