How to Format a Book Professionally in 9 Simple Steps

Let’s suppose you are reading a memoir, though the storyline is strong and captivating, yet you lose tempo and have to take frequent breaks to rebuild your focus in the narrative. As a reader, you might be feeling uneasy and probably unsure what, exactly, is wrong with the book. Every time you pick up the book and try to read from where you left off, your mind becomes blank, and you feel unenthusiastic to finish it off.

Asking an author or publisher’s opinion of fading readers’ interest in the manuscript indicates technical or stylistic issues within a manuscript that makes book unappealing for readers. Gaps in the text layout cause interruptions in reading. Either the book is too extensive, with long chapters, or has too many subheadings. Or includes difficult vocabulary that readers find difficult to grasp. The manuscript has typography issues, such as the narrative having inconsistent fonts with different sizes. Some authors have no idea of using appropriate fonts that makes the body text hard to read. Using highly decorative and high-contrast fonts with visual differences makes text illegible and gives an amateurish look to the book.

Inconsistent line spacing in the text, such as too little space in between the words, makes the manuscript look congested. Or too much space disrupts the flow between sentences and also breaks the natural reading rhythm. Incorrect alignment, margin, and typesetting, unappealing chapter titles and section headings, and inconsistent placement of page numbers and headers give a cluttered and unprofessional look to the manuscript.

So, if you are a beginner writer, you must focus on analyzing the common formatting issues in your manuscript. Reading this book formatting guide further facilitates you in enhancing your book formatting competency. Quick and easy step-by-step book formatting helps you master the book’s layout and interior design. Begin by setting up the page layout of your manuscript, such as trim size, margins, and line spacing. The next step involves selecting appropriate fonts and their sizes, aligning the text, and indenting paragraphs. Formatters and designers collaborate to improve the typography of a book, such as adding graphics, animation,  color palettes, visual elements, and white space to enhance readability. Chapter formatting includes adding page breaks, ensuring that each new chapter starts on a new page. The proofreaders create attractive headings and subheadings in the chapters and sections and place them properly to maintain consistency and the logical flow.

The formatting of front matter involves creating a title page that provides a copyright notice, ISBN, publisher information, and edition details. The author adds a foreword/prologue and a table of contents. Back Matter includes acknowledgments on the right side of the page. The author’s details, including an image is inserted. An index, bibliography, and references are added in the end. Industry-standard formatting of the book, comprising consistency and flow in paragraphs, spacing, alignment, uniform font styles, and appropriate margins, enhances the book’s readability. Adding visually appealing elements makes it a polished and engaging manuscript for readers.

Reading the blog helps book formatters and designers to know the benefits of publishing, such as establishing their professional authority and credibility in the book market. With self-publishing, the book formatters utilize technology tools to hone their specific editing skills. Consequently, the publishers tap into the foreign book market and gain new business opportunities.

Step 1: Choose the Correct Trim Size

Trim size in a well-formatted manuscript is the final width and height of a book after the pages been trimmed. The formatters set an appropriate trim size that affects layout and print requirements. Professional book formatting standards enable typesetters to set print book dimensions based on the length and size of a manuscript. The standard trim size of a book is 6×9. If the book is large and heavy, it has a larger trim size, which reduces the page count by 20–30%. Similarly, a thin book has a smaller trim size and fewer words fit on each page. A fiction, memoir, or children’s book with large visuals and high-resolution images has larger trim sizes, such as 5” x 8”, 5.5” x 8.5”. A larger trim size properly displays illustrations and diagrams. However, larger trim sizes use more paper and increase printing costs. The industry standard for most non-fiction is  6” x 9, and workbooks/guides are” 8.5” x 11.”

Step 2: Set Proper Margins and Gutter

Creating a page layout involves book formatting experts in setting proper margins and gutters for the book. In case, a short manuscript is printed, use mirror margins for the inside and outside of the book. Mirror margins is a setting in Word that automatically uses the gutter, an inner margin for odd and even pages. The inner margin keeps text consistent. A gutter with a large size, such as 0.5-0.875 inches stop the text from disappearing into the binding, while keeping top, bottom, and outer margins consistent. For e-books,  KDP suggests a minimum gutter size of 0.375″ for 24-150 pages, 0.5″ for 151-300 pages. Designers adjust the gutter size depending on the book’s page count to improve readability.

