Formatting Basics for Non-Fiction and Fiction

It doesn’t matter how amazing the content is; if your formatting is sloppy, you’re sending a message that you don’t respect the craft—or your readers. Yes, formatting matters.

Whether you’re writing a novel that bends genres or a non-fiction piece that explains the complexities of quantum physics (I’m not judging, I’ve been there), presentation can make or break your book’s professionalism.

If you’re new to the formatting game or just need a quick refresher, let’s break down the essentials for both fiction and non-fiction.

Font and Font Size – First Impressions Matter

It’s not rocket science, but it’s surprising how often I see this trip people up.

Fiction and Non-Fiction:

• Font: Stick to industry-standard fonts like Times New Roman or Garamond for body text. These are readable and professional.
• Size: Generally, 12-point is your standard size for most manuscripts. For headers, you can go a size or two larger, but consistency is key.

Why? Because publishers, agents, and readers have come to expect it. You’re not inventing new ways to read; you’re setting the stage for a seamless experience.

Margins – Don’t Overdo It

You want the words to be the star of the show, not the space around them.

• Top and Bottom Margins: Set these to 2.54cm (or 1 inch).
• Left Margin: Set this to 3.81cm (or 1.5 inches) to allow for binding and ease of reading.
• Right Margin: 2.54cm will do, same as top and bottom.

This simple, standard setup creates a clean, easy-to-read page layout without distracting the reader.

Tip: Some publishers have their own requirements for margins. Check with them before setting up your document

Line Spacing – The Secret to Readability

This is one area where fiction and non-fiction differ slightly, so let’s dive in.

Fiction:

• Line Spacing: Use 1.5 or double spacing for a readable manuscript. It provides room for your editor’s notes, makes it easier to read, and gives a better overall impression.
• Paragraphs: Indent the first line of each paragraph by 1.27 cm (or half an inch). No extra spaces between paragraphs—unless you’re dealing with scene breaks or chapter transitions. In that case, make it obvious: a clear space or symbol (like an asterisk or a bullet point) works well.

Non-Fiction:

• Line Spacing: For non-fiction, double spacing is often preferred for ease of reading, especially for early drafts or manuscripts. Once it’s ready for print, you might condense it to 1.15 spacing.
• Paragraphs: Non-fiction doesn’t require indents for new paragraphs unless you’re working in a more formal setting (like an academic paper). Instead, a space between paragraphs is the preferred method.

Titles, Headers, and Sub-Headers – Break It Down

For non-fiction, where structure is everything, clear titles and sub-headings are crucial. This helps guide the reader, especially if you’re writing how-to steps or explaining complex ideas.

• Non-Fiction: Use headings for major sections, sub-headings for topics under each. Format them like so:
  • Title/Chapter Heading: Bold, centred, 16-18 point font.
  • Sub-headings: Bold, aligned left, 14-point font.
  • Body Text: 12-point font.
• Fiction is a bit simpler. While you don’t need as much structural emphasis, chapters should still be clearly labelled, and headings should match the tone of the book. For example, chapters in dark fantasy might have a different styling than those in contemporary romance.

Page Numbers, Headers & Footers

Don’t overlook the basics like page numbers. Trust me—editors and agents will notice, and they don’t want to see a manuscript that looks like it’s been thrown together.

• Page Numbers: Place at the top right or bottom centre of the page. Don’t get fancy—keep it simple.
• Header: Include a simple header with the book’s title or the author’s name. For fiction, include Chapter titles at the top if possible.
• Footers: You can leave these blank or use them for page numbers and footer notes if relevant.

File Formatting – The Technical Side

So, you’ve got the content, but how do you send it?

• For fiction:.docx (Microsoft Word) is standard. Editors and agents prefer this format, as it’s easy to work with.
• For non-fiction: Again, .docx works, but if you’re submitting to publishers or clients, ensure you follow their specific guidelines.

Make sure your file name is clear and professional: BookTitle_AuthorName_Manuscript.docx.

Special Formatting Tips

Here are a few small things that can make a big impact:

• Scene Breaks: Use asterisks (***) or an extra line of space to indicate a scene break or change in focus.
• Dialogue in Fiction: Indent lines for each new speaker, and make sure to keep punctuation consistent.
• Italics: Use italics for thoughts, emphasis, or non-English words. But don’t overdo it—too many italics can be distracting.

Helpful Resources and Tools

• Scrivener – A fantastic writing tool for fiction and non-fiction that helps with both writing and formatting.
• Reedsy – For formatting tips, and they also offer a free formatting tool.
• ProWritingAid – An editing tool that can help with grammar and formatting checks.

Final Thought: Format Like a Pro

Formatting isn’t just about rules. It’s about respect—for your work, your readers, and the industry. By following these formatting basics, you make it easier for your manuscript to shine, whether you’re submitting it to a publisher or self-publishing through platforms like Amazon KDP.

Don’t just write—present your work with confidence.

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