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How to Format a Book for Self-Publishing

Self-publishing has opened the doors for writers across the globe to share their stories without relying on traditional publishing houses. However, with this creative freedom comes a range of responsibilities, and one of the most critical among them is book formatting. Proper formatting ensures that your book not only looks professional but is also readable, accessible, and compatible across all platforms—whether in print or digital formats. For new authors, especially those working with ghostwriters, understanding formatting is essential for a polished and reader-friendly final product.

Understanding What Book Formatting Means

Book formatting refers to how your manuscript is prepared to look like a finished, professional book. This includes layout design, fonts, spacing, chapter headings, pagination, margins, and overall visual presentation. Whether you’re self-publishing an ebook or a print version, formatting plays a vital role in how readers engage with your work.

When working with a ghostwriter, you may find that they hand over a well-written and structurally sound manuscript. However, formatting is often a separate step unless explicitly discussed. Knowing how to handle this phase yourself or how to communicate with your ghostwriter or designer about it is key.

The Difference Between Print and Ebook Formatting

Before diving into the technicalities, it’s important to differentiate between print and ebook formatting. Each has its own standards and reader expectations.

  • Print Formatting: This includes page size (commonly 5”x8”, 6”x9”), margins, page numbers, running headers/footers, and fixed layouts. The reader cannot adjust font size or spacing.
  • Ebook Formatting: Ebooks are reflowable, meaning text adjusts to the screen size and user preferences. This makes it crucial to use styles like headings and consistent paragraph formatting instead of hard-coded layout elements.

Understanding these differences early on can help streamline the self-publishing process.

Formatting Essentials for a Professional Look

1. Choosing the Right Trim Size

Trim size is the final cut dimensions of your book. Standard trim sizes include:

  • 5” x 8” – Common for fiction
  • 6” x 9” – Popular for non-fiction and self-help

Your trim size affects page count and cost, especially for print-on-demand services. It’s wise to choose a size that aligns with your genre and target audience.

2. Setting Margins and Gutters

Margins are the blank spaces around your text. For print books, inner margins (gutter) must account for binding. Here’s a typical setup:

  • Outer margin: 0.5” to 0.75”
  • Inner margin (gutter): 0.75” to 1” (depending on page count)

Neglecting these can lead to text being lost in the fold or books that look amateurish.

3. Font and Typeface

Stick with clean, readable fonts:

  • Serif fonts (e.g., Times New Roman, Garamond, Georgia) are preferred for print.
  • Sans-serif fonts (e.g., Arial, Calibri) are more common in digital formats.

Use one font for body text and a different (but complementary) one for chapter titles if needed. Avoid ornate or hard-to-read styles.

4. Line Spacing and Paragraph Formatting

Use 1.15 to 1.5 line spacing for body text. Indent the first line of each paragraph instead of adding a space between paragraphs, unless you’re formatting non-fiction or an instructional guide.

Avoid using the spacebar for indentation; use the paragraph settings instead. This becomes especially important when converting your manuscript to ebook formats like EPUB or MOBI.

5. Chapter Titles and Breaks

Each chapter should begin on a new page. Use consistent formatting:

  • Bold, centered, and slightly larger font
  • Optionally include the chapter number and title

Use page breaks (not multiple enters) to start new chapters or sections. This ensures clean formatting during conversion.

Working With a Ghostwriter: Formatting Considerations

If you’re a new author collaborating with a ghostwriter, you’re likely focused on content. But formatting shouldn’t be an afterthought. While ghostwriters primarily work on narrative and structure, some also offer basic formatting, especially for digital publication.

Here’s how to approach formatting with ghostwriting support:

Clarify Deliverables

Discuss formatting expectations with your ghostwriter from the outset:

  • Should they deliver a cleanly formatted manuscript?
  • Are they using consistent heading styles?
  • Will they handle ebook or print formatting?

Getting clarity helps avoid last-minute surprises and extra costs.

Use Style Guides

A style guide can ensure consistency throughout your book. Whether it’s APA for academic books or Chicago Manual of Style for general publishing, your ghostwriter should align with a consistent set of formatting rules.

Maintain Editable Formats

Ensure your ghostwriter delivers the manuscript in an editable format such as Microsoft Word or Google Docs. These formats make it easier for you or a professional formatter to apply styles, convert to ebook formats, or upload to platforms like Amazon KDP.

Tools You Can Use for Formatting

Even if you don’t have experience, there are tools designed to help indie authors format their books professionally:

  1. Microsoft Word

With the proper use of styles, section breaks, and page layouts, Word can be sufficient for both ebook and print formatting. Many ghostwriters deliver manuscripts in Word format, so it’s a natural next step.

  1. Scrivener

Ideal for authors and ghostwriters alike, Scrivener helps with both writing and exporting manuscripts in multiple formats. It offers organizational features that simplify structuring chapters, scenes, and exporting for ebook formats.

  1. Reedsy Book Editor

An online tool designed for authors who want a clean, ready-to-publish format with minimal effort. It automatically handles layout and can export your book as a print-ready PDF or EPUB file.

  1. Vellum (Mac only)

Highly regarded for ebook and print formatting, Vellum allows you to drag and drop your manuscript and get beautiful layouts with minimal fuss. It’s popular with indie authors who value professional aesthetics.

  1. Calibre

A free ebook management and conversion tool. While it’s more technical, it allows you to convert Word or HTML files into EPUB or MOBI formats and tweak the metadata.

Common Formatting Mistakes to Avoid

Even with tools and ghostwriting support, new authors often make a few formatting mistakes that can hinder the reader experience:

  • Using manual spacing and tabs instead of styles and indentation
  • Neglecting to insert page breaks between chapters
  • Inconsistent font usage
  • Poor image handling – low resolution or incorrect placement
  • Improper table of contents (TOC) – especially for ebooks
  • Incorrect file formats – submitting a Word file when a PDF or EPUB is needed

Being aware of these can save time and prevent rejections from publishing platforms.

Uploading to Self-Publishing Platforms

Once your book is formatted, the next step is uploading it to a self-publishing platform like Amazon KDP, Barnes & Noble Press, Kobo Writing Life, or Apple Books. Each has specific formatting requirements, so it’s essential to review their submission guidelines carefully.

For example:

  • Amazon KDP accepts DOCX for Kindle conversion, or EPUB for ebooks, and PDF for print.
  • Ensure your margins, bleed (for images), and fonts are embedded when uploading PDFs.

If you’re working with a ghostwriter and planning to publish under your name, ensure all content and formatting rights are clearly transferred to you in writing.

Final Proofing: Never Skip This Step

Regardless of how meticulous your formatting is, always review the final version on multiple devices or as a print proof. Look for:

  • Widow/orphan lines
  • Misaligned text or images
  • Incorrect page numbering
  • Broken chapter headings
  • TOC hyperlinks not working

Even with ghostwriting or professional formatting support, the final responsibility lies with you as the author to approve the book.

Conclusion

Formatting a book for self-publishing is a crucial step that directly impacts your readers’ experience and your credibility as an author. While ghostwriters can help lay a strong foundation through clear structure and style consistency, formatting is often a collaborative or post-writing step. Whether you take it on yourself or work with a designer, learning the essentials empowers you to take control of your publishing journey. As a new author, understanding formatting is just as important as crafting a compelling story—because presentation, in the world of books, truly matters.