Preparing an academic monograph for typesetting

Make the structure clear

I need to distinguish chapters, subheadings, captions and other elements. Apply consistent heading styles where possible. You do not need to make the manuscript look like the finished book; a clear hierarchy is more useful.

For edited volumes, establish the chapter order and common conventions for author names, affiliations, abstracts and references. Tell me which elements belong to individual contributions and which apply to the whole volume.

Avoid using repeated spaces and blank lines to imitate a page layout. If an unusual arrangement carries meaning, explain it in a note so I can preserve its purpose.

Send the publishing guidelines

Provide current university or publisher requirements before typesetting begins. These may cover page size, heading levels, notes, references, captions and preliminary pages. Send the complete guidance rather than a selection of points.

Identify mandatory requirements and examples. A sample publication can help communicate expectations, but may not settle every detail. Changing the page size or reference treatment after layout can affect many pages, so early clarification matters.

Prepare notes and references

Keep notes linked to the text using the word processor's note function where possible. Manually typed numbers and separate note lists may require additional organisation.

Tell me whether the bibliography belongs at the end of the volume or after each chapter, and specify the required reference style. The author or editor should check that the source details are complete. Typesetting a bibliography does not automatically include researching missing publication data or verifying citations.

If names, dates or source details conflict, I need a decision from the person responsible for the content.

Supply editable tables and separate images

Send tables in an editable form with headings, units, explanations and source information. Screenshots make it harder to adapt the columns and type to the book format. For wide tables, identify which information must remain together.

Send illustrations separately and match their numbering to the text. Include captions and agreed credits, and mark intended positions where they matter to the argument. Graphs need legible axis labels, symbols and legends.

Define the index scope

Tell me whether the volume needs an index and what material exists. An agreed list of entries, marked occurrences and a completed index represent different starting points.

Typesetting supplied index material is different from deciding the entries and their relationships. I clarify responsibility for that work at quotation stage. Page references must match the final pagination and need checking after substantial layout changes.

Coordinate the proof review

For a volume with several authors, I recommend one person to consolidate comments and resolve changes affecting the whole book. Check notes, tables, captions, contents and cross-references as well as the main text.

I agree the revision scope in the quotation. Allow time for author review and institutional approval separately from typesetting. If you have a fixed deadline, specify whether it refers to final files or delivered copies.

How I assess cost and timing

I consider text length, complexity and publishing requirements. For continuous prose, a publishing unit is approximately 40,000 characters including spaces. I explain the calculation in How much does book typesetting cost?

If the manuscript is incomplete, send a representative sample including complex notes and tables. Print preparation is generally included when I typeset the publication. Printing and delivery can be arranged and quoted separately.