A Researcher’s Checklist for Journal Submission Preparation

Preparing a research paper for journal submission is a multi-stage process that demands precision, clarity and meticulous review. Even the strongest studies can be rejected at the first hurdle if manuscripts do not follow journal guidelines, contain formatting inconsistencies or overlook essential ethical or technical requirements. A polished submission not only improves your chances of being reviewed fairly but also signals to editors and reviewers that your research process is rigorous and professional.

This checklist provides a comprehensive roadmap for researchers across disciplines. Rather than focusing solely on proofreading, it covers all major steps in manuscript readiness—from verifying authorship and formatting to refining your argument, checking data accuracy, preparing figures, confirming permissions and writing a compelling cover letter. By using this guide, you can approach journal submission with structure and confidence.

1. Confirm Journal Selection and Fit

Before preparing your paper, ensure the chosen journal is the right venue for your study. A strong match reduces the risk of desk rejection.

• Read the journal’s aims and scope carefully. Does your topic clearly belong?
• Review recently published articles. Does your methodology or field align with what the journal prioritises?
• Check article types. Full papers, reviews, short communications and case studies have different expectations.
• Verify the journal’s indexing and reputation if these factors matter for your institution or career stage.

Once the fit is confirmed, use the journal's author guidelines as your primary reference throughout preparation.

2. Study the Author Guidelines Thoroughly

Every journal provides detailed instructions for authors. These are not optional—they must be followed precisely.

Pay attention to:

• Word limits for the main text, abstract and individual sections.
• Structure requirements, such as IMRaD or field-specific conventions.
• Referencing style (APA, MLA, Chicago, Vancouver or journal-specific variations).
• Figure and table formats, resolutions and file types.
• Document formatting including spacing, headings, and numbering.
• Required declarations such as ethics approval, data sharing and conflict-of-interest statements.

Preparing your manuscript with guidelines open beside you avoids time-wasting revisions later.

3. Ensure Ethical Compliance and Proper Authorship

Ethical preparation is essential. Many journals now require explicit confirmation of these elements:

• Human or animal ethics approval numbers where relevant.
• Informed consent statements for human subject research.
• Data integrity and provenance—ensure your data is original, traceable and stored securely.
• Authorship confirmation: every listed author must meet authorship criteria (conceptualisation, methodology, writing, analysis, supervision, etc.).
• Contributor roles using the CRediT taxonomy where required.

Misattributed authorship, missing ethics statements or unclear data handling are common reasons for immediate rejection.

4. Evaluate the Structure and Flow of Your Paper

Once ethical and guideline-based requirements are in place, focus on the structure and argumentation of your manuscript.

Check the following:

• Is your argument logically organised? Does each section progress naturally?
• Does the introduction clearly establish the research gap?
• Are the methods described with enough clarity and detail?
• Are your results precise and appropriately supported?
• Does the discussion interpret results meaningfully and fairly?
• Does the conclusion avoid exaggeration and summarise contribution clearly?

The goal is clarity, coherence and readability for both specialists and general academic readers.

5. Review Data Presentation and Analysis

Editors often spot data inconsistencies before they read the full text. To avoid this, check the quality of your data presentation carefully:

• Ensure all numbers in the text match data in tables and figures.
• Verify statistical tests and double-check p-values, confidence intervals and effect sizes.
• Make sure tables and figures are labelled clearly and match journal formatting requirements.
• Explain complex statistical methods clearly so reviewers can assess credibility.

Transparent data presentation enhances trust and prevents reviewer confusion.

6. Prepare Figures, Tables and Supplementary Materials

Many journals have strict rules for visual materials. Check:

• Image resolution (commonly 300 dpi for figures).
• File formats (TIFF, EPS, PNG or journal-specific requirements).
• Number of figures and tables allowed for your article type.
• Clarity of labels, legends and formatting consistency.

For supplementary materials, ensure files are complete, correctly named and referenced clearly within the manuscript.

7. Check Language, Style and Readability

High-quality writing improves reviewer experience and strengthens your credibility. At this stage:

• Ensure consistent use of British or American English based on the journal’s preference.
• Define technical terms on first use.
• Avoid jargon, ambiguity and overly long sentences.
• Maintain an objective and scholarly tone.
• Make sure each paragraph conveys one main idea.

This is also the stage at which many researchers use professional manuscript editing services to eliminate language issues before submission.

8. Verify All References Thoroughly

Citation errors are among the most common problems flagged by reviewers. Carefully check:

• Every in-text citation appears in the reference list and vice versa.
• Formats match journal style exactly including punctuation and italics.
• DOIs and URLs are correct and up to date.
• Non-English sources are formatted properly with translations where required.

Inaccurate references create an impression of sloppiness, even if the research is sound.

9. Confirm Permissions for Copyrighted Material

If your paper includes copyrighted materials (figures, tables, photographs, lengthy quotations), ensure you:

• have obtained written permission where required;
• have documented the permission request process;
• provide acknowledgement as instructed by the copyright holder;
• understand what counts as fair use or public domain material.

Missing permissions can delay publication significantly.

10. Final Proofreading and Consistency Check

Proofreading is only one component of submission preparation, but it remains critical. Conduct a final pass focusing on:

• Grammar, spelling and punctuation accuracy
• Consistency in tense, terminology and formatting
• Correct numbering of sections, tables and figures
• Removal of placeholders or draft text
• Smooth transitions between sections

Many researchers benefit from a second pair of eyes—whether a colleague, supervisor or professional proofreader.

11. Prepare a Professional Cover Letter

Your cover letter is your opportunity to give editors a clear, concise reason to consider your submission. Include:

• a brief description of your study’s purpose;
• its significance or contribution to the field;
• confirmation that the manuscript is original and not under review elsewhere;
• a statement of ethical compliance;
• a declaration of conflicts of interest.

Keep your tone professional and respectful, avoiding exaggerated claims.

12. Complete All Journal Submission Requirements

Once the manuscript is polished, ensure all submission components are ready:

• correct file type (Word, LaTeX or PDF as required);
• title page with complete author information;
• abstract and keywords in the correct format;
• supplementary files uploaded separately;
• ethics, funding and conflict statements entered correctly in the submission system.

Double-check each step in the journal’s online submission portal before finalising.

Conclusion

Thorough preparation for journal submission requires much more than superficial editing. It involves a careful evaluation of structure, data integrity, ethical compliance, formatting, referencing and readability, as well as the preparation of figures and supplementary materials. By following a structured checklist, researchers can present polished manuscripts that align with journal expectations and stand the best chance of progressing smoothly through peer review.

If you want additional language support before submission, professional journal article editing and manuscript editing services can help ensure clarity, accuracy and consistency across the entire paper.