How to Format and Submit a Research Paper to a Journal: Complete Guide for First Time Authors

Writing a research paper is difficult enough. Formatting and submitting it to a journal can feel even more confusing, especially for first time authors.

Many researchers assume the process is simple until they open the journal guidelines and discover dozens of formatting rules, submission requirements, declaration forms, and reference instructions.

Questions quickly begin to appear:

Should the abstract start on a new page?

Should section headings be bold?

Do figures go inside the manuscript or separately?

How should references be formatted?

What if the journal asks for line numbering?

These are common problems for students, lecturers, researchers, and first time academic authors.

The good news is that most journals follow a broadly similar structure. Once you understand the workflow, formatting and submission become much easier.

This guide explains how to format and submit a research paper step by step using practical examples and common journal requirements.

Quick Summary

To format and submit a research paper successfully:

• read the journal author guidelines first
• use the required page size, font, and spacing
• structure sections correctly
• format references properly
• insert figures and tables clearly
• prepare all submission documents
• double check author information before submission

Most journals reject or delay papers because of formatting and submission errors, not only because of research quality.

Step 1: Read the Journal Guidelines Carefully

Before formatting anything, visit the journal website and read the “Instructions for Authors” or “Submission Guidelines” section carefully.

Every journal has its own requirements.

Common things journals specify include:

• article length
• font style
• line spacing
• page size
• abstract word count
• reference style
• figure resolution
• accepted file formats

For example, one journal may require:

• Times New Roman
• 12 pt font
• double spacing
• A4 paper size
• DOCX submission

Another journal may require completely different settings.

Always follow the journal instructions first.

Step 2: Set Up the Manuscript Properly

Most journals use similar formatting standards.

Typical manuscript settings include:

• A4 paper size
• 1 inch margins
• Times New Roman 12 pt
• double spacing
• justified text alignment
• automatic page numbering

How to Set Up in Microsoft Word

In Microsoft Word:

Layout → Size → A4

Layout → Margins → Normal

Home → Line and Paragraph Spacing → 2.0

Insert → Page Number

For line numbering:

Layout → Line Numbers → Continuous

Some journals require continuous line numbering during peer review.

How to Set Up in Google Docs

In Google Docs:

File → Page setup → A4

Format → Line spacing → Double

Insert → Page numbers

Always confirm the exact formatting instructions provided by the journal before submission.

Step 3: Format the Title Page

The title page is usually the first page of the manuscript.

It often contains:

• paper title
• author names
• affiliations
• email addresses
• corresponding author information

Example:

Machine Learning Based Traffic Prediction System for Smart Cities

Mohammad Jamiu¹, Mary Smith²

¹ Department of Computer Science, University of Lagos, Nigeria

² Department of Electrical Engineering, Ahmadu Bello University, Nigeria

Corresponding Author:

Mohammad Jamiu

Email: mohammadj@email.com

Some journals prefer centered alignment while others prefer left alignment.

Always check the journal style.

Step 4: Put Abstract and Keywords Correctly

Many journals place the abstract on a separate page immediately after the title page.

A common structure is:

• Page 1: Title Page
• Page 2: Abstract and Keywords
• Page 3 onward: Main manuscript

Example:

Abstract

This study investigates the use of machine learning techniques for predicting traffic congestion in urban smart city environments.

....... (Abstract is usually 250 words)

Keywords: Machine Learning; Smart Cities; Traffic Prediction; Artificial Intelligence

Avoid adding citations inside the abstract unless specifically requested.

Step 5: Structure the Main Sections Properly

Most research papers follow a standard structure.

Typical sections include:

1. Introduction
2. Materials and Methods
3. Results
4. Discussion
5. Conclusion
6. References

Some papers combine Results and Discussion into one section.

Headings are usually:

• bold
• left aligned
• consistently numbered if required

Do not start every section on a new page unless instructed by the journal.

Example Structures Across Different Fields

Different disciplines may structure papers slightly differently.

Engineering and Computer Science

Often include:

• Introduction
• System Design
• Methodology
• Results and Discussion
• Conclusion

Example topics:

• AI generated code analysis ....
• IoT systems ....
• blockchain applications ....

