Below is a list of items that are needed when the manuscript is delivered by you, the Author to the Business Division at Prentice Hall. Please be sure to follow these guidelines when you are preparing your manuscript in order to avoid any unnecessary delays in the production of your textbook.

It is not uncommon for questions to arise during manuscript preparation. If you have any questions, contact your Acquisitions Editor.

  • The following items are needed in both in hardcopy and disk formats for an efficient and productive Project Planning stage:

    • Original manuscript and corresponding disks containing the electronic files. Electronic versions of the manuscript should be PC-compatible Word files. Be sure the final hardcopy manuscript and the disk match exactly; differing versions can cause serious problems and delays. Date and identify all materials as final. Include the author/title and edition number on all disks sent to your editor.
    • A Chapter Outline accompanying each chapter of manuscript. The Chapter Outline should include all levels of heading and all end-of-chapter heads. This Outline may be used for marketing purposes so it must accompany the manuscript.
    • Permissions Log, plus the original and one copy of the Prentice Hall Permission Request form.
    • Art Log and Art Manuscript, which includes Figures/Exhibits and Tables.
    • Photo Research Log with tearsheets identifying specific photos if possible.
    • Ad Log with tearsheets if available.

  • Be sure the hardcopy manuscript and the disk match exactly; differing versions can cause serious problems and delays.
  • Be sure to label each disk with author, title and edition number, date, the contents of each disk, and sequence. For example: Smith: Finance 2/e; 6/2/98; FM/Chapters 1-4; Disk 1 of 4.
  • Send copies of the disks to PHBP; be sure to keep the master and back-up at your location.
  • The hardcopy should be output in a readable serif font (11 or 12 point), double-spaced, with a margin of approximately 1-1/2" all around. Use italic, boldface, etc., to emphasize content or differentiate importance of headings. Do not attempt to simulate a book design in your manuscript.
  • If using tearsheet as manuscript for text or art for a revision, be sure the tearsheet is single-sided (a good quality photocopy of the book page works fine), with changes clearly written and with all inserts keyed to the tearsheet pages for easy, accurate incorporation.
  • Be sure the manuscript pages-whether new manuscript or tearsheet - are numbered, either consecutively throughout or using a double-number system of chapter and page number.
  • There is no need to renumber if an insert is added late in the process; simply identify "A" and "B" page numbers. Likewise for deletions; simply note the deletion at the bottom of the manuscript page (e.g., "page 2-17; page 2-18 follows").
  • Figures/Exhibits and Tables should be submitted as separate manuscript pages, one to a page, whether new manuscript or tearsheet. A copy of the Figure/Exhibit and Table should be merged into the manuscript near its callout. Be sure to indicate where in the text these items should be inserted either by a marginal notation or an insert line between paragraphs of the text (e.g., "Insert Fig 1.1 here.").

To help you gauge the length of your book as you're writing it:

  • Every 3 manuscript pages of text, double-spaced, equals approximately 2 printed book pages.
  • Add to the above 1/4 to 1/2 printed page for each figure, table, photo or piece of art.

Sample Chapter

Your Acquisitions Editor may ask you to identify a chapter of your manuscript that is representative of the design elements. Your sample design chapter should include as many of the elements you plan to use as possible. Keep in mind the following:

Elements List

Text Front Matter

Title and Half-Title pages as necessary
About the Authors
Preface (to the Student and to the Instructor separately?)
Brief and Full Table of Contents

Part Level Elements:

Part Number, Title, and Subtitle if appropriate
Part Extract or Opening Quotation (Include source line for quote if appropriate)
Part Opening Case or Vignette (Will the chapter opener include a photo or piece of art?)
Part Introduction Heading
Part Introduction Text

Chapter Opening Elements

Chapter Number, Title, Subtitle
Chapter Extract or Opening Quotation (Include source line for quote if appropriate)
Chapter Opening Case or Vignette (Will the chapter opener include a photo or piece of art)
Chapter Introduction Heading
Chapter Introduction Text
Chapter Outline or Bulleted List
Chapter Objectives (Numbered? Unnumbered? Cross-referenced in text?)

Chapter Elements

In-text Headings (Rank them as Levels 1, 2, 3, . . . )
Figure/Exhibit/Box Number, Caption, and Source or Credit Line
Outline Lists, Numbered Lists, Unnumbered or Bulleted Lists
Table Number/Table Title and Column Headings
Table Source or Credit Line
Table Footnotes
Annotations (For students, as hints or tips to key concepts)
Marginal Icons
Marginal Glossary (Are terms highlighted in the text as well?)
Line Art, Ad, Photo, or Screen Capture Treatment Styles

Chapter Backmatter:

Summary, Review of Objectives, etc.
Key Words (Are page cross references included?)
Review Questions
Internet Exercises
Cases, etc.

Book End Matter

Glossary: End of Book or End of Chapter (Are page cross references included?)
Appendices (To the chapter or to the book as a whole?)

