Skip to content

Preparing Your Manuscript Guide

Your Electronic Files
Your electronic files will be used for typesetting whenever possible, and consistency in
formatting the files and the content of your book (e.g., tables, math, chemistry) will increase the
usability of the files.
Even if your electronic files are used for typesetting, the copyediting will, in many cases, be
done on paper. In addition, you still need to proofread in the proof stage to be sure that there has
been a complete and correct transfer of your keystrokes to the compositor’s typesetting system).
Please consult the Checking Copyediting and Proof guide for more information.
Our software preferences are:
• Microsoft Word for Windows or Macintosh
• MathType (for mathematics in Microsoft Word)
• TeX or LaTeX
• Adobe Illustrator (for graphics)
• ChemDraw (for chemistry)
If you do not have access to any of these programs, please use the word processor you are
familiar with and indicate the name of the software, its version, and the operating system when
you submit your manuscript. Please contact your subject editor or the Production Department at
Wiley if you need further information about acceptable software.
Organizing Your Files
Use a separate file for each part of the manuscript (e.g., text, illustrations, tables, all figure
legends, and the references), and organize these parts by chapter. Please note that even though
many word processing programs allow graphics to be embedded in the text, we ask that you
submit graphics files separate from the text.
File Naming Conventions
Please use consistent filenaming throughout and avoid excessively long names. Do not use
spaces or symbols in file names. Always include the extension appropriate for the software used
to create the file (or .txt if it is a text file).
See Appendix A for our preferred convention.
Formatting Your Electronic Manuscript
Excessive formatting is a hindrance to the use of your files and can cause delays; please keep the
formatting of your electronic files as simple as possible.
General Text Guidelines
• Text is flush left, double-spaced.
• Margins are 1 1/4 inches on all sides.
• Nothing typed in all capital letters (with the exception of acronyms).
• Within the text, use boldface, italics, boldface italics, superscripts, and subscripts.
• Use your word processing program to insert Greek letters, mathematical symbols, and the
like, which do not appear on the standard keyboard.
• No hard page breaks (we will make sure that pages break properly when we convert your
electronic file manuscript into printed pages).
• Type an em dash (—) as two consecutive hyphens with no space either before or after (–).
Type an en dash (–), commonly used in ranges of numbers, as a single hyphen with a space
before and after ( – ).
• Do not use the header/footer or footnote functions of your word processing program. You
may use the automatic page numbering if you wish. Just be sure the page numbers are not
implemented through headers or footers.
• Never use the space bar or the Tab key more than once at a time anywhere in the manuscript
(e.g., to indent a paragraph or to separate the elements of a table). Use your word processor’s
centering functionality to center text when appropriate.
• Use a blank line used between paragraphs and to separate paragraphs from heads and lists.
Use the standard formats for the various levels of headings as noted below. Do not use styling
(e.g., italic, boldface) to indicate heading levels. Allow long lines to wrap flush left. Heads
should be preceded and followed by a blank line. All heads should be typed in uppercase and
lowercase letters (i.e., do not type in all caps).
Level 1 Head Centered
Level 2 Head Flush Left
Level 3 Head Indented One Tab from the Left
Level 4 Head. Flush left; paragraph text immediately follows.
In order to use the keystrokes for tabular material, the typesetter requires that you do not use the
table editor in your word processing program. You may use whatever means you need to render
the table in a legible manner. You should be aware, however, that the typesetter may rekey the
tables and you will need to proofread them carefully.
To increase the likelihood that your table keystrokes can be used, use the Tab key to style your
tables, and adhere to the following instructions.
• Each row of table entries begins with the first entry flush left followed by a Tab insert.
• Subsequent entries in each row are be separated by a single Tab insert.
• No rules used in the tables (e.g., between the column heads and table body); no boxes around
• No formatting in column headings.
Our preferred graphics software is Adobe Illustrator. Please refer to the Author’s Guide for Art
Preparation for detailed information about preparing graphics files, and contact Wiley’s
Production Department if you have specific questions.
Revised Editions and Use of Tearsheets
• If revisions to a previous edition are extensive, consider submitting a whole new manuscript.
• For less extensive additions and corrections, you may use tearsheets (cut up pages of the
previous edition or another publication). You will need two sets, one for odd- and one for
even-numbered pages. Affix the page onto a sheet of 8 1/2 x 11-inch paper, one sheet per
• Indicate minor corrections in the margin.
• Type or print out major corrections on a separate sheet of paper.
• Check that numbering of figures, tables, references, equations, structures, and all cross
references is still valid.
• The revised manuscript will have to be re-indexed. Use the previous edition as a guide only;
do not merely change page numbers.
• Do not assume permissions granted for the previous edition are valid for the current edition.
Although you may have requested permissions for all future revisions of your book, you may
not have received them and will have to ask for permissions again for each edition.
Submission Guidelines
When your manuscript is final and complete, except for the index (do not send a draft), submit
your manuscript. Refer to Appendix B for a submission checklist.
