How to Format a Thesis (APA, MLA, and More)

When you think about writing your thesis, you’re probably focused on your argument, your data, and your literature review. Formatting might seem like an afterthought—just a bit of tidying up at the end. But in reality, thesis formatting is a critical part of academic writing. It’s not just about aesthetics; it’s about clarity, consistency, and professionalism.

Most universities have strict formatting requirements for submitted theses. These are often based on established style guides—such as APA, MLA, Chicago, or Harvard—and failing to follow them can result in delayed submission, lost marks, or requests for revision. Formatting isn’t about ticking boxes—it’s about demonstrating that you can follow scholarly conventions and present your work in a clear and credible way.

Proper formatting also improves readability. Whether it’s correct use of headings, consistent citation styles, or a well-structured table of contents, good formatting makes your thesis easier to navigate. For examiners, this signals that you’re attentive to detail and serious about your work.

In this article, we’ll break down exactly how to format your thesis using major academic style guides. You’ll learn how to structure each section, format your citations, and avoid the most common formatting pitfalls. Whether you’re using APA, MLA, or Chicago—or following your university’s own template—we’ll help you get it right the first time.

Common Formatting Elements in All Styles

No matter which citation or formatting style you use—APA, MLA, Chicago, or otherwise—there are several formatting elements that appear in every thesis. These structural components create consistency, improve readability, and help your work meet academic standards. While each style guide has its own set of rules, the core elements remain broadly similar.

Title Page and Front Matter

Your thesis will typically begin with a title page, followed by various sections known as the front matter. This may include:

• Title and author name
• Degree and department
• University name
• Date of submission
• Supervisor’s name
• Abstract
• Table of contents
• List of figures/tables (if applicable)

Some styles, like APA, have a standardised title page format, while others, like MLA, are more flexible. Your university may also provide its own title page template, so check the official submission guidelines before you format it yourself.

Headings and Subheadings

Properly formatted headings and subheadings help your reader navigate your thesis easily. They also show how your argument is structured. Style guides provide detailed instructions on heading hierarchies (e.g., heading levels in APA vs. Chicago). In general:

• Use a consistent hierarchy (e.g., bold for main headings, italics for subheadings)
• Avoid excessive use of heading levels (3–4 levels is usually enough)
• Align heading formatting with your chosen style guide

Margins, Spacing, and Alignment

Most style guides require:

• 1-inch (2.54 cm) margins on all sides
• Double spacing throughout (unless otherwise noted)
• Left-aligned text (justified text is discouraged in some styles)
• Paragraph indentation (typically 0.5 inches or 1.27 cm)

It may seem basic, but incorrect line spacing or inconsistent indentation can make your thesis appear unprofessional.

Page Numbers and Running Headers

Pagination is another essential formatting element. Most style guides require:

• Page numbers in the top right corner or bottom centre
• Page numbering to begin on the first page of your main content, not the title page
• APA style often uses a running head (a shortened title in the header of each page)

If you’re working in Word or Google Docs, set these features up early to avoid chaos later.

Font Style and Size

The default font for most academic writing is Times New Roman, 12-point. However, APA (7th edition) allows other accessible fonts like Arial, Calibri, or Georgia. The key is consistency—don’t switch fonts midway through the document, and make sure headings, footnotes, and captions are formatted uniformly.

In-Text Citations and References

Each style handles in-text citations and reference lists differently:

• APA uses the author–date format (e.g., Smith, 2023)
• MLA uses author–page format (e.g., Smith 27)
• Chicago may use footnotes or in-text citations, depending on the system

Your references or bibliography must match your in-text citations in both style and content. Refer to the relevant guide or use a reference manager to keep things organised.

Figures, Tables, and Appendices

• Label every table and figure clearly with a title and number
• Include sources for any data you did not create yourself
• Place each table/figure close to the relevant discussion in your text, unless your university asks for a separate list
• Use appendices for supplementary materials like questionnaires, transcripts, or raw data—labelled as Appendix A, B, C, etc.

Formatting these sections consistently is key to a professional-looking thesis.

