Guidelines for Publishing with AIHA

We are pleased that you considered AIHA Press for your publication. We want your publication to be of the highest quality possible. Please adhere to the following requirements to ensure excellence.

Manuscript Style and Formatting Requirements

Page Format

  • Save in Microsoft Word form.
  • Follow The Chicago Manual of Style. If you have questions, contact product development staff.
  • Layout in 8-1/2 x 11 format. If a different format is required, advise the project manager at the time the manuscript is submitted.
  • Double-space copy, including text, references, figure captions, footnotes and front matter.
  • Use 12-point Times New Roman or Arial font.
  • No more than three or four levels of headings should be used. Too many headings clutter a book’s appearance and may confuse the reader. Refer to The Chicago Manual of Style for information regarding the positioning and typing of headings.

Tables and Figures

  • Provide tables and figures on separate CD apart from the main text. Acceptable image formats include .jpg, .tif and .gif.
  • If you are planning on using multiple images, please burn them to a CD and send it to AIHA.
  • If your manuscript has multiple chapters, tables and figures should be double-numbered by chapter (i.e., Table 2.4; or Figure 5-3).
  • Tables and figures should be called out in the text.
  •  In the manuscript, indicate the initial reference to the table or figure. Tables and figures will be placed as close to the call-out as possible.
  • Do not place your figures and tables within the text of your manuscript. Rather, place them at the end of each chapter, one figure per page. Type the figure captions below each individual figure. Within the text of your manuscript, please insert a comment (in bold and highlighted) “**INSERT FIGURE (or TABLE) number HERE**.”

Line Drawings

  • Line drawings should be at least twice the size they will appear in the book so that they may be reduced without sacrificing quality.
  • Labels should be large enough to read after reduction.
  • Avoid using screens or grayscale when creating your illustrations, as they do not reproduce well. If a grayscale must be used, please consult with the project manager.


Label all photographs.

Equations and Formulas

  • Equations should be numbered consecutively beginning with (1) to the end of the chapter (if you have multiple chapters), or the end of the manuscript.
  • Enclose the number in parentheses (1-1) or (1) and set flush right in the column on the same line as the equation. It is this number that should be used when referring to equations within the text.
  • Reference equations within the text as, “Equation (x)" or, "(x-x)”.
  • Formulas and equations should be created to clearly distinguish capital letters from lowercase letters. Care should be taken to avoid confusion between the lowercase “l” (el) and the numeral one, or between zero and the lowercase “o”.
  • Clearly indicate all subscripts, superscripts, Greek letters, and other symbols.


  • Avoid overusing footnotes. If a footnote is longer than a sentence or two, it should probably appear as part of the text.
  • Double-space footnotes with ordinary paragraph indentation.
  • Place footnotes at the foot of the page.
  • Because references are numbered within the text, please use a different identifying method for footnotes.


  • Give all the necessary information about a particular source; make sure you have the name and location of the publisher for all books, reports, conference proceedings. Make sure the authors’ names are spelled consistently in the references and the text.
  • Double-space all references. Be sure all references cited in the text have an entry in the reference list and vice versa.
  • Combine references in a single list at the end of each chapter (if your publication has chapters) or at the end of the manuscript.
  • Sample Reference Formats
    • From Another Book:
      Hung, L.L., J.D. Miller, and K.H. Dillon (eds.): Field Guide for the Determination of Biological Contaminants in Environmental Samples, 2nd edition. Fairfax, VA: American Industrial Hygiene Association, 2005. pp.
      Cite specific pages, if known
    • From a Journal Article:
      Brent, R.L.: Medicolegal aspects of teratology. J. Pediatr. 71: 288–298 (1967).
    • From a Website or other Online Content:
      North American Steel Equipment Company, Ltd.: “North American Steel.” Available at [Accessed September 22, 2008.]
    • From a Conference Proceeding, Paper, etc.:
      Morey, P.R., W.G. Jones, J.L. Clere, and W.G. Sorenson: Studies on Sources of Airborne Microorganisms and on Indoor Air Quality in a Large Office Building. In Managing Indoor Air for Health and Energy Conservation, Proceedings of the ASHRAE Conference IAQ ’86. Atlanta: American Society of Heating, Refrigerating, and Air-Conditioning Engineers, 1986. pp. 500–509.