The electronic files
• If you are not using one of the word-processing packages listed above, please submit two
copies of the word processing file: (1) in your word processor’s native format, and (2) the
same saved as plain text.
• Label physical media with your name, and the software and hardware used to create your
electronic files.
• Retain backup copies of the files you send.
• Ensure that the hard copy exactly matches the content of the files.
The hard copy
• Print on 8 1/2 x 11-inch, nontransparent, good quality paper (preferably 20-lb white bond).
All manuscript pages should be loose; not stapled or bound.
• All pages should be double-spaced and single-sided.
• Ensure updates made to the files after printing hardcopy are reflected in the printout (e.g.,
replacement page inserted; material written at the proper place on the page). Do not attach “Post-
It” notes to the manuscript pages.
• The manuscript pages should be numbered consecutively throughout the entire book
(preferably in the upper right-hand corner) in black or red ink. Begin numbering with page 1 of
the text (Introduction, Part I, or Chapter 1). Do not number the preliminary material preceding
the text (see Front Matter) or the illustrations. Do not restart your numbering with each chapter.
• If you insert a page after you have numbered your manuscript, number it with the preceding
page number and the letter “A” (as an insert). If you delete a page after you have numbered the
manuscript, renumber the preceding page as a range (e.g., if page 90 has been deleted, page 89
should be renumbered as page 89-90).
• Ensure margins are 1 ¼ inches on all sides to allow room for editing and typesetting
• For manuscripts submitted in installments, ensure each installment is complete, i.e., all
permissions, tables, and figures are included in the section that you are submitting.
Writing the Manuscript
Style Sheet
A style sheet is a list of decisions about questions of style and is indispensable for maintaining
consistency in form and notation in the manuscript. You may wish to prepare one for yourself
and your contributors. Include a copy of your style sheet for the copyeditor’s use. It is especially
important if your discipline has highly technical terms or spelling of words not commonly used.
Consult The Chicago Manual of Style, 15
Edition, when creating a style sheet. See Appendix C
for a sample style sheet.
Some general guidelines follow:
• Spelling: Use the first spelling in the Third Edition of Webster’s New International
Dictionary or the Tenth Edition of Merriam Webster’s Collegiate Dictionary. Use American
spellings, not British.
• Units: Use the International System of Units (SI) whenever possible. Conversion factors to
English units are helpful.
• Abbreviations: Use standard abbreviations and be consistent. If you use an unfamiliar
abbreviation, define it at the first mention.
• Italics: Use for math variables, genera and species, chemical prefixes, foreign words, and
titles in the reference section or bibliography.
• Decimals: A decimal fraction should be written with a zero before the decimal point, e.g.,
0.005. Do not mix decimals and fractions, e.g., A = 0.5, B = 3/4; use A = 0.5, B = 0.75.
• Diacritical Marks such as umlauts, tildes, and accents should be clearly printed or
handwritten. Identify in the margin the first time they are used.
• Symbols: Symbols, particularly in mathematical material, must be clear. Distinguish between
one and “el,” capital “oh” and zero, “ex” and Greek chi, “vee” and lowercase Greek nu, “en”
and lowercase Greek eta, and so on.
The Parts of Your Manuscript
If any copyrighted material is included in your manuscript, consult the Copyrights and
Permissions guide for more information.
Abstracts and keywords
For each chapter, prepare a brief summary of no more than 2–4 sentences, and an accompanying
list of 3–5 keywords. This content should be saved in a separate file. The hard copy should be
included with the manuscript, but the pages should not be numbered as part of the manuscript.
Please note that the abstracts and keywords are for the electronic edition of your book, and will
not appear in the print version.
Front Matter
Prepare your front matter only after you have finalized the text of your manuscript. As
appropriate, order the front matter elements as follows:
• Half Title Page: The main title of the book (the subtitle or edition number do not appear on
this page).
• Title Page: The book title and subtitle, if any, along with your name and. Check your name
and affiliation carefully.
• Copyright Page: Prepared by Wiley. You do not provide this page with your manuscript.
• Dedication: The dedication, if there is one, should be simple and brief.
• Contents: This element consists of part numbers and titles, chapter numbers and titles, and
the major headings of each chapter. Consult with your Subject Editor regarding the number
of levels of major headings to be included in the contents. Usually no more than two levels
are allowed.
• Contributors: If you are the volume editor for a contributor book, you should prepare an
alphabetical list of contributors. Each contributor’s name and affiliation should appear
exactly as they do on their chapters. (Note: A mailing list for contributors should also be
included with your manuscript, which is not to be confused with the list of contributors. The
list of contributors will be typeset and appear in the front matter, while the mailing list will
be used emailing or mailing proofs to the contributors.)
• Foreword: A foreword, if appropriate, is written by someone other than the author to
commend the book to readers. It should not be confused with the Preface.
• Preface: The preface should be written in the first person and briefly discuss the purpose,
scope, market, and content of your book. It should explain the main features of your book,
what is unique about it, how the book is organized, and how the book can be most effectively
used. If your book is a revised edition, you should include the reasons for revising the
previous edition and the new features of the revision. The preface from the previous edition
can be repeated in the front matter of the revised edition.
