Proper Formatting

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PROPER FORMATTING/MacDonald 1




CHAPTER ONE
One of the things a new writer should know is how to do is to properly format a manuscript before sending it

out to an editor or agent. There are no hard and fast rules, but here are some suggestions to help you. Okay, there is

one hard and fast rule. Never use colored paper. Use white, twenty weight or better paper. The current trend is to use

Courier New 12 font. Double space your work like this. Use one inch margins all around. This leaves room for comments

or proofreading marks to be added.

Why not use Times New Roman font? In Courier, each letter takes up the exact same space. In Roman, each

letter takes up a slightly different amount of space. Thus, with Courier, it is easier to estimate the word count of a page.

With one inch margins and twenty five lines per page you will have a word count of 250 words per page. But what if you

can’t get 25 lines per page? What if sometimes you get 24 and sometimes you get 26? Some contest will disqualify you

but an editor may not care. Your story won’t be rejected because of it. Editors are looking for a strong, sellable

romance, not perfect formatting. However, if you’re like me and want things to match up, here's a way to do it.

If you use Microsoft Word, go to the tool bar at the top of you Word screen and click on Format. Then click

on Paragraph. Under Indents and Spacing, find Line spacing: Hit the down arrow and chose Exactly. It will then give

you a numeric choice under At: Choose 25pt and each page will have exactly twenty five line. Now click OK.

Another tip. Under Format, then Paragraph, then Line and Page Breaks, uncheck all the boxes to disable

widow and orphan control and then click OK.



PROPER FORMATTING/MacDonald 2



Now you are ready for a header. Again, no hard and fast rules except that you need your title and name on

every page of your manuscript. In offices that receive thousands of loose pages bound only with rubber bands, the odds

are good that some of them are going to get dropped. You don’t want pages of Annie Crane’s historical mixed in with

your breezy contemporary. Here are two headers. Either is okay, so chose the one you like.

In the tool bar click on Insert, the Page Numbers. Under Position: chose Top of Page. Under Alignment: chose

Right, then click OK. When that is done, click on View in you tool bar and choose Header and Footer. In the box that

appears type your title followed by a - / or space, then type your name. If you have a common name like Smith or Jones, add

a first initial or use your full name. Which side you chose to place your title and name is personal preference unless the

publisher's guidelines state it specifically.

PROPER FORMATTING/MacDonald/1


or
PROPER FORMATTING/MacDonald 1

As you start your story, begin each chapter approximately one third of the way down the page. Don’t use numbers

in your manuscript, spell them out. CHAPTER 13 should be CHAPTER THIRTEEN. The same with time, dates, heights

or any numbers you may use in your story. Spell them out. He is six foot two, not 6’2”. Should you use one space or two

spaces after the end of each sentence? I use two because I learned that way. In some places it is becoming

acceptable to use a single space. Which ever way you chose, stick to it. Don’t drift back and forth.

A scene break can be marked by an * or series of them centered on the page like this.


***
You may also use the # key if you like the look of it better, but I prefer to use this in place of "The End".


###
Do not hole punch or bind your manuscript. Send the loose pages held together with two large rubber bands.

Should you send it in a box or in an envelope? Many publishing houses prefer envelopes, but which ever way you

send it, always include a self addressed, stamped, return envelope (SASE) with enough postage for them to mail your

manuscript back to you. It’s okay to include a stamped, self addressed postcard that they can return as

confirmation they received your work. Most publishing houses will have guidelines for the way they like

to receive submissions. When in doubt, call and ask.

Formatting won’t win you a publishing contract, but by following these simple rules, your submission will

look professional and that’s a start.

Pat MacDonald


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