How to Prepare Your Manuscript Before Formatting (A Pre-Formatting Checklist)

Formatting turns your manuscript into a book — but it can only be as clean as the file you start with. Whether you're formatting it yourself or sending it to a professional, a little preparation prevents a lot of problems. Here's exactly how to get your manuscript ready.

Step 1: Finish editing first

This is the golden rule: finalize and proofread the manuscript before you format it. Formatting arranges the text into fixed pages and files, so changing the words afterward means redoing layout work — and can introduce new errors. Lock the content, then format. (If you're still editing, see our guide on the types of editing.)

Step 2: Strip out manual formatting

The biggest source of formatting problems is text that was positioned by hand. Before formatting, remove:

• Tabs and multiple spaces used to indent paragraphs — indents should come from styles, not the Tab key.
• Extra blank lines used to push text down or create space.
• Manual page breaks scattered through chapters (keep only intentional ones, like chapter starts).
• Double spaces after periods — a typewriter habit that causes uneven spacing.
• Text boxes, floating elements and stray highlighting left over from drafting.

A quick find-and-replace clears most of these. The cleaner the raw text, the cleaner the formatted result.

Step 3: Use proper heading styles

Mark your chapter titles with actual heading styles (Heading 1) rather than just enlarging and bolding the text. This is what lets a formatter — or your software — build an automatic, clickable table of contents and apply consistent chapter openings. It's a small step that makes a big difference to the finished book.

Step 4: Make everything consistent

• One body font throughout (the design font comes later; consistency matters now).
• Consistent scene breaks — pick one marker (like a centered ***) and use it everywhere, not a mix.
• Consistent spelling and styling — e.g. “OK” vs “okay,” numbers as words vs numerals — decide and stick to it.
• Straight vs curly quotes — use one style consistently (most books use curly “smart” quotes).

Step 5: Prepare your images (if any)

• High resolution — images should be at least 300 DPI for print; low-res images print blurry.
• Separate files — provide images as their own files (not only embedded), named in order, so they can be placed correctly.
• Note placement — mark where each image goes if it's not obvious.

Step 6: Gather the extra pieces

Formatting isn't just the main text — have these ready so nothing holds up the layout:

• Front matter: title, subtitle, author name, copyright details, dedication, epigraph.
• Back matter: about-the-author, an “also by” list, acknowledgments, a review call-to-action.
• The cover (or a plan for it), and your trim size if you already know it.
• Any specific requests — a font preference, a chapter-opening style, special elements.

The pre-formatting checklist

1. Manuscript fully edited and proofread.
2. Manual formatting removed (tabs, extra spaces, blank lines, double spaces).
3. Chapter titles as heading styles.
4. Consistent font, scene breaks, spelling and quotes.
5. Images at 300 DPI, supplied as separate files.
6. Front and back matter written and gathered.
7. Cover and trim size decided (or in progress).