You will find minor variations on standard format in other guidelines, but if you follow this one you can't go far wrong.
Paper: White A4, 70-80 gsm of good quality, is accepted worldwide, but the standard in America is letter (8x11 inches). Standard copier paper is okay. Use one side only and double-space the lines. 25 lines is standard.
Printing: Publishers expect you will use a word processor and a good ink jet or laser printer. Use Courier New or Dark Courier 12 point or Times New Roman 12-14 or similar clear, easily read font. TNR is the default in most computer programmes and is increasingly accepted, even preferred, by editors. And as electronic submissions become common, they can change the type to suit themselves. Many writers use Dark Courier which you can download free from several internet sites. Search for "dark courier".
Title page: Centre the title about halfway down, and two spaces below that the author's name as you wish it to appear in print. State the approximate number of words to the nearest 1,000 (for books). If it's within 1000 or in a long book even up to 5,000 words either side of the publisher's stated "word length," lie! Or if it's a computer count, give it exactly. But be aware that a computer count with and one without counting white spaces will differ. Publishers traditionally estimate word count based on roughly 250 per page. Type your (legal) name and address, (unless you wish to keep it secret from the publisher), phone/fax numbers, and email address in any corner of the title page. Upper or lower left is usual. A copyright notice is not necessary for a reputable publisher. Your work is copyright as soon as you set it on a screen or paper. Some editors and contest judges will be offended by a notice on the front page. (Place it discreetly on the last page if you are paranoid.)
Setting out: Margins 3cm (1.5 inches) all round. Set up your WP to print the same number of lines (25) per page except for chapter ends and beginnings. (Turn off "widows and orphans" control at paragraph setup.) Don't justify (line up) the right-hand margin. Indent the first line of each paragraph 3-5 spaces unless a specific publisher indicates otherwise. Use an extra space between paragraphs only when you wish to indicate a change in time, place or point of view. Some publishers prefer you not to indent the first paragraph of a chapter, and the first one after a double-double space. But they won’t turn you down if your format is slightly different. If a double space comes at the end or beginning of a page you can use # or * * * to indicate this. NB: In MSWord, use spacebar between asterisks because it may turn them into an unwanted line.
OTE: Not all professional typists know how to set out a manuscript.
Chapters: Start a new page, a third to halfway down. Type the chapter number - usually in words, e.g. CHAPTER TWO. Make three or four double line spaces before line one. A chapter is as long or as short as it needs to be. An average chapter is approximately twenty-five typed pages, but this can vary widely, especially in longer books.
Page numbers follow on from the previous chapter. Do not start at page one for each chapter. Most publishers prefer page numbers in the top right corner. Each page should carry an identifying keyword from the title and/or the writer's last name - e.g. Writer/Dream/100. You can if you wish also include chapter number – Writer/Dream/5/100. It's okay for a sentence to carry across two pages, and you need not type “more” on each page. If the last page of a chapter is one line, and it bothers you, move it to the previous page if your word processor will let you - or reword a paragraph in the chapter so that it will move up. For minor typos or alterations on hard copy you can use correction fluid and/or a fine black pen, or better, reprint the page.
Word count: 25 lines per page in Courier New 12 pt. averages approximately 250 words per page. Most novels are between 50,00 and 100,000 words long. If you use a computer word count note it on the front of the ms. This is increasingly acceptable/preferred. A computer count of 50,000 words the old-fashioned way may actually be 65,000.
NOTE: Times New Roman 12 will give more words per page. Your name and address should also appear on the last page below the word “END” or the symbol # # #. (In case the title page gets lost at the publisher’s office.)
Publishers used to expect underline to indicate italic print, but most writers now use the italic facility of their word processor as the print may be set electronically, and publishers increasingly prefer this.
ALWAYS keep a clean copy with every alteration in it. Make at least one backup before sending your manuscript off. DO NOT fasten or bind pages unless specifically asked. No staples or paper clips. Use large rubber bands or slide the ms into a plastic bag of snug fit, and/or place it in a suitable box, or wrap securely. Bubble bags are fine if the ms is rubber-banded. Wrap or box to withstand posting, but not so thouroughly the editor will need a crowbar to open it! Don't forget to include your return address.
Choose a publisher that prints the kind of work you are offering. Find an editor's name, and address the ms to her/him. Haunt bookshops and libraries, look up publishers' internet sites to see what they publish; read writers' mags, publishers' trade mags and book pages, and blogs; join a writers' organisation and/or internet email groups; use contacts for information. You can phone the publisher's office to ask for a name or to check an editor is still there. Do not ask an established writer to recommend you to a publisher or agent. But it’s okay to ask her/him if they know anything about one that you are considering.
Most publishers have web sites, and may accept email queries. Some prefer a paper copy. Look for a link to "submissions" and send exactly what they ask for.
Query: Rather than the complete ms, publishers may want only a one or two page letter describing the work or a brief note and the first three chapters plus a 2-10 page synopsis of the entire story. Try to find out what your target publisher or editor prefers. It is not always necessary to have finished the book, but you should be ready to send it quite quickly if asked. A good time to query is when you begin your last rewrite and polish. Non-fiction writers might query before actually writing the book, once they have a solid outline and perhaps a sample chapter. If querying, be succinct and clear and try to convey the flavour of the book. Check carefully for errors.
Indicate any special qualifications you have for writing this particular book, e.g. if it's a hospital story and you have medical qualifications. Some editors like a list of relevant credits - short stories, articles or other books published, particularly if similar in content or theme, or major contest wins. They don't want your life story or special pleading of your poverty, ambitions etc., nor a hard sell on why they should buy the ms.
Postage: In case of rejection, enclose a suitable stamped, self-addressed envelope. If you are posting overseas, note in your covering letter that it is not necessary to return the material. Enclose a letter-sized self-addressed envelope for the publisher's reply. You can also enclose a stamped, self-addressed postcard and request it be posted to acknowledge receipt by the publisher. International Reply Coupons are going out of usage. Better to buy stamps of that country from a philately shop. The relevant Postal services probably have postal fees listed on the internet.
Records: Note the title of the ms, where it was sent to, and the date. If you receive no reply within 2 months (local) or 5 to 6 months from overseas (unless the house has indicated a longer response time), politely enquire with another SAE if the editor has had time to consider it. Or email if the publishing house has published its email address. 3-4 weeks after that write again if you have had no response (giving the dates of your previous correspondence). After another 2-4 weeks send another good copy elsewhere. (Rough guide.) Keep dated copies of all correspondence.
BEWARE of publishers who advertise. Commercial publishers will pay you if they expect many people will read your work. “Vanity” publishers advertise and charge authors large sums, often far more than a printing press might do if you published your own book. Self publishing has many pitfalls. But if you have access to a niche market, have had your book professionally edited, have studied the options thoroughly and found a good printer, and you are a good salesperson, it can work. Internet publishers usually expect writers to do a great deal of publicity work. The internet is flooded with self-published authors. To succeed there you need special skills in internet marketing.