Formatting a Thesis in APA Style (7th Edition)

The APA (American Psychological Association) Style is one of the most commonly used academic formatting styles, especially in the social sciences, education, psychology, and nursing. APA 7th edition introduced several updates to formatting guidelines, so it’s important to make sure you’re using the most current version.

Here’s how to format your thesis correctly using APA style.

Title Page

APA requires a specific format for the title page—different for students and professionals. For a student thesis, your title page should include:

• Title of the thesis (bold, centered, and in title case)
• Your name
• University or institution name
• Course name and code (if applicable)
• Instructor’s name (if required)
• Due date or submission date

All of this information should be centered on the page, double-spaced, and written in a legible font like 12-pt Times New Roman, 11-pt Arial, or 11-pt Calibri.

🔗 For a full breakdown, visit APA formatting for dissertations and theses

Running Head and Page Numbers

• A page number should appear in the top-right corner of every page, starting from the title page.
• A running head is no longer required for student papers, but if your university requests it, include a shortened version of your title in all caps (left-aligned in the header).

Headings and Subheadings

APA uses a five-level heading structure. Each level has its own formatting rules:

1. Level 1: Centered, Bold, Title Case
2. Level 2: Left-aligned, Bold, Title Case
3. Level 3: Left-aligned, Bold Italic, Title Case
4. Level 4: Indented, Bold, Title Case, ends with a period. Text begins on same line.
5. Level 5: Indented, Bold Italic, Title Case, ends with a period. Text begins on same line.

Only use the levels you need—don’t force all five if your thesis doesn’t require them.

Font, Spacing, and Margins

• Fonts: Times New Roman (12 pt), Calibri (11 pt), Arial (11 pt), Georgia (11 pt), or Lucida Sans Unicode (10 pt)
• Spacing: Double-space all text, including quotes and reference list
• Margins: 1 inch (2.54 cm) on all sides
• Indentation: First line of each paragraph should be indented 0.5 inches

Figures and Tables

• Number figures and tables separately (e.g., Table 1, Figure 1)
• Provide a title and brief explanation above each table or figure
• Include the source of the data below the figure/table if applicable
• Refer to each figure or table in the text before displaying it

In-Text Citations

APA in-text citations use the author–date format:

• One author: (Smith, 2023)
• Two authors: (Smith & Jones, 2022)
• Three or more: (Smith et al., 2021)

Direct quotes require a page number:

“Feedback increased engagement” (Brown, 2020, p. 33).

Reference List

At the end of your thesis, include a separate reference list titled References (bold and centered). All entries should be:

• Alphabetised by the first author’s surname
• Double-spaced with a hanging indent
• Fully formatted in APA style, which includes author name(s), year, title (in sentence case), and source information

Example (journal article):

Smith, J. A., & Lee, H. (2022). Student motivation and digital feedback. Journal of Educational Psychology, 114(2), 124–139. https://doi.org/10.1037/edu0000587

Summary: APA Style

Formatting your thesis using APA style may seem intimidating at first, but once your template is set up, the rest becomes a matter of consistency. Use heading styles in your word processor to apply consistent formatting throughout your work. And if you’re ever in doubt, refer to the Publication Manual of the American Psychological Association (7th edition) or reputable online resources like Purdue OWL.

Need help ensuring your thesis meets APA standards? Our Thesis Proofreading Services include formatting checks, citation corrections, and structural improvements.

Formatting a Thesis in MLA Style (9th Edition)

The MLA (Modern Language Association) Style is most commonly used in the humanities, especially in literature, philosophy, cultural studies, and the arts. Compared to APA or Chicago, MLA is more minimalist in appearance, but it still demands precision and consistency.

If your department uses MLA style, here’s how to format your thesis correctly according to the 9th edition.

Title Page and Header

Unlike APA, MLA does not require a separate title page unless your institution specifically asks for one. Instead, the first page of your thesis should include the following, aligned to the left and double-spaced:

• Your full name
• Your instructor’s name (or supervisor)
• The course name or degree program
• The date (in day month year format)

Beneath this, center the title of your thesis in standard title case (not bold, underlined, or italicised). Start your first paragraph immediately below the title, aligned left, with the first line indented.

