Call For Papers: Formatting Guide

TL;DR

This guide helps you format your paper submission correctly for a call for papers. We cover common requirements like document type, margins, fonts, headings, citations and file formats.

Formatting Your Call For Papers Submission

1. Check the Guidelines: This is the most important step! Every conference or journal has specific rules. Download and read the author guidelines document carefully. Pay attention to details like word limits, abstract requirements, and keyword specifications.
   • Look for sections on manuscript preparation, submission instructions, and formatting templates.
   • Note any differences between initial submission and final publication formats.
2. Document Type: Most calls for papers require submissions as Microsoft Word (.docx) or PDF files.
   • PDF is often preferred for the final version to ensure consistent appearance across different systems.
   • Word documents are usually needed for initial review and editing.
3. Page Setup & Margins: Standard margins are typically 1 inch (2.54 cm) on all sides.
   • Use A4 or Letter paper size, as specified in the guidelines.
   • Double-space your entire document unless otherwise instructed.
   • Set line numbers for easier review. In Microsoft Word: Layout > Line Numbers > Line Numbering Options
4. Font & Spacing: Common fonts include Times New Roman, Arial, or Calibri.
   • Font size is usually 12 point for the main text.
   • Use a consistent font throughout your paper.
5. Headings & Subheadings: Use a clear heading structure to organise your content.
   • Follow the guidelines’ specified heading levels and formatting (e.g., bold, italic, numbered).
   • Example Heading Structure:

     1. Introduction
        1.1 Background
        1.2 Motivation
     2. Methods
     3. Results
     4. Discussion
     5. Conclusion

6. Citations & References: Choose a citation style (e.g., APA, MLA, Chicago) and use it consistently.
   • Use a reference management tool like Zotero, Mendeley, or EndNote to help you format citations correctly.
   • Ensure all cited sources are included in the references list, and vice versa.
   • Example APA citation:

     Smith, J. (2023). Title of article. Journal Name, Volume(Issue), Page numbers.

7. Abstract: Write a concise and informative abstract that summarizes your paper.
   • Follow the specified word limit (usually 150-250 words).
   • Include keywords relevant to your research.
8. Figures & Tables: Label figures and tables clearly with captions.
   • Ensure they are high resolution and readable.
   • Refer to them in the text (e.g., “As shown in Figure 1…”).
9. File Naming: Use a descriptive file name for your submission.
   • Example: LastName_FirstName_PaperTitle.docx or LastName_FirstName_PaperTitle.pdf
10. Proofread Carefully: Before submitting, proofread your paper for grammar, spelling, and punctuation errors.
    • Ask a colleague to review it as well.

cyber security Considerations

While not directly formatting related, be mindful of potential cyber security risks when sharing your paper drafts. Avoid storing sensitive data in unencrypted documents or using insecure file-sharing services.