Why Tables and Figures Can Make or Break Your Submission
You have spent months on your research, your methodology is sound, and your findings are significant. Yet one of the most common reasons journals return manuscripts without review has nothing to do with the quality of the science — it is the formatting of tables and figures. Journals have strict submission guidelines, and even a single non-compliant figure can trigger an automatic desk rejection or a request to revise and resubmit, costing you valuable time.
Understanding what journals expect — and preparing your visual elements accordingly — is one of the smartest investments you can make before hitting the submit button.
General Rules That Apply to Almost Every Journal
While every journal has its own style guide, several principles apply almost universally. Getting these right will put you in good shape regardless of where you are submitting.
Resolution and File Format
Figures must be submitted at a sufficient resolution for print publication. Most journals require a minimum of 300 DPI for photographs and 600 DPI for line art or combination figures. Common accepted formats include TIFF, EPS, and high-resolution PDF. JPEG files are often accepted for photographs but are rarely suitable for graphs or diagrams due to compression artefacts. Always check the journal's specific requirements — submitting a 72 DPI screenshot embedded in a Word document is one of the fastest ways to earn a rejection.
Colour Mode
Many journals publish figures in greyscale by default, with colour printing available at an additional charge. If colour is essential to convey your data, confirm whether the journal supports colour in the online version, the print version, or both. Design your figures so they remain interpretable in black and white even if colour is available, using patterns or line styles to differentiate data series rather than relying on colour alone.
Font Consistency
All text within figures — axis labels, legends, annotations — should use a consistent, readable font such as Arial or Times New Roman. Avoid decorative fonts entirely. Font sizes within figures should be legible at the final published size, typically no smaller than 8 pt. Inconsistent fonts across multiple figures in the same manuscript signal a lack of attention to detail.
Formatting Tables Correctly
Tables come with their own set of rules that many authors overlook until the revision stage.
Use the Journal's Preferred Table Style
Most journals in the sciences favour clean, minimal tables — often with only three horizontal lines (top border, header separator, and bottom border) and no vertical lines at all. This is sometimes called a triple-line table or booktabs style. Avoid heavy borders, shading, and merged cells wherever possible, as these rarely transfer cleanly between word processors and typesetting systems.
Table Placement and Numbering
Tables should be numbered consecutively throughout the manuscript (Table 1, Table 2, and so on) and each must have a concise, descriptive title placed above the table. Figures, by contrast, typically have their captions placed below. Getting this reversed is a surprisingly common error. Every table should be cited in the main text before it appears.
Footnotes and Abbreviations
Any abbreviation used within a table must be defined in a footnote directly beneath it — do not assume the reader will refer back to the main text. Use standard footnote symbols in the order specified by the journal's style guide (commonly *, †, ‡, or lowercase letters).
Figure Captions: Often Overlooked, Always Important
A caption must be self-explanatory. A reader should be able to understand a figure without reading the main text. Include a brief description of what is shown, define all symbols and abbreviations used, and specify statistical information such as error bars (e.g., mean ± SD, n = 30). Captions are usually submitted in a separate section of the manuscript rather than embedded within the figure file itself — check your target journal's instructions carefully.
Check the Instructions for Authors — Every Time
It bears repeating: always read the Instructions for Authors for your specific target journal before preparing your submission. Requirements vary significantly between publishers and even between journals within the same publisher's portfolio. Pay attention to maximum figure counts, supplementary data policies, and whether figures should be embedded in the manuscript file or uploaded separately.
Get a Professional Eye Before You Submit
Even experienced researchers benefit from an objective review of their manuscript before submission. Our Academic Editing and Formatting services cover table and figure compliance checks as part of a thorough manuscript review, ensuring your submission meets the standards journals expect. If you are working under a tight deadline, our Rush Delivery option means you do not have to choose between speed and quality.
Taking the time to get your tables and figures right is not a minor detail — it is a professional signal that your work deserves serious consideration.
