The Definitive Pre-Submission Checklist for Dissertations, Essays and Assignments: Compliance, Files and Metadata

January 23, 2026 Chris

Submitting your final dissertation, essay or assignment can be stressful. Missing one small technical requirement can delay graduation or cause a failed submission. This definitive pre-submission checklist covers compliance, file preparation, and metadata so you submit confidently and correctly.

Quick summary: what to check before you hit Submit

Confirm institutional formatting and supervisor sign-off.
Ensure ethical approvals and copyright permissions are in place.
Finalise file formats, file names and metadata (title, author, abstract, keywords).
Run a plagiarism/Turnitin check and fix flagged issues.
Prepare backup files and physical copies (if required).

Compliance: institutional and academic checks

Meet university formatting and policy requirements

Before anything else, verify you meet your university’s mandatory rules: margins, fonts, headings, pagination, front matter and binding rules. If you need a focused checklist, see our guide on Submission-Ready Formatting for Dissertations, Essays and Assignments: Margins, Headings and Pagination Checklist.

Key compliance items:

Supervisor and/or programme coordinator sign-off.
Ethics approval and consent documentation (if human/animal research).
Institutional requirements for title page wording, declaration, and acknowledgements.
Any required page-numbering scheme (roman vs arabic).

Figures, tables and appendices

Ensure captions, numbering and cross-references match the text.
Embed high-resolution images and check colour/greyscale requirements.
Place supplementary material properly in appendices and list them in the table of contents.
Reference: Formatting Figures, Tables and Appendices for Dissertations, Essays and Assignments: Best Practices.

Plagiarism, citations and permissions

Run a final Turnitin or institutional plagiarism scan and address matched text.
Ensure all third-party material has permission or falls under fair use.
Learn more: Electronic Submission, Turnitin and Institutional Repositories: What to Know for Dissertations, Essays and Assignments.

Files: formats, naming and backups

Recommended file formats and when to use them

File type	Use case	Pros	Cons	Recommended?
PDF (PDF/A preferred)	Final submissions, institutional repositories	Preserves layout, embedded fonts, platform-independent	Harder to edit	Yes — primary final file
DOCX	Ongoing edits, supervisor review	Easy to edit, track changes	Formatting may shift across versions	Yes for review copies
LaTeX source + PDF	Theses with equations or complex typesetting	Precise typesetting, reproducible	Requires LaTeX knowledge	Yes if LaTeX used
PPTX	Defense presentations	Editable, multimedia support	Not appropriate for thesis text	Yes for viva slides

Best practice: Submit a locked/exported PDF as the primary file and include editable DOCX/LaTeX sources if the university requires them.

File naming conventions

Use a clear, standardised name: Lastname_Firstname_Degree_Year_Version.pdf
Avoid spaces and special characters; use underscores or hyphens.
Example: smith_jane_msceng_2026_v3.pdf

Backups and version control

Save timestamped versions (v1, v2, final) and store on at least two locations (cloud + external drive).
Keep a submission log: date, platform used, confirmation IDs/screenshots.

Metadata: make your file discoverable and compliant

Why metadata matters: repositories, DOI registration and search engines rely on accurate metadata. Incorrect metadata can cause wrong author attribution or indexing problems.

Essential metadata checklist:

Title (finalised and exact).
Author full name and affiliation.
Supervisor(s) names and department.
Degree type and year.
ORCID iD (if available).
Abstract (250–350 words recommended).
Keywords (4–8 relevant terms).
Language, embargo status and licence (e.g., CC BY).
Persistent identifiers (DOI) if registering after submission.

Technical PDF metadata:

Populate PDF Document Properties (Title, Author, Subject, Keywords).
Ensure fonts are embedded and enable PDF/A compliance if required by repository.

Electronic submission: platforms and checks

Confirm the submission portal (institutional repository, learning management system, or email).
Check file-size limits, allowed formats and whether multiple files are accepted.
Keep a screenshot of the final confirmation and save any reference/receipt number.

For Turnitin and repositories, see: Electronic Submission, Turnitin and Institutional Repositories: What to Know for Dissertations, Essays and Assignments.

Physical submission, binding, copyright and DOIs

If your institution requires printed or bound copies:

Verify binding type, paper size and colour copies required.
Complete signature pages and include any required supervisor or examiner signatures.
Consider copyright and DOI registration after successful submission or publication.
More details: Binding, Copyright and DOI Registration: Post-Submission Steps for Dissertations, Essays and Assignments.

Defense preparation and dealing with revisions

While preparing files, also prepare your defense presentation and anticipate examiners’ questions. Helpful reads:
- 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 examiners request revisions after submission, follow institutional timelines and guidance: Dealing with Revisions After Submission: Responding to Examiners for Dissertations, Essays and Assignments.

Last-minute 20-point pre-submission checklist

Supervisor sign-off obtained and documented.
Ethics approvals attached (if applicable).
Title page formatted per university template.
Declaration and acknowledgements included.
Table of contents, lists of figures/tables updated.
Page numbering correct and sequential.
Margins, fonts and headings compliant.
Figures/tables correctly captioned and high quality.
All citations in reference list; reference style consistent.
Turnitin/plagiarism report checked and addressed.
Permissions for third-party materials resolved.
Embedded fonts and PDF/A compliance checked.
Metadata populated (title, author, abstract, keywords).
File name follows institutional convention.
Multiple backups created.
Submission portal tested and file size within limits.
Confirmation screenshot saved after submission.
Physical copies prepared (if required).
DOI/copyright considerations planned.
Defense slides and notes prepared.

Troubleshooting common last-minute issues

PDF won’t upload: Check file size, convert to optimized PDF/A, or split large appendices.
Fonts change after conversion: Recreate PDF with embedded fonts or print-to-PDF using system print drivers.
Turnitin similarity high: Re-check quotations, add citations, and paraphrase properly.
Missing signature pages: Request supervisor sign-off digitally or get university guidance.

Need help with writing, formatting or proofreading?

If you want professional help preparing or proofreading your dissertation, essay or assignment, contact MzansiWriters:

Click the WhatsApp icon on the page for fast support.
Email: info@mzansiwriters.co.za
Visit our Contact Us page via the main menu: https://mzansiwriters.co.za/contact-us/

For step-by-step formatting tasks and submission logistics, you might also find these guides useful:

Follow this checklist closely to reduce last-minute stress and avoid common submission pitfalls. Good luck — and if you need expert formatting or proofreading, MzansiWriters is ready to help.