MLA format also requires a running header in the top right corner of every page:

• Your last name, followed by the page number (e.g., Nguyen 5)
• Use a standard font such as Times New Roman 12 pt, double-spaced throughout

Headings and Subheadings

MLA style doesn’t prescribe strict formatting rules for headings and subheadings, which gives you more flexibility. However, clarity and consistency are key. A common convention is:

• Main headings: Bold or underlined
• Subheadings: Italicised or simply title case
• Avoid numbering (e.g., 1.1, 1.2) unless instructed

If you’re unsure how to apply headings in MLA, check your department’s thesis template or ask your supervisor for guidance.

Line Spacing, Margins, and Indentation

MLA formatting rules are fairly straightforward:

• Double-spacing throughout the document—including block quotes, notes, and the Works Cited page
• 1-inch margins on all sides
• First-line indentation of 0.5 inches at the beginning of each new paragraph
• Left-aligned text (not justified)

Make sure not to add extra spacing between paragraphs—MLA prefers consistent double spacing from start to finish.

In-Text Citations

MLA uses the author–page format for in-text citations:

• One author: (Tolkien 237)
• Multiple authors: (Smith and Brown 45)
• No author: Use a shortened version of the title in quotation marks: (“Digital Learning” 12)

If you name the author in the sentence, only include the page number in parentheses:

Tolkien describes this process as “a long defeat” (237).

Unlike APA, MLA does not require a publication year in the in-text citation.

Works Cited Page

The Works Cited page should appear on a new page at the end of your thesis, with the title Works Cited centered at the top (not bold or italicised).

Formatting rules include:

• Alphabetise entries by the author’s surname
• Double-space all entries
• Use a hanging indent (0.5 inches)
• List all the sources you cited in your thesis—no more, no less

Example (book):

Morrison, Toni. Beloved. Vintage, 2004.

Example (journal article):

Jenkins, Henry. “Cultural Convergence.” Critical Studies in Media Communication, vol. 24, no. 3, 2007, pp. 257–264.

For more formatting examples, the Purdue OWL MLA Guide is a helpful free resource.

Figures, Tables, and Appendices

While less common in MLA-style theses, figures and tables should be:

• Labeled as Figure 1, Figure 2, etc., with a caption directly below
• Referred to in the text (e.g., “see Figure 3”)
• Placed as close as possible to the relevant discussion

If you have appendices, label them Appendix A, Appendix B, and so on. Each should begin on a new page with a centered heading.

MLA style may appear simpler than APA or Chicago, but it still demands careful attention to citation formatting, spacing, and consistency. If you’re studying literature, languages, or the arts, this style likely applies to your thesis—and getting the formatting right will help you present your work professionally and clearly.

Not sure your MLA formatting is spot-on? Our Thesis Proofreading Services include formatting reviews, citation checks, and structure improvements tailored to your discipline.

Formatting a Thesis in Chicago Style (Notes & Bibliography)

The Chicago Manual of Style (CMOS) is widely used in the fields of history, theology, philosophy, and some areas of the social sciences. It offers two systems:

1. Notes and Bibliography – common in the humanities

2. Author–Date – used more in the sciences and social sciences

This section focuses on the Notes and Bibliography system, which relies on footnotes or endnotes for citations and a full bibliography at the end. Chicago’s classic formatting gives your thesis a formal, academic feel—but it also requires attention to detail.

Title Page and Front Matter

Chicago requires a separate title page, which includes:

• Full title of your thesis (centered, one-third down the page)
• Your name
• Degree and department
• Name of your university
• Date of submission

All information should be centered and double-spaced. Page numbers begin on the first page of your main content (not the title page).

Chicago also permits optional front matter such as acknowledgments, table of contents, list of illustrations, and preface—especially in longer theses.

Headings and Subheadings

Chicago doesn’t dictate strict formatting for headings, but it encourages clarity and logical hierarchy. A common approach includes:

• Chapter titles: Centered, bold, all caps
• Level 1 headings: Centered, bold
• Level 2 headings: Left-aligned, bold
• Level 3 headings: Italicised or underlined

All major headings should use title case (capitalize important words), and spacing between headings should be consistent.

