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”. Standard copier paper is okay. Use one side only and double-space the lines. 25 lines is standard.
Printing: Publishers now expect you will use a word processor and a good ink jet or laser printer. Use the closest font to Courier 12 point (like typewriter font). Though editors will accept Times Roman 12-14 and other clear fonts, word count is easier with Courier. Not fancy script nor sans serif. Many writers use Dark Courier which you can download free from several internet sites. Search for "dark courier".
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.) 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, or the first one after a double-double space. A look at their books will tell you, 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.
NOTE: Not all professional typists know how to set out a manuscript.
Errors: For minor typos or alterations you can use correction fluid and/or a fine black pen, but it's better to reprint the page.
Underlined words will be printed in italics. Publishers traditionally prefer underline to indicate italic print, but some writers now use the italic facility of their word processor since the print may be set from disk. Publishers asking for electronic submissions may prefer it. If in doubt, ask.
Page numbers follow in sequence from the previous chapter. Do not start at page one for each new chapter. Most publishers prefer numbers in the top right corner. Each page should also carry an identifying keyword from the title and/or the writer's last name - e.g. Writer/Dream/100. You can also include the chapter number – Writer/Dream/5/100. It's okay for a sentence to carry across two pages, and you need not type “more” or “MF” on each page as journalists were once taught to do. If the last page of a chapter is one line, move it to the previous page if you word processor will let you - or reword a paragraph in the chapter so that it will move up!
Misnumbered pages: At the end of the page print in square brackets “[page # follows]” and at the top of the next page print “[follows page #]”. For instance "[page 48 follows]" would go on the bottom of P46 if P47 is missing, or "[page 46a follows]" if you have inserted an extra page between pages 46 and 47, and on the following page "[follows page 46]". Square brackets normally indicate matter not to be printed.
Chapters: Start each on a new page, a third to halfway down. Type the chapter number - usually in words, e.g. CHAPTER TWO. Leave three or four more double spaces and begin the chapter. 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. From ten to thirty pages is reasonable for a short book. Most publishers have no set requirements.
Word count: based on 25 lines per page in Courier New 12 pt. averages approximately 250 words per page. 20 pages,an average chapter, =25,000; 200 pages=50,000; 400 pages=100,000; 600 pages=150,000; 800=200,000 words. Most books are between 50 and 100,000 words long. Publishers estimate by pages, including the white space. A computer count of 50,000 words may be 65,000 in publishers' terms. If you use a computer word count note it on the front of the ms.
Title page: Centre the title about halfway down, and two spaces below that type 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 even up to 5,000 words either side of the publisher's desired length, lie! A copyright notice is not necessary if you are sending your ms to a reputable publisher. Your work is automatically copyright as soon as you set it on a screen or paper. If you feel one is needed you can place a notice discreetly on the last page. Some editors and contest judges will be offended by a notice on the front page. Your (legal) name and address, unless you wish to keep it secret from the publisher, phone number, and any fax number and email address should go in any corner of the page. Lower left is the norm.
Last page: Your name and address should also appear on the last page below the word “END” or the symbol ###.
DO NOT fasten or bind pages. 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 box, or wrap it well to withstand postage. Bubble bags are okay if the ms is rubber-banded or tightly wrapped first. Minimum wrapping means minimum postage, but the ms must withstand postal handling. Don't forget your return address, and send the ms by air if it's going overseas - or (from New Zealand) economy post international, which means it will go by air and land; for Britain it makes little difference time-wise and is much cheaper.
ALWAYS keep a clean copy with every alteration in it. Make at least one backup disk if you're not keeping a print copy.
Choose a publisher which prints the kind of work you are offering. Find an editor's name, and address the ms to her/him. Haunt bookshops and libraries, ask for their used publishers' catalogues, or write to publishers for them; read writers' mags, publishers' trade mags and book pages; lookup publishes on the internet; join internet email groups; use contacts for information. And remember you can phone the publisher's office to ask for a name or to check an editor is still there. But don't ask an established writer to recommend you to a publisher or agent.
Covering letters: Indicate any special qualifications you may 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 or other books published, particularly if similar in content or theme, or any other published writing ore 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.
Query: Rather than the complete ms, some publishers want a short letter describing the work, and/or 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.
Postage: In case of rejection, enclose a suitable stamped, self-addressed envelope. But if you are sending overseas, note in your covering letter that it is not necessary to return the material. Enclose a letter-sized self-addressed airmail envelope and one Post Office International Reply Coupon for the publisher's reply. You can also enclose a self-addressed postcard with another Reply Coupon and request it be posted to acknowledge receipt by the publisher.
Records: Note the title of the ms, where it was sent to, and the date. If you receive no reply within 2 months, or 3-4 months if it was sent overseas (unless the house has indicated a longer response time), politely enquire with another stamped addressed envelope or SAE and reply coupon if the editor has had time to consider it. 3-4 weeks after that write again if you have had no response (giving the dates of your previous correspondence). After 2-4 weeks send another good copy elsewhere. Keep dated copies of all correspondence.
