Why formatting rules matter
Formatting rules make theses consistent and readable, and they are often checked before you are allowed to submit or graduate. Mistakes can delay approval, even when the research is strong.
Start formatting early, using styles and templates, so you do not need to fix everything in the last week. Your graduate school's thesis guide is the final authority.
Margins, fonts and spacing
Rules vary by university, but common defaults are Times New Roman 12 pt, 1.5 or double line spacing for body text, single spacing for block quotes, footnotes and table content, and margins of about 2.5 cm with a wider left margin (often 3.5 to 4 cm) for binding.
Be consistent across the document: the same font for all body text, the same spacing and the same alignment. Check the exact numbers in your graduate school guidelines rather than relying on a general guide.
Headings and numbering
Use a clear hierarchy of heading levels: chapter titles, main sections (1.1), and subsections (1.1.1). Apply your word processor's heading styles so the table of contents updates automatically.
Format each level the same way throughout: font size, bold, capitalisation and spacing. Avoid more than three or four levels, since too many make the structure hard to follow.
Tables, figures and captions
Number tables and figures by chapter (Table 3.1, Figure 4.2) or in a continuous sequence, as your guidelines require. Table captions normally go above the table and figure captions below the figure, but check your style.
Refer to each table or figure in the text. Cite the source if it is not your own. Make sure images are readable at print size, and avoid splitting a table across pages when possible. Include lists of tables and figures after the table of contents.
Front matter and pagination
Front matter usually includes the title page, declaration, abstract, acknowledgements, table of contents and lists of tables, figures and abbreviations. It is often numbered with lower-case Roman numerals (i, ii, iii), and the main text starts at page 1 in Arabic numerals.
Make sure the abstract fits the length limit and that the contents page matches the headings and page numbers. Update fields before you export to PDF.
Check your graduate school template
Download the official thesis template or guide from your graduate school and compare your document to it. Check the cover page, binding margins, required declarations and signatures, page limits, submission format (PDF, hard copy or both) and deadlines.
If something in your supervisor's advice conflicts with the graduate school guide, ask for clarification. Professional formatting help is available if you are short of time, but you should still check the final file yourself.