To format a book, finish the text first, then build two separate files: a print-ready PDF with a fixed trim size, margins, fonts and page numbers, and a reflowable eBook file, usually EPUB, with a linked table of contents and clean styles. Print formatting is about the page, and eBook formatting is about flexibility, because readers change the font size and the device.
This guide walks through both, explains the settings that cause most rejections and tells you when it is worth hiring a professional. If you want the files done for you, our book formatting and typesetting and KDP formatting services cover both formats. For upload steps, see how to publish a book on Amazon KDP.
Key takeaways
- Format only after editing and proofreading, because changes after layout cause rework
- Print needs a trim size, margins that grow with page count, embedded fonts and a bleed set correctly
- An eBook needs real styles, a linked table of contents and a tested EPUB
- The two files look different by design, and that is normal
- Preview every page, and order a printed proof for print books
In this article
- How is print formatting different from eBook formatting?
- How do I format the interior for print?
- What belongs in the front and back matter?
- How do I format an eBook?
- What tools can I use?
- What mistakes cause rejections?
- When should I hire a formatter?
- How do I proof my formatted files?
- Frequently asked questions
- Services that can help
How is print formatting different from eBook formatting?
A print book has fixed pages. You control the size of the page, the margins, the fonts and where each line breaks. An eBook has no pages in the same sense. The text reflows to fit the reader’s screen and font choice, so you rely on styles and structure, not on manual spacing. Mixing the two approaches causes problems, such as page numbers in an eBook or tabs and manual line breaks that break on a small screen.
How do I format the interior for print?
- Choose a trim size that suits your genre and check the printer’s list
- Set margins, with a wider inside margin for the gutter, and allow for page count
- Choose a readable serif font at a suitable size and embed it
- Use paragraph styles for body text, headings and chapter openings
- Add running heads and page numbers, and leave front matter unnumbered or in Roman numerals
- Avoid widows and orphans, and check chapter breaks
- Export a PDF with fonts embedded and check every page
Our guide to publishing formats explains how trim size and paper affect cost.
What belongs in the front and back matter?
Front matter usually includes a half-title page, a title page, a copyright page, a dedication and a table of contents, in an order readers expect. Back matter may include acknowledgements, an author bio, a note to readers, a list of your other books and a link to your newsletter. The copyright page carries the ISBN, the publisher name and any permissions. These pages make a book look professional, and they are a good place to invite readers to join your newsletter.
How do I format an eBook?
Use styles for headings and body text, and avoid tabs, multiple spaces and manual page breaks. Add a linked table of contents so readers can jump between chapters. Insert images with alt text and sensible size, and keep layouts simple. Export to EPUB, or use a tool that produces a Kindle-compatible file, then test the result in a previewer on several devices. A clean eBook adapts to every screen, while a messy one breaks on some.
What tools can I use?
Many authors use a word processor with careful styles for simple books. Dedicated formatting tools offer templates for print and eBook, some for one operating system only, and professional designers use page layout software for complex books. The right tool depends on your book, your budget and your patience. Books with images, tables, footnotes, poetry or recipes need more care and often benefit from a designer. Whichever you use, test the output instead of trusting the preview alone.
What mistakes cause rejections?
- Fonts that are not embedded in the print PDF
- Text too close to the edge, or margins too narrow for the page count
- Images with low resolution or the wrong colour mode
- A cover wrap that does not match the final spine width
- A broken or missing table of contents in the eBook
- Manual formatting such as tabs and blank lines for spacing
Retailers check files automatically, and these are the most common reasons they fail.
When should I hire a formatter?
Hire a formatter when the book has images, tables, poetry or special layouts, when you want a polished look without a steep learning curve or when previous uploads have failed. A professional also saves time on a series that needs consistent design. If you format yourself, keep to a simple design and test thoroughly. If you hire, give the final proofread text and a clear brief, and you will receive print and eBook files that pass the checks.
How do I proof my formatted files?
Read the PDF page by page, checking headings, page breaks, images and the table of contents. Compare the eBook on a phone, a tablet and an e-reader or previewer. Look for orphan lines, wrong fonts, broken links and missing text. For print, order a printed proof, since paper shows problems that screens hide. Fix everything in one round, then re-export and check again, because a late change can break a layout elsewhere.
Frequently asked questions
What is the best trim size for a novel?
Common choices are 5 by 8 inches and 5.5 by 8.5 inches. The right size depends on the genre and the printer’s options.
Should I format in Word or a special tool?
Word works for simple books if you use styles carefully. Dedicated tools or a designer give more control for complex books.
What font should I use?
Use a readable serif font with a licence for commercial use, and embed it in the print PDF.
Do I need to format the same file for print and eBook?
You need separate files. They can share the same text, but each is built for its format.
What is bleed?
Extra image area beyond the trim edge, used when images run to the edge of a page. Many interiors do not need it.
How do I know my formatting is right?
Preview every page in the platform’s viewer, test the eBook on devices and order a printed proof for print books.
Services that can help
- Book formatting and typesetting
- KDP formatting services
- Book cover design services
- Self-publishing services
- Book proofreading
This guide is part of our book design guides and connects to our book design services.