Thesis formatting refers to the visual and structural rules that govern how a thesis or dissertation is laid out — margins, font, line spacing, page numbers, heading hierarchy, and the order of front and back matter. Most universities enforce strict formatting requirements, and a thesis that doesn't comply may be returned for revision before it is accepted, regardless of the quality of the research.
General Formatting Rules
These are the most widely used defaults. Your institution may override any of them — always check your program's specific guidelines.
Margins
| Edge | Standard Margin |
|---|---|
| Top | 1 inch (2.54 cm) |
| Bottom | 1 inch (2.54 cm) |
| Left | 1.25–1.5 inches (for binding) |
| Right | 1 inch (2.54 cm) |
The left margin is often wider to accommodate binding (physical or digital). Some universities specify 1 inch on all sides; others require 1.5 inches on the left. Title pages may have a larger top margin (2 inches is common).
Font and Size
- Body text: 12pt Times New Roman, or an equivalent serif font (some programs accept Arial or Calibri)
- Headings: Follow the heading hierarchy of your citation style — APA, for example, has five heading levels with specific formatting for each
- Footnotes / endnotes: Typically 10pt
- Captions (figures and tables): Typically 10–11pt
Consistency is key. Choose one font and use it throughout. Do not mix fonts except where the citation style explicitly requires it (e.g., italics for titles).
Line Spacing
- Body text: Double-spaced (2.0 line spacing)
- Block quotations: Single-spaced or double-spaced depending on the style guide
- Footnotes / endnotes: Single-spaced within each note, double-spaced between notes
- References / bibliography: Double-spaced, with hanging indent (0.5 inches)
- Table of contents: Single-spaced or 1.5-spaced (varies by institution)
Some universities require consistent double-spacing throughout, including block quotes and references. Others allow single spacing in specific elements. Check your handbook.
Page Numbers
Page numbering is one of the most commonly misformatted elements. The standard convention:
- Front matter (everything before Chapter 1): Roman numerals — ii, iii, iv, v…
- Body (Chapter 1 onward): Arabic numerals — 1, 2, 3, 4…
- Title page: Counted as page i but the number is not displayed
- Position: Bottom center or top right (check your institution's preference)
The switchover from Roman to Arabic numerals happens at the start of Chapter 1 (the Introduction). Everything before it — abstract, acknowledgements, table of contents, lists of figures — uses Roman numerals.
Headings and Subheadings
Headings create the structural hierarchy of the thesis. The most common system follows APA Style (7th edition) heading levels:
| Level | Format |
|---|---|
| Level 1 | Centered, Bold, Title Case |
| Level 2 | Flush Left, Bold, Title Case |
| Level 3 | Flush Left, Bold Italic, Title Case |
| Level 4 | Indented, Bold, Title Case, ending with a period. Text follows on the same line. |
| Level 5 | Indented, Bold Italic, Title Case, ending with a period. Text follows on the same line. |
If your program uses a different citation style (MLA, Chicago/Turabian), follow that style's heading conventions instead.
Whichever system you use, apply it consistently throughout the thesis. Inconsistent heading formatting is one of the most common reasons theses are returned for correction.
Front Matter
Front matter includes everything that comes before Chapter 1. Each element starts on a new page.
Title Page
The title page is the first page of the thesis and must include:
- Thesis title — centered, bold, often in a larger font size
- Author's full name
- Degree (e.g., "Master of Arts in Education")
- Department and institution (e.g., "Department of Psychology, University of Michigan")
- Submission date (month and year)
- Committee members (some institutions list them on the title page; others use a separate approval page)
Most universities provide an official title page template. Use it exactly — title pages are the most institution-specific element of thesis formatting.
Abstract Page
The abstract appears on its own page immediately after the title page (or after an approval/signature page, if required).
- The word "Abstract" is centered at the top (bold or not, as specified)
- The abstract text follows, typically as a single paragraph, double-spaced
- Keywords appear on the line below the abstract, introduced with "Keywords:" in italics, followed by the keyword list
For guidance on writing the abstract content, see Thesis Abstract.
Acknowledgements
The acknowledgements page is optional but nearly universal. It follows the abstract and thanks the people who supported the research — advisor, committee, participants, funding bodies, family.
Keep it professional. Personal thanks are fine, but this is an academic document.
Table of Contents
The table of contents lists all chapters, sections, and subsections with their corresponding page numbers.
- Chapter titles are bold or capitalized
- Section headings are indented
- Subsections are further indented
- Page numbers are right-aligned, often connected to the heading by dot leaders (…………)
- Front matter items (abstract, acknowledgements, list of figures) are listed before Chapter 1
Most word processors can generate a table of contents automatically from your heading styles. Use this feature — manual tables of contents almost always have page number errors.
List of Figures / Tables
If your thesis includes figures or tables, include a separate list for each after the table of contents.
- Each entry includes the figure/table number, the caption or title, and the page number
- Format mirrors the table of contents (dot leaders, right-aligned page numbers)
A "List of Figures" and "List of Tables" are separate lists, each on their own page. If your thesis has only one or two figures, some programs may not require these lists — check your guidelines.
