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I’m not a literary agent. But after almost a decade of freelance editing for indie romance authors, I finally understand why agents and publishers all seem to be sticklers when it comes to the formatting of submissions. (The industry standard format is just … better. More on why later.)
As an editor, I don’t require my clients to prepare their manuscripts in a specific way before they send them to me for editing. Instead, I apply the formatting for them (if you’re a prospective client reading this and you don’t want me to mess with your formatting, just let me know). But if I had my way, every manuscript that landed in my inbox would be formatted according to the below guidelines.
File Type: DOCX, DOC, RTF, or PAGES
HOW: I work exclusively with DOCX files. So ideally, in my fairy-tale land, you draft your manusript in Word and then send me the default DOCX file. But that’s not what most writers are going to do, and I don’t expect them to—not when there are so many amazing programs to write in (I use Ulysses myself).
To send me your manuscript, export it from your chosen program into one of these file types: DOCX, DOC, RTF, or PAGES. If you send me a DOC, RTF, or PAGES file, I will convert it to DOCX and proceed with editing.
A note about Pages: There is a known error that frequently shows up in DOCX files exported from Pages. So never export a DOCX from Pages. Instead, export to RTF, open the RTF in Word, and save the file as DOCX. (If you’re my client, just send me the Pages file, and I’ll take care of the conversion.)
You should then use Microsoft Word throughout the editing process. I know, I know, you don’t like it. But it’s the best of the best when it comes to tracking changes. (Some editors have adapted to use popular free programs like Google Docs, but as a romance writer especially, use that at your own peril.)
WHY: Compatibility and ease for everyone.
Line Spacing: Double
How: To make your line spacing double in Microsoft Word, select your text and use Command-2 on Mac, or Ctrl+2 on PC. You can also find a line spacing toggle under the Home tab:
Select 2.0 for double spacing.
Why: Back when editors would work on paper manuscripts, double spacing just made sense because it left plenty of room for markup. When you were in school, your teachers told you to double-space your papers because it left room for them to write feedback on it as they were grading.
But double spacing is ideal for digital editing as well. While some prefer 1.5 spacing, I personally love the roominess of double. It’s easy to read, for both the editor and the author as they are going through tracked changes. Plus, it makes it easier for me to track my work because it standardizes the estimated word count per page (there are about 250 words per double-spaced page). I usually aim for about 50 pages of editing per day, but that number goes down to 25 if the spacing is single—a huge difference in workload.
Margins: 1 in.
How: This is the default setting for Microsoft Word, so you probably won’t have to worry about it. But you can find this setting under the Layout tab. The dropdown looks like this:
Choose Normal for one-inch margins.
Why: For an editor’s purposes, one-inch margins are the most readable. They also make for the correct page estimates I talked about earlier, because everybody uses one-inch margins as the industry standard. As for their possible origin, like double spacing, one-inch margins leave room for markup and notes on printed paper, as well as space to hold the paper without smudging fresh ink.
Page Size: US Letter
How: US Letter, or 8.5 inches by 11 inches, is the default page size in Microsoft Word. If you need to change it, find Size under the Layout tab and choose US Letter. The dropdown looks like this:
Why: It’s what everyone in the US uses. If your editor is based in the US and editing US English for you, US Letter size is going to be the most frictionless. Like line spacing and margins, page size can also affect the average word count per page so is important when it comes to estimating workload.
Spacing Before and After: 0 pt.
How: This is another default setting, but I’ve seen spacing between paragraphs so much that I have to assume some common writing programs are exporting Word documents with added paragraph spacing. To change this setting, look for Spacing under the Layout tab.
You can also find this setting under Format » Paragraph. With the Indents and Spacing tab selected, find Spacing, then Before and After.
Why: The only practical reason to have added spacing between paragraphs is if you’re writing a blog post or column or some other piece that won’t have first line indents. But you will have indents (see below), so you don’t need the extra space. It also messes with editing work estimates and makes us both scroll more for no reason.
Font: Times New Roman, 12 pt.
How: Find the font and font size dropdowns under the Home tab.
You can also change these settings under Format » Font.
Why: No editor or agent wants to be distracted by weird fonts when they’re trying to focus on a manuscript’s content. You can get more creative when it comes to e-book and print formatting, but that’s for a different audience.
When I was a kid, Times New Roman was the font I was required to use on all my school papers. It was also, along with Courier New, the standard in the publishing industry as I first learned it. So TNR is my favorite font, and my alter ego Supreme Queen Lyss would prefer everyone use it. But the actual industry standard is simply a readable font. Additional examples include Arial, Calibri, and Helvetica.
Why 12 point? Because that font size is readable, economical, and what the majority of publishing professionals use. And, of course, it doesn’t mess with the average word count of 250 per page.
First Line Indent: 0.5 in.
How: With your cursor in the paragraph you want to indent, or with multiple paragraphs highlighted, drag the top triangular marker on the ruler over to the half-inch mark like so:
If you do this when you first start drafting, the paragraphs will then be indented by default as you write.
You can also find this setting under Format » Paragraph. With the Indents and Spacing tab selected, look for the Indentation section, then the Special dropdown. Select First line:
Why: The first line of each body paragraph should be indented 0.5 inches for ease of reading. By “body paragraphs,” I mean everything except for headings and scene breaks (*** or # centered on a line by itself). Optionally, the first paragraph at the beginning of a chapter or after a scene break can be left unindented. It’s a totally optional style choice I wouldn’t impose, but I think it’s classy, so when I add indents to a file, I usually leave that first paragraph with an indent of 0 on the ruler.
Now that you’ve learned how this editor prefers manuscripts to be formatted, I’ll breathe a sigh of relief and wait for the perfect file you’re going to send me. Just kidding! But hopefully you’ve found this information helpful in any way.
Do you have a favorite “plain” font? Let us know in the comments! And if you’re interested in working with me, request a free sample edit.
