Northwell/SOM_Getting Published: Preparing a Manuscript

Review and select the accepted manuscript type for your submission. Each journal will have a unique list of accepted manuscript types and the formatting may change based on your selection. Common examples of manuscript types are below:

• Original research

• Case study / case report

• Reviews

• Editorial / commentary

• Systematic Reviews

Formatting instructions (or style guide) are typically included in the author guidelines. Formatting refers to font type and size, margins, headers and footers, etc. Most journals require 11 or 12-point size font with margins ranging from unjustified to 1.5".

Word count/length requirements are included in either the formatting instructions or the section on manuscript types. Authors should pay close attention to these instructions so that they can make any necessary adjustments to their submission. If you are having difficulty with reducing the word count/length, re-read your manuscript and remove unnecessary words, empty adjectives, or empty adverbs. For example, instead of writing "very cold" you could replace it with "freezing".

Another formatting instruction to note is the removal of field codes which are often inserted into the manuscript when using a bibliographic citation manager such as EndNote. Some journals require that the codes are removed before submission. It's best to convert your manuscript as plain text to avoid any issues.

Failure to follow the formatting instructions may result in a rejection of your manuscript.

Structured abstracts are often required when submitting a manuscript. The requirements for word count, formatting style, headers, structured vs unstructured, etc. varies based on the journal. Commonly used headings for structured abstracts are below:

• Introduction (or Background)
• Methodology
• Results (or Discussion) 
• Conclusion (or Future Recommendations)

The structured abstract should succinctly summarize your work and should not introduce information that is not discussed in the original manuscript.

Requirements for tables and figures are included in the author guidelines. Formatting may include how the figures/tables are cited in-text, numbered, and described. Other formatting requirements may include the minimum number of columns for tables, inclusion or exclusion of certain types of figures/tables (ex: JAMA advises against using pie charts or 3-D graphs and requests the use of alternative graph types). 

Figures/tables often need to be uploaded as a separate file from the original manuscript.

While preparing your manuscript for submission, researchers must also think about how their data will be shared. Some journals will require authors to submit a Data Sharing Statement for certain study types (e.x. randomized clinical trials). For information on what to consider when drafting a data sharing plan, click on the Data Sharing Plan tab on the Data Management LibGuide.

Before submission, authors should verify that cited references are correctly formatted based on the journal's requirements. 

Some journals provide a customized downloadable file that you can use with a bibliographic management tool. Check the Instructions for Authors section to see if the journal you're submitting to has a downloadable file.

For more information on citing references, visit the Citing Sources tab on the Scientific Writing LibGuide.

Below are style manuals and resources on formatting references and citing data:

Style Manuals

Data Citation

EndNote

The easiest way to style your references is using EndNote reference management software available for ZSOM and Northwell users. Please check our EndNote Guide to learn how to get a desktop or online version and format references according to a specific style.

Selecting a Style in EndNote

EndNote includes hundreds of styles (called Output Styles) to select from, both common (AMA, APA, etc.) and specific journal styles. Refer to the Cite While You Write section in the EndNote Guide to learn how to select the proper style. If you started to format your manuscript before selecting a journal for submission, you may choose a general style like the AMA or Vancouver style; you can easily change the style later.

Downloading Additional Styles in EndNote

If you cannot find a specific style you need, you can download an additional style:

• Check a current list of output styles available for download on the EndNote website first;
• In case you still don’t see the preferred style, check the journal's Instructions for Authors to see if you can download a reference style for this journal. Many publisher sites have this option available. See the EndNote website to learn how to Install Additional Output Styles.

Depending on the publication, submitting a cover letter may be required or optional (but highly recommended). If a cover letter template is available, it will be provided in the Instructions to Authors section.

"The cover letter is an important document that must do more than tell the editor that you are submitting your manuscript for consideration. It should capture the editor’s attention, provide information about the novelty and importance of your findings, and indicate that all authors have approved of the submission and the manuscript has not been submitted to more than one journal concurrently.

Strong cover letters not only introduce your manuscript – they offer an important opportunity to convince journal editors to consider your manuscript for publication."¹

¹Writing Cover Letters for Scientific Manuscripts. Bioscience Writers. September 29, 2012. Accessed November 22, 2021. https://www.biosciencewriters.com/Writing-Cover-Letters-for-Scientific-Manuscripts.aspx