Manuscript Preparation Guidelines
If you do not already own The Chicago Manual of Style, 16th edition, we recommend that you buy it or subscribe to it online now. Throughout the publication process, you will be referred to this book on issues from copyediting, design, and marketing to production, proofreading, and indexing. The online version is available at www.chicagomanualofstyle.org.
In particular, please observe the following guidelines as you prepare your final manuscript. The more closely your manuscript adheres to these guidelines at the outset, the better quality book we are likely to have in the end.
As discussed in your book contract, it is the responsibility of the author to acquire any permission necessary to reproduce illustrative material or to quote prose or poetry from both published (in copyright) and unpublished material. Payment of any required fees is also the responsibility of the author. It is important that you obtain in writing all necessary permission to use material immediately, as we will not begin copyediting without it, and publication will very likely be delayed. To guide you as you consider what you need to obtain permission to use, see “Materials That May Require Permission.”
When requesting permission, be sure to ask for non-exclusive world rights for print and electronic editions as well as all future revised editions of the book in the English language (with the right to license translations of the work into other languages). You’ll need to include all the information listed on the sample Permission Request Form (also available for download under Author Forms on this website), which you can use as a template when contacting copyright holders. Ask your acquisitions editor to provide you with information about the publication of the book—publication date, price, print run, cloth or paperback binding, etc.—which you will need to include in your permission requests.
Copies of the fully executed permission documents should be included when you send the final manuscript to the Press. If a grantor of permission has requested a copy of the published book, the Press will send it, so make sure the grantor’s address appears on the permission document.
Fair use: While it is often difficult to determine precisely what constitutes “fair use,” the discussion in chapter 4 of The Chicago Manual of Style, 16th edition, should help you make a reasonable decision. As a practical matter, at SIU Press, we consider use of up to 10 percent of a prose work (composed of assorted brief extracts) and use of 50 percent of a poem to be “fair use.”
If any of your chapters are made up in large part of essays you published in journals, please write to each of those journals for a release. This is more informal than a permission letter, as you usually hold the copyright to your work, but we want the journal to know of the publication and to give them a chance to let us know how they’d like to be credited. Note that some journals do hold copyright to essays published in them and so may require more formal permission. Include in your manuscript (in the preface or acknowledgments section) wording indicating that the chapters originally appeared in these journals. If you significantly revised the essays for inclusion in the manuscript, this can be noted. If you published an article on a topic related to the book, but the material is spread throughout the book, or you only used a portion of material from the published essay, then there is no need to write to the journal.
For more information about rights and permissions, consult chapter 4 of The Chicago Manual of Style, 16th edition, or the document on the Association of American University Presses website at
Your book should follow a documentation style accepted in your discipline, such as the styles outlined in
• The Chicago Manual of Style, 16th edition
• MLA Handbook for Writers of Research Papers, sixth edition, or
• Publication Manual of the American Psychological Association, fifth edition. Please ensure that your manuscript consistently follows one of these styles of documentation.
Textual (nondocumentary) aspects of your manuscript will be copyedited to follow the style recommended by The Chicago Manual of Style, 16th edition. The dictionaries we use are Merriam-Webster’s Collegiate Dictionary, 11th edition, and Webster’s Third New International Unabridged Dictionary.
Besides running a spell-check on your final files, you should give your final manuscript hardcopy a formal proofreading, to catch those errors overlooked by all computer spell-checkers. Be on the lookout for letters used in place of numbers (and vice versa), such as the letter O used instead of zero and the letter L used instead of the number 1.
Especially important is that you double-check all proper names for correctness and consistency: people’s names, the titles of works, places names, and the like. While your copyeditor will do his or her best to catch errors or inconsistency in terms and names that pertain to the specific field covered by the book, the author bears the ultimate responsibility for the accuracy of such items.
If you have prepared or are preparing maps or other illustrative material that has text, all such double-checks should be made for those items as well. Please remember that if you furnished the material, you will be responsible for making changes to maps and graphics after these items have been copyedited. The copyeditor may very well discover that some aspects of your maps or other graphics require correction, so please have a plan to incorporate such corrections.
Structure and Headings
A book seems most cohesive if its structure is balanced. Ideally, all chapter titles are of roughly similar length, and all subheadings are of roughly similar length; all chapters or none have subtitles; all chapters or none have epigraphs; all chapters or none are divided into sections titled with subheadings; and so on.
We encourage the use of no more than one concise epigraph per chapter. Remember that epigraphs are meant to serve as introductory asides. If they serve as a more involved introduction or even form part of your argument, they are better incorporated into the chapter proper as quotations.
Also, please remember that as an introductory aside, an epigraph does not need documentation per se (a note or parenthetical citation); but rather it should have an attribution (the speaker’s name and the title of the work) on the following line.
For chapter headings and a- and b-level subheadings, use capital and lowercase letters. For c-level subheadings, use sentence style capitalization. Distinguish between the different level of subheadings by their placement on the page and use of typefaces.
A-level subheadings should be centered
B-level subheadings should be set flush left
C-level subheadings should be in italics and run in to the paragraph that follows
Example of an A-Level Subheading
Example of a B-Level Subheading
Example of a c-level subheading. After it, the paragraph continues.
Do not use note numbers on chapter epigraphs, chapter headings, or subheadings.
For preparation of figures, plates, tables, graphs, and other illustrative material, please see the Art Submission Instructions and Art Creation Guidelines, available on this website.
Your manuscript files will be converted to and copyedited in Microsoft Word 2003 or 2007. Please furnish the final electronic files on floppy disk or CD.
Although we prefer Microsoft Word, most word processing programs are acceptable. We cannot, however, handle Open Office or LaTeX files. If you are not using one of the more common word processing programs, please ask your acquisitions editor if the program you are using is acceptable.