Font, Line Spacing, and Margins

Chicago recommends:

• Times New Roman 12 pt (or another readable serif font)
• Double spacing for the main text
• Single spacing in footnotes and block quotes
• 1-inch margins on all sides
• First-line indentation of paragraphs (0.5 inches)

Block quotations (more than five lines) should be indented and single-spaced, with no quotation marks.

Footnotes or Endnotes

In the Notes and Bibliography system:

• Citations appear as numbered footnotes at the bottom of each page or as endnotes at the end of the chapter
• Superscript numbers appear in the text after punctuation
• The first note for each source should include full publication details; subsequent notes may use a shortened form or “Ibid.” if referring to the same source as the previous note

Example (first note):

1. Mary Beard, SPQR: A History of Ancient Rome (New York: Liveright, 2015), 213.

Example (shortened):
2. Beard, SPQR, 219.

Footnotes must be formatted consistently and follow Chicago’s punctuation and citation rules.

Bibliography

Your bibliography appears on a new page at the end of your thesis, titled Bibliography (centered at the top, without bold or underline). Entries are:

• Listed in alphabetical order by the author’s surname
• Single-spaced within entries, double-spaced between them
• Formatted with a hanging indent (0.5 inches)

Book Example:
Beard, Mary. SPQR: A History of Ancient Rome. New York: Liveright, 2015.

Journal Article Example:
Scholz, Sally J. “Political Solidarity and Violent Resistance.” Journal of Social Philosophy 38, no. 1 (2007): 38–52.

Make sure all sources cited in your notes are included in the bibliography, unless otherwise advised.

Tables, Figures, and Appendices

• Number tables and figures sequentially (e.g., Table 1, Figure 2)
• Include a caption beneath the item or in the footnote
• Refer to figures and tables in your text
• Place appendices after the bibliography, each beginning on a new page and labeled Appendix A, B, C, etc.
• Chicago is flexible here, but consistency is key.

Formatting your thesis in Chicago style requires careful attention to detail—especially when dealing with footnotes, citations, and bibliography entries. It offers flexibility in heading levels and presentation, but your writing must remain clear, well-organised, and consistent.

If you’re unsure whether your formatting follows Chicago’s rules precisely, our Thesis Proofreading Services can help polish your work before submission.

Other Styles and Institutional Guidelines

While APA, MLA, and Chicago are the most widely used citation styles across disciplines, they’re far from the only ones. Depending on your subject area—and especially your university’s location or departmental preferences—you might be asked to use alternative formatting styles. These styles vary in their approach to citation, structure, and presentation, but all are designed to uphold the same academic principles: clarity, consistency, and credibility.

Let’s take a quick look at some of the other common thesis formatting styles:

Harvard Style

Harvard is widely used in the UK and Australia, particularly in the social sciences and humanities. It’s similar to APA in that it uses author–date citations, but there is no single official version of Harvard style—universities and publishers often adapt it to their own preferences.

Key features:

• In-text citations: (Smith, 2022)
• Reference list at the end
• Simple formatting, usually 12 pt Times New Roman, double-spaced
• No title page formatting standard—check your university guide

Because of its flexibility, it’s especially important to follow your institution’s specific version of Harvard style.

Vancouver Style

Common in the fields of medicine, health sciences, and biology, Vancouver uses numeric citations in the text that correspond to a numbered reference list.

Key features:

• In-text citations: Superscript or bracketed numbers (e.g., [1] or ¹)
• Reference list in numerical order, not alphabetical
• Specific formatting rules for journal titles, abbreviations, and page ranges
• Frequently used in conjunction with style manuals like the ICMJE Recommendations

For a detailed guide, students often refer to the ICMJE website, which outlines Vancouver conventions.

OSCOLA (Oxford University Standard for the Citation of Legal Authorities)

Used primarily in law, OSCOLA relies on footnotes rather than in-text citations and follows a very specific format for case law, legislation, and legal commentaries.

Key features:

• Full citation in footnotes, no bibliography required (though often recommended)
• Precise punctuation and italics rules
• No use of full stops in abbreviations (e.g., UKHL, not U.K.H.L.)
• Minimal use of quotation marks and parentheticals

Theses in law are typically expected to follow OSCOLA closely, and universities often provide their own adapted OSCOLA style guides.

