Ebook Formatting Checklist: Prepare a Reader-Friendly EPUB
A print interior and an ebook solve different reading problems. A print page has a fixed size; a reflowable ebook adapts to the reader's screen and text settings. This ebook formatting checklist helps independent authors prepare a digital edition that is easy to navigate and comfortable to read.
Your result: a tested ebook file, an issue log and a clear handover package. For print specifications, use the print formatting and distribution guide.
1. Choose the layout your book needs
Text-led novels, memoirs and many nonfiction books are good candidates for reflowable layouts. Books whose meaning depends on exact page placement may need a different approach. Decide before formatting, and check the selected retailer's requirements rather than assuming one export will suit every book.
Amazon's ebook manuscript formatting guidance is a useful starting point for Kindle preparation. Treat platform instructions as the authority for that platform's accepted files.
2. Clean the source manuscript
- Use paragraph and heading styles consistently instead of manually spacing each chapter.
- Remove repeated spaces and empty paragraphs used to force a print layout.
- Make chapter titles recognizable as headings.
- Check scene-break symbols, lists, footnotes and intentional italics.
- Remove comments and tracked changes after resolving them.
Microsoft's heading-style instructions explain how to structure headings in Word. Work on a duplicate manuscript so your approved editorial file remains available.
3. Build navigation and reader-facing pages
Create working navigation to the chapters. Decide what readers need before the first chapter and after the ending: a title page, relevant publication details, an author page and a modest next-step link. Test each link instead of relying on its appearance in the source document.
If a formatter prepares the ebook, ask for the exported file and the editable source where agreed. Specify how future corrections will be handled. Avoid paying for a file you cannot identify or update.
4. Inspect images and accessible reading
Review charts, photographs and captions at different screen sizes. Use meaningful alternative text for informative images where the format and production workflow support it. A photograph can look acceptable while a diagram's labels remain unreadable. Keep important explanations in text rather than putting the only explanation inside an image.
5. Check the file in two different ways
EPUBCheck checks EPUB conformance. It can reveal technical problems, but passing a validator does not establish that the prose, navigation or visual presentation is correct.
For a Kindle edition, use Kindle Previewer to inspect device views, orientation and text sizes. Also review the retailer's upload preview. If another store is part of your plan, check that store's supported workflow too.
| Test | What to inspect | Fix and retest |
|---|---|---|
| Large text size | Clipped text, spacing and headings | Record chapter and location |
| Chapter navigation | Every link opens the correct section | Retest after export |
| Images and notes | Legibility, captions, note links and return links | Inspect in another view |
| End matter | Book links and newsletter destination | Test the actual destination |
Before you approve the ebook
- Save the exact approved export with a version name.
- Check that cover and book-details fields match your metadata sheet.
- Confirm you are uploading the ebook export, not the print PDF by mistake.
- Keep the issue log and source files with the project.
Can I simply upload my print PDF?
Do not assume it will create a good reflowable ebook. Prepare the digital edition for its reading behavior and follow the retailer's accepted-file instructions.
Does a valid EPUB guarantee retailer approval?
No. Retailers also review their own file requirements and content rules. Validation and visual review are separate steps.
Your next publishing step
Use what you have learned to prepare a clearer brief, improve your files, or decide which task you can complete yourself.
Return to publishing services and the 12 service guides → · Follow the publishing pathway →
Need hands-on help? Ask about your project. Professional work, deliverables, timing and pricing are agreed separately. These educational resources do not include a booked service.