  • Limit appendices to material designed to supplement the text. They should be prepared similarly to the rest of the manuscript.
  • If there are numerous appendices, number and give a title to each.
  • Secure permissions for any materials included that are from other sources.

Front Matter

  • Other than the copyright notice (supplied by the publisher), the front matter of your book will include a:
    • Title page,
    • Table of Contents,
    • Preface, and
    • Acknowledgements (if necessary)
    • Foreword and brief dedication (optional)
  • The Preface, another important selling feature, should discuss the purpose and scope of the book. Explain why the book was written, what makes it unique from others on the market, highlight the book’s distinguishing features, how the material is presented, and explain for whom the book is intended.
  • Title page should contain:
    • the name of your book (complete with subtitle)
    • your name and degree or professional credential (as you want it to appear on the book),
    • your current affiliation.
  • Books with one or more editors should include names, credentials, and affiliations as well.
  • Books with one or more editors will have all names appearing on the cover of the publication. All authors will be listed in the Table of Contents and on the first page of each chapter, if applicable.


  • Submit artwork in print-ready format.
  • Artwork should be TIF, JPG or EPS files, 300 dpi and at the size you would like the image to appear.
  • Send artwork as separate electronic files, not embedded in the Word file text.
  • Artwork will be printed in black and white, unless requested in color.


If you are planning to use artwork that is not original to you, you will need to request copyright permission. The penalties for infringement of copyright are severe and should not be taken lightly. We recommend that you obtain permission in writing for quotes of 200 words or more. Any copyrighted piece of artwork, no matter the format, will also require permission from the copyright holder. While it is much less common, also inquire as to whether you will need the author’s permission in addition to that of the copyright holder.

Most U.S. government publications are considered public domain documents and permission to reprint materials from such publications is not required. You must, however, obtain permission to use material from such publications if the material cited is taken from a non-governmental, copyrighted source. Additionally, be careful of material taken from symposia at which you presented or from a lecture you have delivered. Trace the path of the original research from these and determine if permission is needed for any of the material.

  • Request all necessary permissions early in the manuscript process to ensure that there is enough time for the copyright holder’s response.
  • Copies of the granted permission must be sent to AIHA product development with your manuscript.
  • The author is responsible for obtaining permission to quote, reproduce, or adapt material from copyrighted sources, as well as give proper credit to the copyright holder.
  • Captions for figures should incorporate any copyright permission language that was sent to you by the copyright holder.
  • Write to the original copyright holder (in most cases the publisher), not a secondary source, such as the author. You should request permission for future revisions as well as for the current edition. Such a request, however, may not always be granted.

Sample Permission Request Letter

To: Permission Department
Dear Publisher:
I am preparing the following manuscript for publication by AIHA:
I would like to include in my manuscript the following materials included in the noted publications published by your organization:
Please indicate permission to (reprint, adapt, quote), royalty free, in this and any future editions of the book the above-named material(s). May I please have the nonexclusive world rights in all languages as well? Appropriate credit will be given to the original source(s). The American Industrial Hygiene Association (AIHA) is a non-profit organization serving the occupational and environmental health and safety communities.
Please return a copy of this fully signed letter to me. Your cooperation is appreciated.
(Your full name and address)
Permission for AIHA to Reprint the noted material is hereby granted.
_____________________   ______________________________
Name of Copyright Holder   Date
_____________________   ________________________________
Signature   Print Name

When Your Manuscript is Completed

Once your manuscript is completed, the product development staff will review it to ensure that all necessary materials are in satisfactory condition, as well as adherence to the terms on which you and the product development staff have agreed.

You will be asked to submit a short paragraph, or bulleted list, explaining the most important features of your publication. The list will be used to craft marketing copy for the AIHA Publications catalog and the AIHA Marketplace.

As with your proposal, the manuscript will undergo a peer review prior to being submitted to production. This process can take several weeks. The reviewers' comments will be shared with you, and we will decide how the manuscript should be revised, if necessary, and adjust the time frame.

When the final, revised manuscript is accepted and approved by all parties, AIHA staff will edit the copy and produce the publication.