Step 3: Select the Correct Font Style and Size

Inserting professional, readable fonts in a printed book is a crucial element of book formatting. Appropriate fonts enhance reader immersion in the text and also ensure legibility of the content. Applying adjustable fonts makes reading comfortable and prevents fatigue and abandonment. The standard fonts used for paperback and hardcover books are Garamond, Times New Roman, Baskerville, and Palatino. While readable, simple fonts for e-books include Sans-serif,
Bookerly, Arial,andCalibri.Standard font size, such as Font Size: 10-12pt, is usedfor print body. The formatters adjust font size to enhance readability and comprehension. Varying font sizes and styles makes content engaging; however, the formatters should avoid using fancy and overly decorative fonts in the main text, as this can make reading more difficult. For better readability across different devices, publishers are liable to use popular and adjustable font styles.

Also Read On Our Medium Blog Page: Book Formatting Made Easy: A Beginner’s Guide for Authors

Step 4: Format Paragraphs, Line Spacing & Indents

Following the book formatting guide, publishers ensure uniformity in the content. It indicates maintaining regularity in line spacing, such as words in a text should not be packed tightly or too much space exists between words, that break the tempo of reading. The publishers should also create white space margins that keep internal spacing consistent. Recommended line spacing for print is 1.15–1.5. Formatters use a correct indent size, 0.2–0.3 inches, to indent paragraphs in fiction and novels. An indented text shows flow. Block paragraphs used in web content and technical writing increase readability.

Step 5: Add Page Numbers, Headers & Footers

E-Book publishing guidelines facilitate proofreaders to meticulously format a book with page numbers, headers, and footers. Book designers ensure consistency in placing page numbers. They use small-case Roman numerals (i, ii, iii, etc.) for the front matter pages, comprising the title page, copyright, dedication,  and table of contents. Arabic numerals such as 1, 2, 3 are used for main body pages. While browsing, authors find page numbers appear in the bottom center or the top/bottom outside corners of the pages.

Header/Footer settings in a fiction include an author’s name on left pages, while the book title comes on right pages. Footers usually cover the page numbers or footnotes. For an e-book, the footnotes are inserted at the bottom of the page, or an endnote is placed at the end of the book.

Step 6: Structure Front Matter Correctly

Front Matter Pages

Professional book formatting experts insert front matter with consistency. Front Matter, encompassing title page, copyright, dedication, and table of contents set up a consistent book page. Front matter is placed before the main text. It begins with a title page displaying the complete book title, subtitle, author, and publisher name. The copyright page includes a legal disclaimer, ISBN, and publisher details.  The dedication page allows authors to write a brief note to honors friendsand communities who inspired or supported them while working on the manuscript. The foreword / Preface in the book is considered a brief introduction to the narrative. The author describes significant plot events, introduces major protagonists, and provides other details to captivate the reader’s interest. An engaging preface helps authors get a powerful endorsement that boosts readership and build author’s credibility. Table of contents added in front matter display list of chapters/sections with page numbers.

Differences in Front Matter  and Back Matter for Print vs. E-Book

Front Matter Contrast of Print and E-book

An e-book publishing guide allows design experts to adapt page numbers, blank pages, and the physical back cover for the digital format. They adjust e-book formatting based on Amazon publishing standards. As compared to print books having fixed page numbers and a blank page on the right-hand, the designers bring variations in ebooks by creating a dynamic, reflowable layout.

A flow layout includes a title page that is placed near the top of the page with brief publisher details. A hyperlinked table of contents with page numbers and an index facilitates readers in navigating the sections of the e-book. In contrast to a print book, the title page is located on the right-hand page, showing the book title, the author’s name, and the publisher’s name or logo.A table of contents in a print book appears after the title page epound the structure of the manuscript. TOC demonstrates chapter titles, section headings, and subsections. Page numbers help readers know where chapters or section begins, making it easier to navigate the desired section of the book. The copyright page in both print and digital formats appears to be the same. A key difference is the publisher’s details that are mentioned in the copyright page, whereas in e-books, the details are embedded in the e-book’s metadata. The dedication page is also similar in both book formats.

Back Matter in Print and E-book

The back matter in print books includes fixed page numbers and physical indexes to browse the book. Whereas,  in e-books, expert book designers use hyperlinks in the table of contents that lead to quick access to various sections of the book. Footnotes in a print book are adapted to linked endnotes in an ebook.

The backmatter in a print book includes a back cover and a book blurb that explain book descriptions, author bios, and reviews. As e-books have no physical back cover, the details are incorporated directly into the internal back or in the book’s metadata.The designers also include the author page and the bibliography.

