Thesis formatting guidelines that actually hold up

Formatting is not decoration. Examiners and submission portals check structure: margins, heading hierarchy, page numbers, and whether figures are labelled. Fix the structure early so writing time is not spent fighting Word at the end.

Page setup

• Margins: follow your handbook (often 2.5–3 cm; binding edge may need extra space).
• Line spacing: commonly 1.5 or double for the body; single for quotations/tables if allowed.
• Font: use the approved family and size for body text and headings.
• Paper size: A4 or Letter — match the submission rule, not your laptop default.

Front matter order (typical)

1. Title page
2. Declaration / ethics statement (if required)
3. Abstract
4. Acknowledgements (optional)
5. Table of contents
6. List of figures / tables (if required)
7. List of abbreviations (if required)
8. Main chapters
9. References
10. Appendices

Headings and navigation

Use Word’s built-in heading styles so the Navigation pane and TOC stay accurate. Avoid skipping levels (Heading 1 → Heading 3) unless your template explicitly allows it.

Figures, tables, and captions

• Place the caption where your handbook requires (above tables / below figures is common).
• Number by chapter (Table 2.1) or continuously (Table 1) — pick one system.
• Refer to every figure/table in the text before or when it appears.
• Keep image resolution high enough for print submission.

Pre-submission formatting checklist

• Margins and page size match the handbook
• Heading styles generate a correct TOC
• Front matter and body page numbers use the required systems
• Captions numbered and listed if required
• References complete and consistently styled
• Appendices labelled and mentioned in the text
• Exported PDF preserves fonts and page breaks