Institutional Guidelines and Templates

Many universities provide department-specific formatting guidelines or templates, especially for final-year theses and dissertations. These documents may override or supplement traditional style guides and typically include:

• Required order of front matter (e.g., abstract, acknowledgements, table of contents)
• Font and spacing requirements
• Word count limits for each section
• Binding or submission requirements (printed vs. digital)
• Page numbering conventions
• Specific instructions for appendices or supervisor declarations

👉 Always start your thesis by checking your department’s submission manual or graduate school formatting guidelines. Even if you’re using a recognised style guide like APA or Harvard, universities often have their own formatting expectations—especially regarding structure, title pages, and front matter.

Not sure which formatting style your thesis requires? Or working across disciplines with conflicting style expectations? Our Thesis Proofreading Services can help you align with the correct formatting standard for your field and institution.

Tools to Help You Format Your Thesis

Let’s be honest—formatting a thesis manually can feel like wrestling with your word processor. Fortunately, there are some excellent tools that can help you manage citations, structure, and formatting with far less stress. Whether you’re trying to organise your references, build a bibliography, or ensure your heading styles are consistent, these tools will save you hours of frustration.

Reference Managers (for Citations and Bibliographies)

Reference managers help you store, organise, and cite sources automatically in your chosen style (APA, MLA, Chicago, etc.). Most allow you to insert in-text citations as you write and will generate your bibliography at the click of a button.

Popular options include:

• Zotero – Free, open-source, and highly customisable. Integrates well with Word, Google Docs, and most major browsers.
• Mendeley – Great for managing PDFs and collaborating with others. Includes a citation plugin for Word and a web importer tool.
• EndNote – A more advanced, paid reference management tool used by researchers and universities worldwide. Ideal for long-form academic writing and journal formatting.
• BibTeX – A bibliography tool commonly used with LaTeX. Perfect for technical or mathematical theses, especially when combined with Overleaf or other LaTeX editors.

If you’re new to these tools, check out our full guide: How to Use Reference Managers When Writing Your Thesis

Citation Generators (for Quick References)

If you’re in a rush and just need to generate a quick citation or Works Cited entry, try these (with caution):

• Cite This For Me – Easy-to-use and supports a wide range of citation styles, including APA, MLA, and Chicago.
• Scribbr Citation Generator – Reliable, user-friendly, and updated to reflect the latest editions of citation guidelines. Also includes explanations and examples.
• MyBib – Clean, ad-free, and completely free to use. Great for generating in-text citations and references in multiple formats.
• Essify.ai – Part of a suite of comprehensive essay writing AI tools.

⚠️ Warning: Always double-check the formatting—these tools are convenient, but not always accurate.

Word Processors with Formatting Features

Your thesis will likely be written in Microsoft Word or Google Docs, both of which have built-in tools that can automate formatting.

Microsoft Word

• Use Styles for headings and subheadings
• Set up automatic table of contents
• Insert page numbers, running headers, and footnotes
• Use templates to start with correct margins and spacing

Google Docs

• Apply headings to structure your document
• Use citations and bibliography tools under the “Tools” menu
• Collaborate with supervisors in real time

Pro tip: Set up your formatting early so you’re not scrambling before submission.

LaTeX (for STEM Theses)

If you’re in engineering, maths, or computer science, your university may encourage or require you to use LaTeX. It’s a markup-based system for professional document formatting—especially good for writing equations, code, and references.

Use platforms like:

• Overleaf – A popular cloud-based LaTeX editor
• TeXstudio – A local desktop option
• ShareLaTeX – A collaborative LaTeX writing tool

LaTeX has a learning curve, but it produces beautifully formatted documents—especially when using pre-built thesis templates provided by universities.

University Templates and Style Sheets

Many institutions offer downloadable Word or LaTeX thesis templates, already formatted with:

• Title page layout
• Correct margin and font settings
• Placeholder pages for abstract, acknowledgements, etc.
• Predefined heading styles

Check your graduate school or library website for official templates—they’ll save you hours of manual setup.

By using the right tools early in the writing process, you’ll streamline your formatting, reduce errors, and spend more time focusing on your research—not fighting footnotes or fiddling with margins.

Want peace of mind before submission? Our Thesis Proofreading Services include full formatting reviews based on your chosen citation style and institutional requirements.