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Screen Captures

  • We at Prentice Hall Business Publishing handle screen captures the same as ads. When logging in screen captures, log them on the Ad Log.
  • Most screen captures will have to be permissioned; be sure include these items on the Permission Log and provide permission clearance for each screen capture with the Prentice Hall Permission Request form.
  • Be sure to include a print outs of all screen captures in the ad manuscript along with the electronic files.
  • In the caption section of the Ad Log, insert a description of how the image will be used in your book.
  • When acquiring your screen captures, follow the appropriate Instructions for Screen Captures (a hard copy is also available from your Acquisitions Editor). These instructions differ for Black-and-White Screens (used in both 1- and 2-color books) and Full-Color Screens (for 4-color titles).
  • Do not save your screen captures as PDF files. They are not high resolution and can not be modified. Save them as PICT files.
  • Be sure that 3 to 5 samples of your screen captures are sent on disk to your Acquisitions Editor for testing by the Production Team as early as possible-well before you begin to actually capture final screens for your title.
  • Be sure, too, that all screen captures are carefully proofread and checked before submitting to Prentice Hall. Once "captured," we cannot make corrections to your files.
  • Always capture the entire screen-do not crop. Mark desired cropping on a hardcopy output of the screen capture.

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Photos That Are to Be Researched by Prentice Hall Business Publishing

  • Complete the Photo Research Log using the electronic version provided as an Excel file
  • Please double-number all photos by chapter. (eg. photo 2.3)
  • To ensure timely and effective photo research, please be sure that the photo specifications on the Photo Research Log include as much information as possible.
    1. Explain the purpose and message of the image in the context of your textbook, for example:
      • Workers in a modern, high-tech factory, mix of male/female workers and floor supervisors. Photo will be used to contrast factories of the past with today's facilities.
    2. Or provide instructions for a specific photo
      • Photo of Bill Gates appearing before Congress.
      • Photo of Mercury team at GM.
    3. If a photo is to be picked up from the previous edition of the text, please provide the page number and a tearsheet of the requested photo. If the photo is to be picked up from another Prentice Hall title, please supply the text's title, edition, author, copyright year, page number, and tearsheet (or photocopy).
    4. Provide alternate selection in case desired photo cannot be obtained.
  • Provide supportive material if possible, such as tearsheets of photos, making sure to include the source information: specific date and page number of the magazine or newspaper in which a desired photo appeared.
  • Indicate on the log how the image will be used in your book–as part of the opening display to the chapter, opening vignette/case photo, as an in-text illustration, within box feature, etc.
  • It is important to indicate the photo's placement in the manuscript, especially when company photos are requested. Companies often want to see how the discussion surrounding the photo relates to the photo of their company.
  • If possible, caption manuscript should be provided with the Photo Research Log. As with manuscript placement, caption text is often a condition to obtaining permission.

Your Production Editor will be in contact with you to arrange the schedule and process for review and selection of photos to be used in your book.

Photos Provided by the Author

  • Complete Permission clearance is necessary and must be provided by the author for all author-provided photos. Please request Prentice Hall Permission Request forms from your PHBP editorial assistant or use the electronic file provided. Photos cannot be used without permission clearance; this must be provided when author-supplied photos are submitted.
  • Please provide 35mm prints, slides, or high-resolution electronic files saved in TIFF or EPS format with a minimum size of 133 dpi (negatives are not acceptable). PDF files will not be accepted.

Ads and screen captures are handled separately and
should not be included on your Photo Research Log.

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Elements of Ad Research

  • An "ad" is defined as any piece of art that is acquired from a company, including print ads (from newspapers or magazines), screen captures of Web pages or banner ads, screen captures of television commercials, and TV or radio commercial scripts.
  • Three important items that are required to reproduce an ad in your book:
  1. Permission
  2. Reproducible art.
  3. Caption or description on how the ad is being used.
  • Acquiring permissions for ads can be the most time-consuming aspect of your book's production, so it helps to begin the process as early as possible.

Completing the Ad Log

  • Submit your ad specs using the Ad Log.
  • Because they can be so difficult to acquire, we suggest you think of one or two alternate ads in the event that your first choice is impossible to obtain (listed A, B, C on the log).
  • Be sure to include in the Ad log:
  1. Source info-Where you first saw the ad-because it is a great help in identifying the particular ad and the companies we need to contact.
  2. Caption - Companies often won't give permission unless the see how their ad is to be used.
  3. Contact Information - This is optional, but you may have directly been in touch with company representatives.
  4. Mansucript Page - Where in the manuscript do you want this Ad to be placed
Completing the Ad Manuscript
  • Along with the Ad Log, supply an Ad manuscript composed of tearsheets and print outs of screen captures.
  • When tearsheets are supplied, they should be in the best condition possible-- do not write on them, do not fold them. Instead attach a post-it to the ad with information identifying the ad. These tearsheets can be scanned in if a company grants permission, but can't supply the artwork.
  • Order the Ad Manuscript according to the Ad Log.
Requesting Permission and Art
  • Follow the same guidelines on the Permissions page. Use the same Prentice Hall Permission Request form, and include the ad permissions on the Permission Log.
  • Attach a copy of the ad and caption or text reference to each permission request that you send out. When requesting permission for Web pages, be sure to include the exact address of the Web page on the Prentice Hall Permission Request form.
  • When requesting permission for print ads, also request camera-ready art, commonly referred to as "slicks." These are photo-quality prints of the ads that we can scan into your book.
Submitting the Ad Package

When submitting the Ad Package, be sure to include:

  • Permissions log,
  • Ad log
  • Ad Manuscript
  • And the following items for each ad:
  • A signed, completed permission letter of your original request
  • A High-quality reproducible slick, high-quality tearsheet, or electronic file

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Permissions Author
Marketing Logs &

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