A guide to submitting your manuscript
How to get your work ready to publish
We have put together a set of tips to help guide you through the manuscript submission process. See below for guidelines on the various parts of the process.
Delivery date: The delivery date of your manuscript is the date agreed in your contract. If, for any reason at all, you may not be able to meet this date please contact your commissioning editor as soon as possible.
Submitting your manuscript (see below Preparation of Copy and 5. Submission for more information):
- The manuscript must be the final and complete version of your book. We cannot accept subsequent revised files
- The manuscript files need to be submitted ideally via the CABI submissions portal, or Dropbox or similar. Submission using CD/USB sticks is also possible.
- Please check that only one version of each file is sent, and that all files are labelled clearly
Length: Any changes from the contracted length need to be pre-agreed with your commissioning editor.
Chapter headings: The structure of the book needs to follow the pre-agreed chapter headings. Please discuss any changes to this structure with your commissioning editor before you make the changes.
Contributors: Changes to the agreed contributors will need to be pre-agreed with CABI.
Photos/figures: Please contact your commissioning editor if there are any changes to the number of photos/line figure to be included in the manuscript. (See below Figures and Photographs for more information).
Copyright: It is the author’s/contributor’s responsibility to ensure that copyright has been cleared for any figures, quotes or images used (see below Copyright and Permissions for more details). All online (free or paid for) material is subject to the same copyright legislation as in print.
References: References need to be in full and presented consistently in house style (see below References for more details).
Prefaces/forewords: Should be submitted with the completed manuscript. Please avoid any reference to religious or political affiliations.
Indexing: Unless agreed otherwise, CABI will use an external indexer to compile your index and then send it to you for checking after proofs.
Supplementary Material: If you have been asked by your commissioning editor to provide supplementary material, this should be submitted at the same time as your manuscript. It should be clearly differentiated from the chapters and labelled as supplementary, e.g., a Word document entitled “Supplementary Case Studies”, or a jpeg entitled “Supplementary figure 1.1”.
Submitting the final manuscript files to CABI: We recommend that you use WeTransfer to send your final files to your Editorial Assistant. Simply click this link, add the Editorial Assistant's email address and your files and click 'Transfer'.
CABI Author and Editor Guidelines
Once you have signed your contract with CABI, it is time to start thinking about the content!
- Your contract will state the agreed word count for your title. There is a small amount of leeway with this number, but if you think the word count will be considerably higher or lower than originally agreed, let your Commissioning Editor know as soon as possible, as this could carry implications for the price of your book.
Number of photographs/Figures:
- Please check your contract to see the number figures that has been agreed with your Commissioning Editor.
Managing your contributors (edited volumes only):
- For edited titles, send invitations to potential contributors as soon as possible.
- Make sure you are clear about the latest date you expect to receive final files from the contributors. We would advise that as the overall editor, you give yourself at least four months to edit the chapters before you submit the final manuscript to CABI, so consider this when you are setting your contributor deadlines.
- Changes to the agreed list of chapters will need to be pre-agreed with CABI.
- Once you have a complete list of contributors, send out the contributor contracts (your Editorial Assistant will provide you with the contract templates).
- Keep your signed contributor contracts – you will be asked to send these to your Editorial Assistant at a later stage.
Preparing your manuscript:
Front matter: Please follow this order.
- Half title page (book title and subtitle only)
- Title page (book title and subtitle, editor/author names and brief affiliations)
- Contents list (with author names, not in table format. Include sections/parts if required)
- Dedication (if applicable)
- Contributors list (alphabetical by surname, with affiliation and email address for each contributor)
- Foreword (if applicable) – written by someone else, in support of your book
- Preface (if applicable) – written by someone else, in support of your book
- Acknowledgments (if applicable)
- Chapter number
- Brief affiliations (including organization, town, state/county and country)
- Chapter text
Alternative chapter features – e.g., objectives, questions, further reading. If you are planning to include any of these features, please discuss these with your Commissioning Editor.
- Use only one typeface for the text.
- Use roman, italic and bold consistently.
- Be consistent in the use of spacing and indentation.
- Use the same keystrokes to use special characters throughout.
- Use a hyphen with a space either side for a parenthetical dash.
- It is the responsibility of the editor to decide if abstracts are to be included at the start of chapters. If abstracts are included, they must be included in every chapter.
- Use a logical sequence of main sections, preceded by a heading, with further subsections if required.
- Do not use more than four levels of headings.
- Ensure that your headings are styled in Word, using ‘Heading 1’ for the first heading, ‘Heading 2’ for the second heading, etc.
