Formatting Figures, Tables and Appendices for Dissertations, Essays and Assignments: Best Practices

Clear, consistent formatting of figures, tables and appendices is essential for readability, professionalism and compliance with university requirements. This guide distills practical, institution-ready rules you can apply to dissertations, essays and assignments — whether you’re submitting electronically or preparing a bound copy.

Why good formatting matters

• Improves reader comprehension by making data and visuals easier to scan.
• Meets examiner and institutional expectations, reducing revision requests.
• Supports accessibility for readers using assistive technologies.
• Prevents technical submission issues (file size, resolution, metadata).

Refer to your institution’s specifics first — see University Formatting Standards Explained: Meeting Your Institution’s Requirements for Dissertations, Essays and Assignments for common policy interpretations.

Figures: placement, resolution and captions

Best-practice checklist for figures

• Place figures as close as possible to the first paragraph that references them.
• Use high-resolution images: at least 300 dpi for raster images in print; 150–200 dpi may suffice for digital-only submissions.
• Prefer vector graphics (SVG, EPS, PDF) for charts and diagrams to preserve clarity when scaled.
• Include concise captions below figures. Start with “Figure X.” followed by a short descriptive title and any necessary notes.
• Provide alt text within electronic files (important for accessibility and repositories).

Example caption format:
Figure 1. Mean response time by condition. Error bars show standard error.

File formats and sizing (quick reference)

Type	Recommended format	Min resolution	Notes
Photographs	TIFF, PNG, high-quality JPEG	300 dpi	TIFF/PNG preferred for lossless quality
Charts / diagrams	SVG, EPS, PDF	Vector	Export from Excel/Plotting software as vector when possible
Screenshots	PNG	300 dpi	Crop to essential content; annotate with callouts sparingly

Tables: design, numbering and captions

Tables should present data simply and legibly.

Table formatting rules

• Place table captions above the table (APA style) or below (some institutions); check your style guide. Always be consistent.
• Number tables sequentially (Table 1, Table 2, …) by chapter if required (e.g., Table 3.1).
• Use clear column headings and limit decimal places to what’s meaningful.
• Avoid vertical lines; use subtle horizontal lines to separate header and totals.
• If a table is too wide for the page, either rotate the table (landscape page) or break it into two tables and cross-reference.

Example table caption format:
Table 2. Summary of participant demographics by group.

Accessibility and data

• Include a brief description in the caption or a note explaining the table’s structure.
• If using color to indicate meaning, add symbols or text alternatives for colourblind readers.

Numbering and cross-referencing

Consistent numbering allows quick navigation and accurate references.

• Use a logical scheme: continuous numbering (Figure 1, Figure 2) or chapter-based (Figure 2.1, 2.2).
• Use your word processor’s automatic cross-reference feature so references update if numbering changes.
• When moving items between documents (e.g., into an appendix), verify that cross-references and links remain intact before final submission.

Small reference table:

Element	Numbering style examples
Figures	Figure 1, Figure 2 or Figure 3.1, 3.2
Tables	Table 1, Table 2 or Table 3.1, 3.2
Equations	(1), (2) or (3.1), (3.2)
Appendices	Appendix A, Appendix B

Appendices: what to include and how to format

Appendices hold supporting material that is useful but secondary to the main argument.

Common appendix contents:

• Raw data, extended tables, code, survey instruments, ethics approvals, consent forms, supplementary figures, large images or transcripts.

Formatting tips:

• Start each appendix on a new page and label with letters (Appendix A) or numbers if your institution prefers.
• Include a title: “Appendix A: Survey Instrument”.
• Reference appendices in the main text: “(see Appendix B)”.
• If appendices contain figures or tables, number them independently (e.g., Table A1, Figure B2) to avoid confusion.

Captioning styles: APA, MLA, Chicago (quick guide)

• APA: Figure caption beneath figure. Table title above table. Include source notes below table if needed.
• MLA: Table and figure labels often included in the running text — check your department. When used, captions are short.
• Chicago: Captions beneath images; tables often include a title above.

Always follow the specific style or institutional template required. For line-by-line compliance before submission, consult our guide: Submission-Ready Formatting for Dissertations, Essays and Assignments: Margins, Headings and Pagination Checklist.

Electronic submission, file types and Turnitin

• Preferred final file types are usually PDF/A for permanence. Some systems require Word (.docx) as well.
• Embed fonts and ensure images are not downsampled by the PDF export.
• Check file size limits and split large appendices into separate files if necessary.
• Run your document through Turnitin or your institution’s plagiarism checker in advance to catch unintended issues: see Electronic Submission, Turnitin and Institutional Repositories: What to Know for Dissertations, Essays and Assignments.

Common pitfalls and how to avoid them

• Missing or inconsistent numbering — use automatic numbering tools.
• Low-resolution images that print poorly — replace with higher-resolution or vector files.
• Tables too wide for margins — reformat, shorten headings, or use landscape layout.
• Unclear captions — make captions descriptive and self-contained.
• Broken cross-references after reflow — update all fields before finalizing.
• Not including appendices referenced in the text — verify all references in the pre-submission checklist: The Definitive Pre-Submission Checklist for Dissertations, Essays and Assignments: Compliance, Files and Metadata.

Final pre-submission checklist (figures, tables & appendices)

• All figures and tables numbered and captioned consistently.
• Images at recommended resolution and correct file format.
• Appendices labeled, titled and referenced in the text.
• Cross-references updated and verified.
• Accessibility: alt text for key figures and descriptive table notes.
• PDF exported to PDF/A with embedded fonts; file size within limits.
• Backup copies and original high-resolution files saved.

For a complete submission workflow including metadata, binding and post-submission steps, see:

• The Definitive Pre-Submission Checklist for Dissertations, Essays and Assignments: Compliance, Files and Metadata
• Binding, Copyright and DOI Registration: Post-Submission Steps for Dissertations, Essays and Assignments
• Timeline and Logistics for Final Submission: From Supervisor Sign-Off to Graduation for Dissertations, Essays and Assignments

Preparing for defense? Cross-check your figures and appendices with your presentation materials:

• How to Prepare for Your Dissertation or Thesis Defense (Viva) and Present Assignments Confidently
• Crafting a Defense Presentation and Anticipating Questions for Dissertations, Essays and Assignments
• If revisions arrive, follow this guide: Dealing with Revisions After Submission: Responding to Examiners for Dissertations, Essays and Assignments

Need help with formatting or proofreading?

If you’d like professional formatting, proofreading or final pre-submission checks, contact MzansiWriters:

• Click the WhatsApp icon on the page,
• Email: info@mzansiwriters.co.za, or
• Use the Contact Us page accessible via the main menu on the site.

Good formatting reduces examiner friction and helps your work make a stronger impact — follow these best practices to submit with confidence.