Medical and Health Sciences

Often follow the IMRAD structure:

• Introduction
• Methods
• Results
• Discussion

Example topics:

• disease prevalence studies
• patient monitoring systems
• clinical evaluations

Social Sciences and Education

May include:

• Background of the Study
• Literature Review
• Research Methodology
• Findings
• Conclusion

Always follow the structure preferred by the target journal.

Step 6: Use Subheadings Clearly

Subheadings improve readability and organization.

Example:

2.1 Dataset Collection

2.2 Experimental Setup

2.3 Evaluation Metrics

Keep numbering consistent throughout the paper.

Step 7: Format Figures and Tables Properly

Figures and tables should appear near the related discussion inside the manuscript.

Tables

Table titles usually appear above the table.

Example:

Table 1. Accuracy comparison across models

Figures

Figure captions usually appear below the figure.

Example:

Figure 1. Proposed system architecture

Ensure:

• images are clear
• screenshots are readable
• figures are properly labeled
• sensitive information is removed

Low quality figures are a common reason journals request revisions.

Step 8: Format Equations, Code, and Commands Properly

Technical papers often include equations, code snippets, or terminal commands.

Separate them clearly from regular text.

Example:

python train_model.py --epochs 100

Use monospace formatting for commands and code.

Mathematical equations should also remain properly aligned and readable.

Step 9: Understand Reference Style Requirements

Different journals require different citation styles.

Common styles include:

• APA
• IEEE
• Harvard
• Vancouver
• MLA

APA Example

(Balogun & Sani, 2026)

IEEE Example

[1]

Using the wrong reference style can delay review or cause rejection.

Always use the exact style requested by the journal.

Step 10: Prepare All Submission Documents

Many first time authors focus only on the manuscript and forget additional required files.

Journals may request:

• manuscript file
• cover letter
• author declaration
• supplementary files
• figure files
• copyright forms

Before submission, double check that all required files are included.

Typical Journal Submission Workflow

A standard journal submission process usually follows these steps:

1. Select a journal
2. Read author guidelines
3. Format the manuscript
4. Prepare figures and tables
5. Write cover letter
6. Submit files
7. Receive manuscript ID
8. Wait for peer review
9. Submit revisions if requested
10. Receive acceptance or rejection decision

Understanding the workflow early helps reduce confusion during submission.

Common Journal Submission Mistakes

Many papers face delays because of avoidable mistakes such as:

• wrong formatting
• missing line numbering
• incorrect references
• low quality figures
• missing author information
• incomplete declarations
• submitting PDF instead of DOCX
• inconsistent headings

Careful proofreading before submission can prevent many of these problems.

Final Pre Submission Checklist

Before submitting your manuscript, confirm that:

✓ manuscript formatting matches journal guidelines

✓ all authors approved the final version

✓ references are consistent

✓ figures and tables are labeled properly

✓ abstract meets word limit

✓ keywords are included

✓ cover letter is attached

✓ declarations are completed

✓ page numbering exists

✓ line numbering exists if required

Formatting and submitting a research paper becomes much easier once you understand the standard workflow. Most first time authors struggle because journals assume certain formatting knowledge that is not always explained clearly.

The good news is that after completing your first journal submission, future submissions usually become far easier and faster.

FAQs

Should the abstract start on a new page?

Many journals place the abstract and keywords on a separate page after the title page.

Should section headings be bold?

In most journals, major section headings are bold and left aligned.

Should figures be placed inside the manuscript?

Many journals now prefer figures inserted near the relevant discussion inside the manuscript.

Do all journals use the same format?

No. Formatting requirements vary between journals, so always follow the target journal guidelines.

What font do journals usually require?

Many journals use Times New Roman 12 pt, but requirements vary.

Should I submit DOCX or PDF?

Many journals request DOCX or Word files for peer review and editing purposes.

What is line numbering in manuscripts?

Line numbering adds numbers beside each line of text to help reviewers reference corrections during peer review.

Can I use Google Docs for manuscript writing?

Yes. Many authors draft manuscripts in Google Docs before exporting to Microsoft Word format for submission.

What is a corresponding author?

The corresponding author handles communication with the journal during submission, peer review, and publication.

What happens after manuscript submission?

After submission, the journal reviews the manuscript, assigns reviewers, and later sends an acceptance, rejection, or revision decision.