- If headings are numbered, please number only first- and second-level headings (e.g. in Chapter 1, first-level headings should be numbered 1.1, 1.2, 1.3, etc.; second-level headings should be numbered 1.1.1, 1.1.2, 1.1.3. etc.) Third- and fourth-level headings should not be numbered.
- Please follow the Oxford English Dictionary style.
- If you want to use a different style, this will need to have been agreed with your Commissioning Editor.
- In the chapter text, spell numbers up to ten, but use figures for 11 upwards.
- Always use figures if a unit is given (e.g. 7 ml; 97%; three samples).
- Use SI (Système International) and metric units.
- Leave a space between numbers and units (e.g. 56 ha, 56-78 ml).
- When writing percentages, do not leave a space between the number and the unit (e.g. 23%).
- Unless agreed otherwise, CABI will use an external indexer to compile your index.
- You will have a chance to check through and edit the index.
Footnotes and endnotes:
- Please do not use footnotes.
- Do not use automatic endnotes.
- Please use Microsoft Word Equation Editor or MathType when keying all equation text in the Word document (both one line, e.g. A+B = C and display).
- If equations are numbered, please follow the same numbering style used for figures/tables, e.g. in Chapter 12, equations should be numbered Equation 12.1, Equation 12.2, etc.)
- All tables should be drawn in Word and made using the table tool.
- Do not import tables as graphics.
- Do not use tabs or spaces.
- Try to avoid tables that are very long or very short.
- Tables should be inserted after the paragraph where they are first mentioned.
- Tables and Boxes should be numbered separately in the text (e.g. Fig 1.1, Fig 1.2 , Box 1.1, Table 1.1, Table 1.2.).
Figures and photographs:
- Only include a figure if it adds something that the text cannot show.
- Each figure should be submitted as a separate, clearly labelled file (e.g. Fig1.1.jpg, Fig.1.2.jpg, Fig1.3.pptx…)
- Do not embed any figures in the chapter text, unless those figures were created in Word.
- If you are still unsure about the quality of any figures, please send these through to your Commissioning Editor/Managing Editor, who will be able to check the figures and let you know if you need to find replacements. Do this as early on as possible.
- If the figure does not belong to you, you will need to get permission to use it in the book. Please read the CABI Permissions Guidelines to find out how to do this.
- If you cannot get permission, you will have to remove or replace the figure.
- Please supply line drawings in the original format they were created in (e.g. if a figure was created in PowerPoint, send the .pptx file).
- Keep your line drawings as simple as possible.
- All photographs must be high resolution jpg files.
- The minimum resolution should be 300dpi (dots per image). To check the resolution:
- Open the figure file so you can see the figure in Windows Photo Viewer.
- Right click on the image and select ‘properties’.
- Check to see if the photo is 300dpi.
- If the photo is showing a smaller number, e.g. 72dpi or 96dpi, please find a replacement.
- If you need high resolution, free-to-use images, search https://search.creativecommons.org Just make sure you add the image attribution at the end of your caption.
- Do not embed figures anywhere in the text. Instead, insert the figure caption in a break between paragraphs so the typesetter knows where to place the image.
During the writing process:
- As soon as you have drafted one or two chapters, send these through (and the figure files related to those chapters) to your Managing Editor or Commissioning Editor, so that they can check through your chapters.
- Feedback from CABI on these chapters can greatly help the rest of your writing process and will reduce delays once the book is submitted.
Copyright and Permissions
- Please read our Permission Guidelines document before you start to write, so that you are familiar with the permissions process, because you will need to apply for permissions as you write and not at the end of the writing process.
- This is essential because applying for permissions can be a lengthy process and is the biggest cause of delay to books going into production.
- Please read our Reference Guide to ensure you follow our house style.
- If you have been asked to provide supplementary material, this should be completed and submitted at the same time as your manuscript.
- It should be clearly differentiated from the chapters and labelled as supplementary (e.g. a Word document entitled “Supplementary Case Studies”, or a jpg entitled “Supplementary figure 1.1”.
Submitting your manuscript:
- Please submit your final files to your Editorial Assistant via WeTransfer.
- Please do not send your manuscript through in sections – we can only accept one complete set of files.
- Please only submit the manuscript when it is completely finished – we are unable to process incomplete manuscripts or accept altered files after submission.
- Submit text and figure files for each chapter in a separate folder, clearly labelled with the chapter number.
- Identify files with meaningful file names (e.g. Chapter 1.doc).
Who we are
Caroline Makepeace, Head of Content Strategy: firstname.lastname@example.org Animal Welfare and Aquaculture.
Claire Parfitt, Senior Commissioning Editor: email@example.com Tourism, Hospitality and Leisure.
Alex Lainsbury, Commissioning Editor: firstname.lastname@example.org Animal Science, Veterinary Science and Medicine, and Global Health.