• Acknowledgments: Acknowledgments, if appropriate, may appear as a short passage
recognizing those who aided in the preparation of the work.
Some specifics about the Text
Be consistent with how you type these elements in your manuscript to help to eliminate any
confusion on the part of the copyeditor or typesetter in interpreting your intent. Some guidelines
for the most common elements follow:
• Headings: First- and second-level headings should be numbered so that you can provide
useful cross references to different sections of your book. Any logical system of numbering
is acceptable as long as you are consistent, but Wiley’s preference is chapter/section (for
example: 3.1, 3.2, 3.3, etc.). If you have cross references to sections in other chapters of your
book, use double numbering (with the chapter number as the first identifier).
• Figure Legends and Tables: Each figure and table must be cited in the text so that the
typesetter can place them as close as possible to their discussion in the text when making up
the pages. For figures and tables from other sources, a complete credit or source line must be
• Mathematical Equations: For a thorough discussion of equation typesetting, see the latest
edition of Mathematics into Type (American Mathematical Society, Providence, RI). Short
equations that are not cross referenced may appear as part of the running text. In this case,
material normally set above and below operators (e.g., the indices on a summation or
product) should be typed to the right of the operator as subscripts and superscripts since it
will be typeset that way to avoid spreading the text lines. Lengthy or complicated equations
should always be displayed (typed on a separate line) since it would be difficult for a
typesetter to break these equations elegantly if they cannot fit on one text line. Equations that
you cross reference should be numbered (in the same format as the figures and tables), and
the equation number should be typed flush right in parentheses. Superscripts and subscripts
should be typed aligned or staggered as appropriate; at the first occurrence of this notation,
write a note in the margin that superscripts and subscripts are to be staggered, when so typed.
• Chemical Material: Symbols for chemical elements should be used in compound formulas,
tables, and figures. Isolated elements may be written out in full within the text, but you
should not mix symbols with written-out elements in a sentence. Structural formulas should
be displayed and numbered to avoid spreading lines of text. Give the full structural formula
only once, and use line formulas or the structure number for further discussions of it.
• Quotations: Quotations should always include a source.
• Text Footnotes: Our style for text footnotes is the asterisk/dagger system (the first footnote
on a page is cited with an asterisk, the second with a dagger, etc.). If you use these symbols
in your technical notation, use a numerical system to avoid confusion.
Back Matter
Back matter is everything following the last page of the text, such as the appendices, the
glossary, the references/bibliography, and the index. The final index manuscript cannot be
prepared until you have reviewed your page proofs, but all other back matter elements should be
submitted with your manuscript.
The References section should contain only the publication data of each paper/article/book, not
discussions or descriptions of references.
Name–Date System
The citation in the text consists of the author’s name and the year of publication (a letter is added to
the year to identify multiple references by the same author with the same year of publication). For
multiple-author references, both names are cited for references with only two authors; references
with three or more authors should be cited by the first-named author and “et al.” and year of
publication. Authors’ initials should not appear in the text citations of references unless needed to
distinguish different authors with the same last name.
Arrangement of References: Single-author entries precede two-author entries beginning with
the same name. Two-author entries should be arranged alphabetically by the second author’s
name. These are followed by entries beginning with the same name that have three or more
authors; these entries should be arranged chronologically (remember that the text citations for
these consist of only the first author’s name, et al., and the year of publication). The year of
publication should be typed in parentheses immediately following the authors’ names. For
Adams AB (1977) . . .
Adams AB, Carter LM (1976) . . .
Adams AB, Thomas ZY (1943) . . .
Adams AB, Zack CD, Knox ZY, Cox M (1950) . . .
Adams AB, Caulfield BM, Moss L (1951) . . .
Numerical System
In the numerical system, references are cited by a number in parentheses, a superscript number,
or a number in brackets only. To add or delete references after you have numbered your list, you
must renumber all subsequent references and change all your text citations for these references.
The references should be listed in the order they are cited in the text, not alphabetically.
The Style of the Reference List
The style of references of a given type should be consistent within your book. If you are
following a certain referencing style for a particular discipline, such as that of the Journal of the
American Medical Association or the American Chemistry Society, it’s fine to continue to do so
as long as you maintain that style consistently throughout your text.
See Appendix D for reference models.
Appendix A: Suggested Naming Convention
• Place all files in a folder named with your last name.
• Name files following the convention
manuscript Manuscript
bibliography Bibliography
legends Figure legends
abstract Abstracts and keywords
tables Tables
fg Figure
• Include the chapter number in figure filenames.
• If there is more than one item, number the items using one leading zero if there are 99
or fewer of the item or two leading zeros if there are more than 100 of the item.
• Include the extension appropriate for the application that was used to create the file,
for example
doc Microsoft Word
txt ASCII text
tex TeX
cdx ChemDraw
pdf Adobe PDF file
Appendix B: Submission Checklist