How to Format Your Dissertation for ProQuest Submission

By Dr. Patricia N., DNP, PhD in Nursing Science. Reviewed by Dr. Lisa H.. 2026-02-12.

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Key takeaways

ProQuest requires 8.5x11 pages, 1-inch minimum margins, and standard fonts
Front matter uses Roman numerals; body text starts with Arabic numeral 1
Abstract must be under 350 words for doctoral dissertations
Always embed fonts when converting to PDF
Check every page of your PDF for conversion errors
DissertlyPro's formatting service ensures ProQuest-ready submissions

Understanding ProQuest Requirements

ProQuest (formerly UMI) is the primary repository for US dissertations and theses. Most US universities require students to submit their completed dissertation to ProQuest as a condition of degree conferral. ProQuest stores, indexes, and distributes your dissertation through its databases, making your research discoverable by scholars worldwide.

ProQuest has specific formatting requirements that sometimes differ from your university's style guide. You need to comply with both, and when they conflict, your university's requirements typically take precedence. However, ProQuest's basic requirements are standard across all submissions.

Common submission options include traditional publishing (your dissertation is available through ProQuest's databases and may be purchased by other researchers) and open access publishing (your dissertation is freely available to anyone, which increases visibility but typically costs an additional fee).

Page Setup and Margins

ProQuest requires specific page dimensions and margins:

Page size: 8.5 x 11 inches (US Letter), which is the standard for US dissertations.

Margins: At minimum, 1 inch on all sides (top, bottom, left, right). Many universities require 1.5 inches on the left margin to accommodate binding. Check your university's requirements and use whichever is larger.

Font: Use a consistent, readable font throughout. ProQuest accepts Times New Roman, Arial, Courier New, and other standard fonts. Most universities specify 12-point font for body text. Headings may use larger sizes per your style guide.

Spacing: Double-spacing is standard for body text. Single-spacing is acceptable for footnotes, long quotations (block quotes), bibliography entries, table and figure captions, and appendix content.

Pagination: Front matter (abstract, table of contents, acknowledgments) uses lowercase Roman numerals (i, ii, iii). Body text uses Arabic numerals (1, 2, 3) starting from the first page of Chapter 1. The title page is counted as page i but the number is not displayed.

Front Matter Organization

ProQuest requires specific front matter elements in a particular order:

Title page: Must include the full title, your full legal name, a statement indicating the degree and institution, the date of conferral, and your committee members' names (formatting varies by university).

Abstract: Limited to 350 words for doctoral dissertations and 150 words for master's theses. This is critical because it's what appears in ProQuest's searchable database and is often the only part prospective readers see.

Table of contents: List all chapters, major headings, and back matter with accurate page numbers. Ensure the table of contents is generated automatically in your word processor so page numbers update when content changes.

List of tables and list of figures: Required if your dissertation includes tables or figures. Each entry should include the table/figure number, title, and page number.

Acknowledgments and dedication pages are optional but common.

PDF Conversion Best Practices

ProQuest requires submission in PDF format. The quality of your PDF conversion matters because a poorly converted PDF can introduce formatting errors, missing fonts, or broken page numbers.

Best practices for PDF conversion: Use 'Save As PDF' or 'Export to PDF' from your word processor rather than printing to PDF. This preserves fonts, formatting, and hyperlinks.

Embed all fonts: This ensures your dissertation displays correctly on any computer, even if the reader doesn't have your fonts installed. In Word, go to File > Options > Save and check 'Embed fonts in the file.' In LaTeX, fonts are typically embedded by default.

Check the PDF carefully: After conversion, open the PDF and review every page for formatting issues. Common problems include shifted margins, missing special characters, broken tables that split awkwardly across pages, and images that appear lower quality than the originals.

Ensure accessibility: ProQuest encourages accessible PDFs. Use heading styles properly, add alt text to images, and ensure a logical reading order. Some universities now require accessible PDFs as a condition of submission.

Common ProQuest Formatting Errors

Based on our experience formatting hundreds of dissertations for ProQuest submission, here are the most common errors and how to avoid them:

Inconsistent margins: Different sections may have different margin settings if you merged multiple documents. Check every page.

Page numbering errors: Ensure Roman numerals transition to Arabic numerals at the right page, that there are no duplicate page numbers, and that the title page number is suppressed.

Missing or incorrect running headers: Some style guides require running headers. Ensure they're consistent and properly formatted on every page.

Table and figure placement: Large tables and figures should be placed after they're first referenced in the text. If they don't fit on the current page, place them on the next page. Never leave large white spaces.

Reference formatting inconsistencies: After months of writing, citation formats often drift. Review every reference entry for consistency with your style guide.

Oversize pages: Some tables or figures may extend beyond the standard page margins. Either reduce their size, rotate the page to landscape orientation, or move them to an appendix.

DissertlyPro's formatting service catches and corrects all of these issues, ensuring your dissertation is ProQuest-ready on the first submission.

FAQ

What are the ProQuest formatting requirements for dissertations?

ProQuest requires 1-inch margins, 11pt or larger font, embedded fonts, accessible PDF/A format, and consistent heading hierarchy throughout the manuscript.

What file format does ProQuest accept?

ProQuest accepts PDF/A-1b for archival submission. Word documents must be converted with embedded fonts and properly tagged headings.

Is there a fee for ProQuest dissertation submission?

Traditional publishing is free. Open-access publishing carries a fee of around $95. Optional copyright registration costs $75 extra.

Can DissertlyPro format my dissertation for ProQuest?

Yes. Our formatting specialists prepare ProQuest-compliant PDF/A files, embedded fonts, and accessible heading structures as a standalone service.