Step 7: Organize Chapters and Section Breaks

Expert designers at book editing services organize chapters through section breaks. ensures consistency in the content flow and manages the story’s pace. Creating a manual page break allows each chapter to start on a new page, which prevents misalignment and helps in smooth e-book conversion.

Structuring chapters in a print book allows formatters to create engaging chapter titles and headings that maintain the logical flow of the content. Moreover, consistency in chapter and section headings describes the plot, significant events,  and narrative themes. Thechapter titles are positioned at the top of the page. The formatters further break chapters by inserting subheadings. The subheadings break up lengthy text into smaller, digestible sections,, allowing readers to comprehend the plot, settings, and tone of the book. The striking subtitles keep readers engrossed and improve readability.

Within the chapter, formatters use subtle breaks such as inserting an extra line space to show a minor shift in time, place, or settings, or keep a blank page on the left and move on to a new chapter start a new chapter from the right side.  Page breaks in the print file allow formatters using Microsoft Word / Google Docs: The tools include styles, section breaks, and paragraph settings that help in chapter breaks. Book formatting software such as  Vellum, Atticus, and Scrivener has a user-friendly interface and automation features that automatically add chapters and insert pages as required. Adobe InDesign helps formatters insert formatted illustrations with captivating typography and design elements in complex layouts. Moreover, publishers also add external hyperlinks in chapters to help readers navigate different sections of the e-book.

Step 8: Insert Images, Tables, and Graphics Properly

To insert images, tables, and graphics in  Microsoft Word,  formatters use the Insert Tab and choose the required picture, table, chart, and infographics. If text needs a table or chart, they draw the table, using features like Table Properties. While creating tables, ensure that tables don’t overflow margins.  If the narrative needs images, the designers insert compressed images in between the text. The illustrators use high-resolution pictures in 300 DPI in different formats, such as PNG for illustrations and JPG for photos. Thus, proper placement of images, tables, and graphics enhances a book’s visual appeal and gives a professional look to the book.

Step 9:Export the File Correctly for Print & E-Book

Before the final print process, book editing creates a final print preview to check minor and complicated printing issues. A print preview allows authors and publishers to look for minor grammar and syntax errors that become more obvious in the digital file. Moreover, formatters check misalignment, margins, fonts, and other elements in print files. At the end of print preview, the publishers evaluate the overall layout quality and the lucidity of the text. For a press-ready PDF, the formatters add a bleed of  3mm or 0.125 inches on all sides in export settings to avoid white edges after trimming.  CMYK color is used for printing, and the standard resolution of images is  300 DPI.

Formatting an e-book for Amazon KDP requires formatters to export the file in EPUB format. The publishers examine files on different devices, such as Kindle, tablet, and smartphone, and ensure that the EPUB is easily adaptable for different screen sizes and e-reader settings.

Recapitulate

Book editing companies manage book formatting through collaborative efforts of the publishing team, comprising editors, proofreaders. designers and formattres who examine different aspects of the book. Using specialized software such as Adobe InDesign, Vellum, or Atticus, the formatters organize and structure the book content, cover design, layout, and margin, topography, setting fonts, and chapter style. The key purpose of book formatting is to prepare a polished and refined manuscript that adheres to industry standards. Professional formatters get involved with the comprehensive book formatting process. Specialized editors check the content and grammar, and highlight various issues such as inconsistency in style, tone, spellings punctuation errors, and typos.  A book designer takes over and handles the visual presentation of the text and pages by checking the trim size,  page margins, including the inner “gutter” margin for binding, and white space. They select typography such readable font style and size that optimizes readability.

For paragraph and chapter styling, the formatters ensure paragraph indentation and consistency in line spacing, headings, and chapter titles to create a smooth reading flow. Moreover, they properly handle images, graphics, tables, and other visual elements in the text. Before final publishing, a press-ready PDF is provided to the publishing team to catch typos, punctuation errors, or layout issues that may be overlooked during the design process. As final layout proofing is done,  the file is professionally formatted and converted into the required formats for various platforms such as print,  EPUB, and MOBI/AZW. Book editing and formatting companies use both general and specialized software to prevent file rejection and develop a well-designed, formatted manuscript. By proficiently handling these complex formatting steps, book editing companies fine-tune the book, ensuring that the final product meets the professional formatting standards. Book publishers leverage a refined digital format to maximize e-book discoverability and boost books’ search rankings on online retailing platforms.