University Formatting Standards Explained: Meeting Your Institution’s Requirements for Dissertations, Essays and Assignments
Getting formatting right is as important as your argument. Universities treat formatting as a compliance check: failure to follow guidelines can delay submission, affect marking, or block examination. This guide explains the common rules, practical steps, and next actions so your dissertation, essay or assignment is submission-ready.
Why formatting matters
- First impressions count: assessors expect professional presentation.
- Compliance: many institutions require strict layouts for examination and archiving.
- Readability: correct headings, pagination and figure layouts make your work easier to follow.
Before you start, always consult your faculty handbook or program guidelines — institutional rules override generic advice.
Understand your university’s requirements (where to find them)
Check:
- Programme / faculty handbook
- Supervisor or departmental submission page
- Graduate school or registry formatting guides
Need a specific checklist for margins, headings and pagination? See our detailed guide: Submission-Ready Formatting for Dissertations, Essays and Assignments: Margins, Headings and Pagination Checklist.
Key formatting elements (what you must get right)
H3: Page size, margins and layout
- Standard page size: A4 (check if US Letter is required).
- Typical margins: left 35–40 mm, right/top/bottom 20 mm (varies by institution).
- Use consistent headers/footers and avoid placing critical content in margin areas.
H3: Font, size and line spacing
- Common choices: Times New Roman 12 pt or a similarly readable serif; some universities accept Arial.
- Line spacing: 1.5 or double for main text; single for tables and footnotes (confirm with your guidelines).
- Paragraph indentation vs. block spacing: be consistent.
H3: Headings, numbering and style hierarchy
- Use a clear, numbered heading structure (e.g., 1, 1.1, 1.1.1).
- Apply built-in Word/Google Docs styles for accessibility and automated table of contents generation.
- Always match the university’s required heading levels and fonts.
H3: Title page, abstract and front matter
- Title page fields often mandated: title, name, student number, degree, department, supervisor, submission date.
- Abstract: usually 150–300 words; some programmes require keywords.
- Include acknowledgements, declaration of originality/plagiarism statement, and ethical clearance where applicable.
H3: Pagination, headers and footers
- Preliminary pages (title, abstract, TOC) often use lower-case Roman numerals (i, ii, iii).
- Main text typically uses Arabic numerals starting at 1.
- Place page numbers consistently (top-right or bottom-center) per your university guide.
H3: Citations, references and style guides
- Confirm which citation style your programme requires: APA, Harvard, MLA, Chicago or institution-specific.
- Use reference managers (Zotero, Mendeley, EndNote) to reduce errors.
- Ensure in-text citations match your reference list.
H3: Figures, tables and appendices
- Number figures/tables sequentially and include captions beneath tables and above figures (or per your guide).
- Keep images high-resolution; do not rely on screenshots.
- Place oversized tables/figures in appendices if allowed. For formatting best practices, see: Formatting Figures, Tables and Appendices for Dissertations, Essays and Assignments: Best Practices.
File preparation & electronic submission
- Preferred format: PDF (many universities request PDF/A for archiving).
- Embed fonts and check accessibility tags if required.
- File naming: follow the university pattern (e.g., surname_firstname_degree_YYYY.pdf).
- Metadata: include title, author, and keywords in the PDF properties.
- Turnitin and repositories: upload per departmental instructions—learn more in our guide: Electronic Submission, Turnitin and Institutional Repositories: What to Know for Dissertations, Essays and Assignments.
Quick comparison: common formatting styles
| Element | APA (7th) | MLA (9th) | Harvard | Chicago (Notes/Bibl) |
|---|---|---|---|---|
| Font/Size | 12 pt serif/sans | 12 pt legible | 12 pt legible | 12 pt legible |
| Line spacing | Double | Double | 1.5–double | 1.5–double |
| In-text citation | (Author, Year) | (Author Page) | (Author, Year) | Footnotes or Author-Date |
| Reference list | References (alphabetical) | Works Cited | Reference list | Bibliography / Notes |
Always use the version required by your department and confirm specific formatting details in your institutional guide.
Pre-submission checklist (condensed)
Ensure:
- Title page, abstract and declarations present and formatted
- Margins, font, line spacing aligned with guidelines
- Headings numbered and consistent
- Page numbers correct and continuous
- Figures and tables numbered, with captions and source attributions
- All citations present in reference list and vice versa
- PDF export settings (embedded fonts, metadata) correct
- Turnitin similarity within permitted threshold
- Supervisor sign-off obtained
For a full pre-submission breakdown, consult: The Definitive Pre-Submission Checklist for Dissertations, Essays and Assignments: Compliance, Files and Metadata.
After submission: binding, copyright and DOI
Understand post-submission options:
- Hard binding requirements vary — some programmes require printed bound copies.
- Copyright: check policies for thesis publication and embargo options.
- DOI registration: some institutions can register DOIs for theses. Read more: Binding, Copyright and DOI Registration: Post-Submission Steps for Dissertations, Essays and Assignments.
Preparing for your defense and dealing with revisions
- Prepare a concise slide deck, practise timing, and anticipate examiner questions. See: How to Prepare for Your Dissertation or Thesis Defense (Viva) and Present Assignments Confidently and Crafting a Defense Presentation and Anticipating Questions for Dissertations, Essays and Assignments.
- If revisions are requested, follow examiner instructions precisely and document changes in a response letter. See: Dealing with Revisions After Submission: Responding to Examiners for Dissertations, Essays and Assignments.
Common pitfalls and how to avoid them
- Missing or incorrect title page — confirm required fields early.
- Inconsistent heading formats — use built-in styles.
- Poor image quality — export figures at high resolution and test PDF output.
- Incorrect numbering after edits — update fields and regenerate TOC.
- Late supervisor sign-off — build time into your timeline: see Timeline and Logistics for Final Submission: From Supervisor Sign-Off to Graduation for Dissertations, Essays and Assignments.
Need help with formatting, proofreading or submission?
If you’d like assistance preparing a submission-ready document, contact MzansiWriters:
- Click the WhatsApp icon on the page for quick service
- Email: info@mzansiwriters.co.za
- Or use the Contact Us page accessed via the main menu
We offer formatting, proofreading, Turnitin compatibility checks, and defense preparation support tailored to university requirements.
Follow your university guide closely, use the checklists above, and contact us if you need hands-on help to ensure your dissertation, essay or assignment meets institutional standards.