There should be separate files for
- the group of frontmatter elements including the title page, dedication, epigraph, table of contents, and list of illustrations
- the acknowledgments section, if your manuscript includes one
- the preface, if your manuscript includes one
- each chapter
- each table your manuscript may include
- each figure your manuscript may include
- the captions, if your manuscript includes illustrations (plates, figures, tables, or any other type of illustrative material)
- any appendices your manuscript might include
- the notes section, if your manuscript includes notes. Please see more in Notes section below.
- the bibliography or works cited section
- the author biography. Please see Sample Author Biographies below.
If you composed your manuscript using an “insert footnote” or “insert endnote” function, it is fine to leave your notes embedded in the electronic files. Whether you submit the final manuscript with embedded endnotes or footnotes, or with a separate notes section at the end of the book, in the end the book will be typeset with an endnotes section at the back of the book.
Final Manuscript Packet
Supply a single hardcopy that corresponds exactly to the electronic version of the manuscript. The project editor and copyeditor who work on your book will be using both the hardcopy and the electronic version, so if you have made any changes to the electronic version, indicate the changes on the hardcopy version as well.
However, once you turn in your final manuscript and files, please wait until your review of the copyediting to incorporate any further changes you’d like to make. Do not submit changes to the manuscript after you’ve turned it in. You can incorporate those changes when you review the copyediting.
The following elements are required for all books:
- captions, if your manuscript contains illustrations
- the title page
- the table of contents
- the list of illustrations, if your manuscript contains illustrations (the list of illustrations is a pared-down version of the captions; please see The Chicago Manual of Style, 16th edition, 3.39).
- author biography. Please see Sample Author Biographies below.
The following elements are not required, but you may want to include them:
- a dedication
- an epigraph
- an acknowledgments section
- a preface
Please follow the formatting instructions below:
- Use plain white paper, printed on one side only.
- Double-space the manuscript.
- Allow one-inch margins on all sides.
- Paginate pages consecutively from beginning to end in the upper right-hand corner
- Do not staple or bind the manuscript.
Sample Author Biographies
Jane Doe is an associate professor of English at XXXX University, where she teaches twentieth-century literature with a focus on multicultural and feminist issues. Her previous publications include Title of Book, on Ernest Hemingway, and Title of Book, on William Faulkner.
John Doe is an assistant professor at the University of XXXX, where he serves as the coordinator of composition. His essays have appeared in College English and Composition Studies, and he received the 20XX Braddock Award for his article “Title of Article.”
Materials That May Require Permission
The following is a list of materials for which permission may be required if used in a published book. Before requesting permission, make sure that your use of the material does not constitute fair use (see SIUP’s guidelines on fair use in Permissions section). Do not request permission for materials that are considered fair use or are in the Public Domain (materials that are no longer—or were never—under copyright). For information about copyright, see the American Association of University Presses guidelines at http://www.press.uchicago.edu/Misc/Chicago/copy_and_perms.pdf. If you are uncertain about whether permission is needed in particular cases, ask your acquisitions editor.
- Chapters or sections written by individuals other than the author or volume editor
- Epigraphs (quotations on chapter openings or following subheadings)
- Government reports and documents (Note: federal government materials are public domain but may contain material copyrighted by others; state government documents require permission unless otherwise specifically indicated.)
- Interviews (use of portions of published interviews may be fair use)
- Letters and emails (correspondence created by author does not need permission)
- Prose text (original or revised) from an author's previously published works
- Scholarly apparatus, such as filmographies or discographies, created by someone other than the author (if previously published, use of these materials may be fair use, but credit should be given to creator)
- Song lyrics (fair use does not apply)
- Translations by others of copyrighted material
- Unpublished works (fair use does not apply)
- Drawings or line art
- Film stills and video captures (considered fair use if used inside the book)
- Photos taken by people other than the author, including stock photo images, as well as images of fine arts objects, magazine or book covers, author photo, etc.
- Reproductions of original works of visual art
- Jacket/cover art
- Maps (no permission needed if created for author’s current book by paid mapmaker)
- Musical notation, as from sheet music (fair use does not apply)
- Tables, charts, and graphs created by someone other than the author (unless only reproducing factual data)
Sample Permissions Letter
I am writing to request permission to reproduce, in a forthcoming scholarly publication, the following material that you have published:
Book or Journal Title:
Volume and issue no. if applicable:
Date of publication:
Pages as they appear in your publication:
Other identifying information, and/or remarks:
If you do not control the rights in this material, please let me know who does.
This material will be reproduced without alteration, unless otherwise indicated below, in the following work I am writing/editing, to be published by Southern Illinois University Press, described as the Press below:
Working title of book:
Anticipated date of publication:
Please note that this is a work of scholarship with a limited audience. To achieve broad dissemination of this work to scholars, we intend to use digital media in addition to print and languages beyond English. With that in mind, I request a non-exclusive license for the Press as follows:
1. Territory: Worldwide.
2. Language(s): English, plus the right to license translations of the book/article/essay with your material included.
3. Media: Print; media for people with reading-disabilities; and any other medium in which the Press may decide to issue or license others to issue the book/article/essay with your material.
4. Revisions: The forthcoming editions and all revised editions of the book.
5. Assignees: Assignable, but only as part of assignment of the book/journal as a whole.
I will acknowledge the source of your material in accordance with scholarly norms. If you require any particular form of acknowledgment, please let me know.
In setting a fee for the permission I request, please bear in mind the scholarly nature of this project and the fact that the Press is a not-for-profit publisher. I would be truly grateful if you would waive the fee altogether.
Thank you for your consideration of this request. A duplicate copy of this letter is enclosed for your convenience.
Acknowledged and agreed.
Fee: Waived [or] $_____________
By: __________________ Date:
For the rightsholder