Article submissions may be made by anyone interested in American postal history.
1. Author contact information
2. Suggested title or slug
4. The manuscript
5. Sidebars (if any)
6. References (if any)
7. Endnotes (if any)
8. Brief author biography
9. Captions in numerical order
10. Tables in numerical order (if any)
Internet submissions via e-mail with attachments are preferred. Alternatively,submissions on a CD, DVDR, or thumb drive are acceptable.
Typed manuscripts may also be submitted, but handwritten submissions cannot be accommodated.
The preferred submission format for text is Microsoft Word, although other formats, including .rtf, .txt and searchable PDFs, are usually acceptable.
For the font, 12-point Times or Times New Roman is preferred. Do not imbed any images in Microsoft Word files.
Text submissions should be organized as follows:
1. Author Contact Information
In the upper right corner of the first page of all submissions, the author should place:
Preferred mailing address (POB or street, city, state, ZIP)
The name provided will be the one used in the article byline. One professional title (i.e., Ph.D., M.D.) may be used in the byline. Honorary titles are not used.
The mailing address will be the one to which the complimentary copies are sent.
The e-mail address will be the one to which PDF article proofs are sent.
The phone number will be used only in the event that the author has to be contacted.
If submissions on paper are made, be sure to include the author name and page number at the top of each page.
2. Suggested Title or Slug
Authors may suggest an article title or use a slug to identify the manuscript. This should be centered at the top of the first page.
The author byline should be listed following the title. It should be the same as the name provided in the author contact information. One professional title (i.e.,
Ph.D., M.D.) may be used in the byline.
The manuscript should follow the byline. Manuscripts, and all other text, should be single spaced with one space after a period, or other punctuation.
Do not send drafts. Send only the final manuscript.
A sidebar is a short article dealing with a sidelight of the main manuscript. Sidebars can be used to discuss in detail a specific part of the manuscript that organizationally does not fit well or they can provide additional background about a specific part of the manuscript.
Usually, the information in sidebars is not essential to the article, but complements it.
6-7 References and Endnotes
If authors refer to, or rely upon, someone else’s information or images, provide appropriate credit in the form of references, a bibliography, endnotes or photo credits.
References, bibliographies and endnotes should follow the format in Kate L. Turabian’s A Manual for Writers of Research Papers, Theses, and Dissertations (University of Chicago Press), which is based upon the Chicago Manual of Style.
A bibliography or references list identifies the sources used in writing the article — not necessarily every work examined but those that were found relevant.
Citations for personal correspondence or e-mails should be avoided, as readers will not normally have access to these sources.
For Internet references, the complete URL (Internet address) should be cited, along with the date the page was accessed.
Endnotes must be sequentially numbered with no repeating numbers.
Note that, depending upon the program and the formatting, sometimes the endnote numbering and citations are “lost” when the manuscript is submitted.
To ensure your endnotes are received, it is best to include a PDF version of the manuscript.
Examples of a basic listing of each are shown below. Note the organization, name arrangement and punctuation used.
8. Author Biographies
At the end of the manuscript text, authors should provide a short paragraph (usually two to five sentences) providing brief biographical information about themselves (city and state of residence, profession, collecting specialties and/or interests), including an e-mail address that readers can use.
An author head and shoulders photo may be included with the illustrations.
Captions, in numerical order, should follow the author biography. Captions should be brief, usually one or two sentences, and generally do not include new information that is not in the manuscript. All captions are preceded with “Figure X:” Figure is always spelled out in the caption and the manuscript.
If the illustrations are not the authors, provide an italicized photo credit at the end of the caption, i.e., (Courtesy Bill Smith) or (Courtesy Library of Congress).
Tables may be included and should be labeled in numerical order. Tables formatted in Microsoft Word or Excel usually work best.
Complicated table formats should usually be submitted as a PDF.