Submission readiness

Formatting Traps that Trigger Desk Rejection

Reading time ~6 minutes · Published September 25, 2025 · Keywords: desk rejection reasons, journal formatting

Red pen and marked manuscript beside a laptop, symbolizing formatting checks

Angle: length · structure · ethical statements · graphics resolution.
We compiled a concise, copy-and-check guide aligned with common journal policies (e.g., Elsevier and PLOS figure specs, ethics/statement requirements). See notes in sections below. :contentReference[oaicite:0]{index=0}

Contents

1) Length: word count & components
2) Structure: section order & line numbering
3) Ethical statements: what must be present
4) Graphics resolution: DPI, format, fonts
Final pass: the 60-second pre-submission sweep

1) Length: word count & components

Title and abstract within the journal’s limits; abstract uses required structure (e.g., Background/Methods/Results/Conclusion if mandated).
Main text under the specified word count; references, tables, and figure legends counted/excluded per the journal’s rules.
Figures/tables within the journal’s maximum number; Supplement used when allowed to keep the main text lean.

Quick fix: Trim sentences by moving method details to Methods or Supplement, and convert verbose lists into concise tables where permitted.

2) Structure: section order & line numbering

IMRaD order respected (Introduction → Methods → Results → Discussion); Conclusions, Acknowledgements, References follow house style.
Line numbers enabled in the manuscript file if required (speeds peer review and is often expected).
Reference style and in-text citation format match the Guide for Authors (journal abbreviations, punctuation, et al. rules).
File naming follows journal patterns (e.g., Fig1.tif, SuppTable1.xlsx), and all callouts exist in order. :contentReference[oaicite:1]{index=1}

Quick fix: Add a top-of-manuscript “map” sentence at the end of the Introduction (“We investigate …; Methods §2; Results §3; Discussion §4”) to make structure explicit to editors.

3) Ethical statements: what must be present

Ethics approval: IRB/REC name, protocol ID, and date for human/animal work; consent procedures summarized where appropriate. :contentReference[oaicite:2]{index=2}
Data availability, author contributions, funding, and competing interests statements included using journal-preferred wording. :contentReference[oaicite:3]{index=3}
Trial registration (if applicable) and any registries linked; materials/code availability documented.

Quick fix: Keep a reusable “Statements” block in your template and tune language per journal on submission day to avoid omissions. :contentReference[oaicite:4]{index=4}

4) Graphics resolution: DPI, format, fonts

Photos/halftones exported as TIFF or high-quality JPEG at ≥300 dpi at final print size; line art at ~1000 dpi; combo art ~500–600 dpi. :contentReference[oaicite:5]{index=5}
Vector charts (EPS/PDF) preferred; fonts embedded; label size legible (≈8–12 pt). :contentReference[oaicite:6]{index=6}
File sizes within the journal cap (e.g., <10 MB per figure at PLOS); consistent naming and caption text in the manuscript, not inside the figure file. :contentReference[oaicite:7]{index=7}

Quick fix: For raster figures, compute required pixels: pixels = dpi × width(in). Example: 300 dpi × 5.5 in ≈ 1650 px width. :contentReference[oaicite:8]{index=8}

Final pass: the 60-second pre-submission sweep

One-line scope fit in cover letter (“We address … for the audience of …”).
All mandatory statements present (ethics, data, contributions, funding, competing interests).
Every figure meets format + dpi; captions match callouts; Supplement is referenced.
Manuscript file passes journal’s automated checks (length, refs, metadata) on first upload.

Need a fast audit? We can run a 24-point compliance check (length, structure, statements, figure tech) and return a clean, submission-ready package with a change log. Make my submission desk-proof