Body Text
The body of the thesis — Chapters 1 through the final chapter — follows the formatting rules established above. Additional body-specific guidelines:
- Paragraphs should be indented (0.5-inch first-line indent) with no extra space between paragraphs (this is the APA and Turabian convention; check your style)
- Block quotations (40+ words in APA, 4+ lines in MLA/Chicago) are indented 0.5 inches from the left margin, with no quotation marks
- Figures and tables are numbered sequentially (Figure 1, Figure 2… or Table 3.1, Table 3.2… depending on the system), with captions placed above tables and below figures in APA style
- Chapter openings may require a new page with a larger top margin (often 2 inches)
Ensure that figures and tables are referenced in the text before they appear — don't include a figure that the text never discusses.
Back Matter
References / Bibliography
The references section lists all sources cited in the thesis, formatted according to the required citation style.
- Start on a new page with the heading "References" (APA), "Works Cited" (MLA), or "Bibliography" (Chicago)
- Use a hanging indent — the first line of each entry is flush left, subsequent lines are indented 0.5 inches
- Double-space all entries
- Alphabetize by author last name (APA, MLA) or by footnote order (Chicago notes-bibliography)
For detailed citation formatting, see the relevant guide:
Appendices
Appendices contain supplementary material that supports the thesis but would disrupt the flow of the main text — survey instruments, interview protocols, raw data tables, IRB approval letters, coding schemes, etc.
- Each appendix starts on a new page
- Label them Appendix A, Appendix B, etc. (or simply "Appendix" if there's only one)
- Reference each appendix in the body text (e.g., "see Appendix A for the complete survey instrument")
- Appendices appear after the references section
Formatting by Style (APA, MLA, Chicago)
While institutional requirements take precedence, your citation style guide provides the baseline formatting standards.
| Element | APA (7th ed.) | MLA (9th ed.) | Chicago / Turabian |
|---|---|---|---|
| Font | 12pt, readable (Times New Roman, Calibri, etc.) | 12pt, readable | 12pt, Times New Roman preferred |
| Spacing | Double-spaced throughout | Double-spaced throughout | Double-spaced body; single-spaced notes |
| Margins | 1 inch all sides | 1 inch all sides | 1 inch all sides (may vary for binding) |
| Page numbers | Top right, starting from title page | Top right, with author's last name | Bottom center or top right |
| Heading levels | 5 levels with specific formatting | No prescribed heading levels | Section headings vary; Turabian has specific rules |
| References heading | "References" | "Works Cited" | "Bibliography" or "References" |
| Figure captions | Below the figure | Below the figure | Below the figure |
| Table captions | Above the table | Above the table | Above the table |
Your university's formatting guide supersedes the citation style guide where they conflict. If APA says top-right page numbers but your university says bottom-center, follow the university.
University-Specific Requirements
Every university has its own thesis formatting handbook, template, or style guide. These documents specify local rules that override general guidelines. Common university-specific requirements include:
- Title page layout — exact placement, wording, and formatting of each element
- Approval/signature page — format and order of committee signatures
- Copyright page — whether it's required and how to format it
- Binding specifications — paper size, weight, and margin adjustments for physical binding
- Electronic submission format — PDF requirements, file naming conventions, metadata fields
- Front matter ordering — some programs add required elements like a dedication page, preface, or list of abbreviations
Obtain your institution's thesis formatting guide at the start of the writing process — not the end. Retroactively reformatting a 200-page document is significantly more painful than formatting correctly from the start.
Common Mistakes
Inconsistent heading formatting. Mixing heading styles, skipping levels, or formatting the same level differently in different chapters. Use your word processor's heading styles to enforce consistency.
Wrong page number format. Using Arabic numerals in the front matter, displaying a number on the title page, or placing numbers in the wrong position. Set up page numbering correctly before you start writing.
Manual table of contents. Typing out the table of contents by hand almost guarantees errors. Use automatic generation from heading styles — it updates page numbers when content changes.
Inconsistent spacing. Switching between single and double spacing without a consistent rule. Set your document to double-spaced and only deviate where your style guide explicitly allows it.
Missing or misformatted references. Entries that don't match the required citation style, missing hanging indents, inconsistent capitalization. Use a reference manager to maintain consistency.
Figures and tables without captions. Every figure and table needs a numbered caption. Place captions above tables and below figures (in APA style).
Not following the university template. Generic formatting guides (including this one) provide defaults, but your institution's template is the final authority. Ignoring it leads to rejection at the submission stage.
Next Steps
With formatting in place, finalize the remaining elements of your thesis:
- Thesis Structure — ensure all chapters are in the correct order
- Thesis Abstract — format the abstract page according to your institution's requirements
- Thesis Defense — prepare for the oral defense
- Common Thesis Mistakes — check your thesis against the most frequent errors
If your institution requires a specific citation style, check our formatting guides for APA, MLA, and Harvard to make sure your references match.
Archivero helps you keep your thesis organized from first draft to final submission — manage your sources, track your citations, and focus on the research while the formatting details stay under control.
