How to Format Academic Papers: Style Guide

Proper formatting demonstrates professionalism and ensures your work meets academic standards. This comprehensive guide covers formatting requirements across major citation styles and provides practical tips for creating polished, professional academic papers.

General Formatting Guidelines

While specific requirements vary by style guide and institution, most academic papers share common formatting elements:

APA 7th Edition Formatting

Page Setup

• Font: 12pt Times New Roman, Arial, Calibri, or other sans-serif
• Margins: 1 inch on all sides
• Spacing: Double-space entire paper, including references
• Indentation: 0.5 inch for first line of paragraphs
• Alignment: Left-aligned (ragged right)

Running Head and Page Numbers

• Student papers: Page number in header (right corner)
• Professional papers: Running head (shortened title) left, page number right

Title Page

• Paper title (bold, centered, middle of page)
• Author name (centered, one line below title)
• Institutional affiliation (centered, one line below name)
• Course number and name (centered, for student papers)
• Instructor name (centered)
• Due date (centered)

Abstract

• Start on new page after title page
• Word "Abstract" centered, bold, at top
• 150-250 words
• Single paragraph, no indentation
• Keywords on next line (optional)

Headings Levels in APA

MLA 9th Edition Formatting

Page Setup

• Font: 12pt Times New Roman (or similar legible font)
• Margins: 1 inch on all sides
• Spacing: Double-space entire paper
• Indentation: 0.5 inch (tab key) for first line of paragraphs
• Alignment: Left-aligned

Header

• Last name and page number in upper right corner
• 0.5 inch from top of page
• Present on every page, including first

First Page (No Separate Title Page)

• Your name (left-aligned, top of page)
• Instructor name (next line)
• Course name and number (next line)
• Date (next line)
• Title (centered, next line, not bold or underlined)
• Begin text on next line

Works Cited Page

• Start on new page
• "Works Cited" centered at top (not bold)
• Entries left-aligned
• Hanging indent (0.5 inch) for each entry
• Alphabetical order by author's last name

Chicago/Turabian Formatting

Page Setup

• Font: 12pt Times New Roman or similar
• Margins: 1 inch on all sides
• Spacing: Double-space text; single-space footnotes
• Indentation: 0.5 inch for paragraphs

Title Page

• Title (centered, one-third down page)
• Blank space
• Name, course, instructor, date (centered, lower third)
• No page number on title page

Page Numbers

• Top right corner or centered at bottom
• Begin numbering on first page of text (page 2 if title page)

Notes and Bibliography

• Footnotes: At bottom of page, separated by line
• Endnotes: On separate page before bibliography
• Bibliography: Starts on new page, hanging indent

Common Formatting Elements

Block Quotations

Tables and Figures

APA Style:

• Number tables and figures separately
• Table title above table (italicized)
• Figure caption below figure (italicized)
• Note source below table/figure if applicable

MLA Style:

• Label: "Table 1" or "Fig. 1"
• Caption below visual
• Cite source in caption

Special Formatting Situations

Appendices

• Start each appendix on new page
• Label: Appendix A, Appendix B, etc.
• Include title if multiple appendices
• Continue page numbering

Mathematical Equations

• Number important equations
• Center on separate line or indent
• Use equation editor for complex formulas
• Define variables after first use

Code and Programming

• Use monospace font (Courier, Consolas)
• Maintain original indentation and spacing
• Can use smaller font (10pt) for readability
• Consider appendix for long code samples

Do's and Don'ts

Digital Submission Formatting

File Format

• Preferred: .docx (Microsoft Word) or .pdf
• Naming: LastName_FirstName_Assignment.docx
• Compatibility: Test file opens correctly on different systems

Online Submission Systems

• Check file uploads correctly
• Verify all formatting preserved
• Include metadata (title, author) in document properties
• Keep backup copy before submitting

Accessibility Considerations

• Use sufficient color contrast
• Add alt text to images and figures
• Use heading styles (not just bold/large text)
• Ensure tables have proper header rows
• Make hyperlinks descriptive
• Use sans-serif fonts for online viewing

Software-Specific Tips

Microsoft Word

• Use Styles for consistent heading formatting
• Set up running head using Header & Footer tools
• Use Page Break (not multiple enters) between sections
• Enable Show/Hide to see formatting marks
• Use References tab for automatic citations (with caution)

Google Docs

• Set margins: File → Page Setup
• Use Insert → Page Number for numbering
• Format → Line spacing for double-spacing
• Download as .docx or .pdf for submission
• Check formatting after downloading

LaTeX

• Use appropriate document class (article, report)
• Install citation style packages (natbib, biblatex)
• Compile to PDF for submission
• Check margins and spacing in output

Formatting Checklist

Common Formatting Mistakes

Mistake 1: Inconsistent Spacing

Don't add extra spaces between paragraphs or sections. Use consistent double-spacing throughout (except where style requires single spacing, like footnotes).

Mistake 2: Wrong Indentation

Use tab key or set paragraph indentation to 0.5 inches. Don't use multiple spaces to indent.

Mistake 3: Justified Text

Academic papers should be left-aligned (ragged right edge), not fully justified, which creates uneven spacing.

Mistake 4: Decorative Elements

Avoid borders, colors, fancy fonts, or graphics unless explicitly required. Academic papers should be professional and understated.

Mistake 5: Missing Page Numbers

Every page (except possibly the title page, depending on style) should have a page number.

Quick Reference: Major Styles Comparison

Related Resources

• Headings and Subheadings in Academic Writing
• How to Present Data in Academic Papers
• APA vs MLA Citation Styles
• Common Grammar Mistakes