David Hemming, Commissioning Editor: email@example.com Biotechnology, Invasive Species, International Development and Open Access Publishing.
Rachael Russell, Commissioning Editor: firstname.lastname@example.org Horticulture.
Rebecca Stubbs, Commissioning Editor: email@example.com Plant Sciences, and Human Nutrition and Food Science.
Ward Cooper, Commissioning Editor: firstname.lastname@example.org Agriculture, Ecology and Conservation, Entomology, Pest Management, Environmental Science, Forestry, and Soil Science.
Ali Thompson, Managing Editor: email@example.com
Emma McCann, Editorial Assistant: firstname.lastname@example.org
Lauren Davies, Editorial Assistant: email@example.com
Top tips to remember when you write your references:
- Please do not use a numbered system of references.
- Please ensure that all references cited in the text are listed in the References, and vice versa. Missing citations or references are the most common cause of problems during editing.
- If you are unsure about any aspect of your references, send a sample to your Commissioning Editor/Managing Editor during the writing process, so we can check your references during the writing process.
- Cite references using the Harvard system, for example:
Author (1990) or (Author, 1990), and (Author, 1989a,b, 1990) and (Smith, 1985; Abbott, 1990). Where there are three or more authors, use Author et al. (1990) or (Author et al., 1990).
- References to other chapters in the same book should be cited in the text as (see Chapter 4, this volume). These should not be included in the reference list.
- Personal communications should be cited in the text, for example: (P.R. Smith, Oregon, 1990, personal communication) (i.e. who, where and when). They should not be included in the reference list.
- If a paper has been submitted but not accepted for publication, please only cite in the text as: (P.H. Smith, 1990, unpublished results). Do not include in the reference list unless the paper has been accepted for publication.
CABI Reference style:
- Place a list of references in alphabetical order at the end of each chapter.
- Order the references alphabetically by the first author. Where there are a number of references with three or more authors but the same first author, place in date order.
- Please italicise both book and journal titles.
- For references with multiple authors, name up to the first five, then use et al.
- Use 1990a,b etc., where there is either:
- More than one reference to a publication by the same author and the same date.
- More than one publication with three or more authors and the same date and the same first author.
Correct reference examples:
It is extremely important that references are cited in a consistent manner.
Please either use Harvard style references on EndNote automatic referencing software, or follow the rules below.
Franklin, T.L. and Smith, K.L. (1989) Title of article in full. Journal Name in Full, 20, 67–69.
Chapters in books
Franklin, T.L. and Smith, K.L. (1989) Title of chapter in full. In: Smith, O. (ed.) Title of Book In Full. Publisher, City, US State/Country, pp. 34–45.
Franklin, T.L. and Smith, K.L. (1989) Title of Book in Full, 4th edn. Publisher, City, US State/Country.
Franklin, T.L. and Smith, K.L. (1989) Title of chapter in full. In: Smith, O.P. (ed.) Proceedings of Some Conference. Publisher, City, US State/Country, pp. 34–45.
Unpublished works (such as theses/dissertations)
Franklin, T.L. (1989) Title of unpublished thesis in full. MSc thesis. The University of Queensland, Brisbane, Australia.
Titles still in press
Franklin, T.L. and Smith, K.L. (1996) Title of article in full. Journal Name in Full (in press).
Please be aware the web pages are often moved or deleted, which can make it difficult for readers to look up references of this type.
A web page without a named author:
FAO (2001) The challenges after Rio. Available at: www.fao.org/ag/magazine/0102sp1.htm (accessed 2 September 2002).
A web page with a named author
Peters, C. (2010) International Rice Research. Available at: www.riceresearch.com/internationalperspectives (accessed 24 July 2012).
A weblog (blog)
Whitton, F. (2014) Conservationists are not making themselves heard. Guardian.co.uk Science blog, 18 June. Available at: www.guardian.co.uk/science/blog/2009/jun/18/conservation-extinction-open-ground (accessed 23 June 2011).
A social networking site (Facebook/Twitter etc.)
Jones, S. (2009) A gazillion references. Facebook Referencing Group, 5 May. Available at: www.facebook.com/referencinggroup (accessed 12 May 2012).
An email from a public domain (discussion board, conference mailing list, etc.)
Lucas, F. (2016) Steps for improving student access. Library Discussion list, 12 May. Available at: http:/listmail.ac.uk/lists/profession.html (accessed 17 June 2016).
Further reading sections:
Textbooks may contain further reading sections. Please follow the above CABI style when compiling your further reading lists.
Ensuring all permissions have been sought is the job of the author or editor.
Essential information for authors
This guide will bring you through the necessary steps needed in order to ensure that your permissions process is as easy as possible.