Formatting Tips and Time-Savers

Formatting a thesis can be tedious—but it doesn’t have to take over your life. With a few smart strategies and time-saving habits, you can reduce stress, avoid last-minute panic, and ensure your document looks polished from start to finish.

Here are some of the best formatting tips to help you work smarter, not harder:

1. Set Up Your Formatting Early

Don’t wait until the end to worry about fonts, margins, and citations. Set up your document with the correct styles and structure before you start writing. This means:

• Defining your heading styles (Heading 1, Heading 2, etc.)
• Applying the correct font and spacing
• Setting up automatic page numbers and running headers
• Choosing your citation style and configuring your reference manager

It’s much easier to write within a well-formatted framework than to reformat a 20,000-word thesis at the last minute.

2. Use Word Styles to Control Headings

Instead of manually bolding and resizing each heading, use built-in styles in Word or Google Docs. This will:

• Keep your formatting consistent
• Allow you to auto-generate a table of contents
• Make it easier to reorganise sections

Pro tip: You can modify these styles to match your citation style (e.g., APA Level 1 headings = bold, centered).

3. Create a Citation and Reference Workflow

Pick a reference manager and stick with it throughout your thesis. Insert citations as you write and periodically update your reference list. This prevents you from:

• Forgetting to cite sources
• Leaving references until the last moment
• Creating mismatched in-text citations and bibliographies

Using tools like Zotero, EndNote, or Mendeley will ensure that your references stay organised and formatted correctly. See our guide to When and Why to Use Reference Managers Over Manual Citation

4. Use Templates, Not Blank Documents

Whether you’re using Word, LaTeX, or Google Docs, don’t start from scratch. Instead:

• Download a thesis template from your university if available
• Use a pre-built formatting template based on your style (APA, MLA, etc.)
• Use Word’s built-in “APA-style” or “MLA-style” templates as a starting point

Templates include correct margins, headings, title page formatting, and more—so you’re not reinventing the wheel.

5. Track Feedback in a Single Document

Avoid version chaos by working in a single master document and using comments or tracked changes for feedback. This ensures your formatting doesn’t break as you copy and paste sections from multiple files.

Google Docs is great for real-time collaboration, while Microsoft Word’s “Track Changes” is ideal for formal supervisor reviews.

6. Save Versions and Back Up Your Work

Formatting errors sometimes happen when files crash, templates corrupt, or version histories get lost. Avoid disaster by:

• Saving multiple versions of your file (e.g., Draft_v1, Draft_v2)
• Backing up to cloud storage (Google Drive, Dropbox, OneDrive)
• Exporting PDFs regularly to preserve formatting snapshots

Nothing ruins a clean layout like a last-minute formatting glitch you can’t undo.

Proofread for Formatting, Not Just Grammar

Formatting errors—like inconsistent heading sizes, missing page numbers, or incorrect citation formatting—are easy to overlook. Don’t assume spellcheck will catch these. Instead:

• Review each section with your university’s checklist or style guide
• Double-check table and figure numbering
• Verify that your reference list matches your in-text citations

Even better? Ask someone else to proofread it—or get help from a professional.

Our Thesis Proofreading Services include formatting reviews to ensure your thesis is ready to impress, inside and out.

Conclusion: Get It Right the First Time

Formatting may not be the most thrilling part of thesis writing, but it’s one of the most visible. A well-formatted thesis shows that you take your work seriously. It makes your arguments easier to follow, your citations easier to verify, and your overall presentation more professional and polished.

Whether you’re working in APA, MLA, Chicago, or a university-specific template, the key is to follow the guidelines carefully and stay consistent. Don’t wait until the final week to apply formatting—build it into your workflow from the very start. Use templates, reference managers, and built-in styling tools to save time and reduce errors. And always consult your department’s official submission checklist to ensure you meet their exact requirements.

Remember, presentation matters. A thesis that’s properly formatted, clearly structured, and free from inconsistencies sends a strong message: This is the work of a capable, organised researcher.

Not confident in your formatting? Our Thesis Proofreading Services include formatting checks, style consistency reviews, and corrections tailored to your chosen style guide. Let us help you submit with confidence.