Copyright example at end of figure: (Photo courtesy of Ali Thompson, 2020)
You need to apply for permissions if…
- You wish to use material that has been published by, or owned by, other authors and rightsholders. This includes parts of the following material: text from books/journal articles, poetry, websites (including screenshots), pictures, maps, figures, and tables.
- You wish to re-use your work but it has previously been published by another publisher. You may need to apply for permissions to publish this material with CABI because the previous publisher may hold the copyright to your work.
You do not need to apply for permissions if…
- The material has been created or written by you and it has not been used in any previous publication.
- The material is owned by the US Government because this material is in the public domain. However, full acknowledgement must be given at the end of your figure caption.
- The material has been published in the public domain or has been published as open access, preferably with a Creative Commons licence that allows it to be reused commercially and with modification.
Please do not cut and paste figures from the internet.
When you start writing your book:
- Think at the beginning about the material for which you will need permissions as this will help with your planning and writing.
- Apply for permissions as you go because outstanding permissions queries can delay your book going into production.
- Send requests as early as possible as it can take a couple of months to request and obtain permissions.
- Keep a record of your permission requests. CABI can provide you with a template for this and you may be asked to send a draft of this through to your CABI contact, so that we can see how you are getting on with your permissions requests.
- Submit your proof of granted permissions documents to CABI when you submit the final manuscript.
Where to apply for permission to use material:
- Use PLSClear (Publishers’ Licensing Services) which offers a fast-track service linking to publishers’ permission departments.. Check the CABI step-by-step instructions for completing your requests.
- If you do not know if you need to apply for permission, always contact the relevant publisher to check. It is much better to be safe!
- When searching for a suitable figure, always search for ‘species’ name and not ‘common’ name.
- Even if the subject of a photograph is out of copyright (for example, a photograph of a painting by an 18th Century artist), the photograph itself will be under copyright control by the photographer or their agent.
STM Permissions Guidelines Usage Limits https://www.stm-assoc.org/membership/our-members/
- Participating STM publishers will grant permission to another STM publisher (or their author) without charge for the following material:
- Up to three figures (including tables) from a journal article or book chapter
- Up to five figures (including tables) from a whole book or journal issue
- Up to 30 figures from a single publisher
- Single text extracts under 400 words / cumulative text extracts from the same source under 800 words
- Note that the use of maps is not covered by the agreement. Adding the copyright information to the caption: When you have got permission to use the material, add the source at the end of the figure caption, for example: Figure used with permission from John Smith or Adapted with permission from Matthews, 2014.
- Keep the record of your granted permission and send this through to CABI when you submit the manuscript.
- Include the Creative Commons licence terms if applicable, e.g. CC BY 4.0
If you fail to gain permissions:
- You will need to remove the material or replace it.
Finding images that you can freely re-use:
- When finding usable images from Google, click Tools → Usage Rights → Labelled for Reuse. Then click on the image you wish to use and search for the copyright information. If it is free to use, just add the source and copyright information at the end of your caption.
- Always check the licence terms to ensure that the images are truly available as open access and may be used commercially.
For more information about using PLSClear to obtain copyright, please see our guide.
Once you have signed your contract:
- CABI will provide you with the final Word files from the previous edition. These files will include all the copyediting, proofreading and production editor changes.
- It is essential that you only use these files to write your new edition.
During the writing process:
When writing your new edition, please ensure that you consider the following:
- It is essential that you use track changes to make all updates to the Word files we give you. We need to see what text has already been professionally edited and the new text that the copyeditor will need to work on.
- What needs to be updated/added?
- In addition to the text, you will need to update your figures (see below) and source newer references.
- Remove anything that has become obsolete or irrelevant.
- Keep an eye on your word count. There is a risk of going over your word count as you add new information and this will affect the book price.
- Please ensure that any in-text references to other chapters are updated as necessary.
New figures will add extra value to your new edition so please source updated artwork wherever possible.
- Line drawings: These should be updated or new wherever possible.
- Photographs: These date very quickly and so should be updated to ensure the quality is sufficient, even if you are illustrating the same point as in the previous edition.
- Permission: Unless the figures belong to you and have not been published anywhere before, you will need to apply for permission to use it in the book. Please see the CABI Permission Guidelines to find out how to do this. If you wish to reuse figures/tables that you included in your previous edition, check to see if you got approval from the original publisher to use that figure/table in all future editions and formats. If you did, you do not need to get permission again. If you only got permission to use the table/figure for that one edition, you will need to get permission again to use the figure/table in this next edition.
When you submit your updated edition to CABI:
- Let us know if you were particularly happy with the copyeditor/production editor who worked on your previous edition. We will try to get the same people/person for you again!