Typing Manuscripts With Footnotes and Endnotes

TYPING MANUSCRIPTS WITH FOOTNOTES AND ENDNOTES

Manuscripts, consist of typewritten or handwritten matter that is prepared for such

purposes as making reports, delivering speeches and lectures, supplying copy for

printing, etc, (Althols, 1962). Some forms of manuscripts are term papers, research

reports, theses, dissertations, essays, articles, stories, books and various kinds of business

and legal papers.

Typing manuscripts is not a simple matter of fast and accurate copying, especially

where there are citations, references and footnotes. The typist needs to understand what is

to be typed and should plan the copy for the specific purpose it is to serve. When typing

formal manuscripts or technical reports, it is important that the typist should refer to

manuals of good style prepared by authorities in this matter. (Turabian and Campbell,

1967 and 1954). Reference manuals for stenographers and typists or standard handbook

for secretaries will also be of great help. The typist should follow the standard rules and

suggestions in these manuals for uniformity of spacing, margins, pagination, footnoting,

etc.

Footnoting. Explanatory notations at the bottom of the page used to cite an authority, to

make incidental comments, to make cross-reference, or to make acknowledgments are

called footnotes, (Turabian, 1967). These footnotes are indicated by typing a superior

(raised) figure immediately following the material for which a reference is given.

Turabian explains that these figures should be “elevated slightly above the line (but never

2Typing Manuscripts with Footnotes and Endnotes

a full space above it), and set after punctuation, if any.” This can be done by rolling the

cylinder toward you a half space and holding it in position as the superior figure is typed

or use the setting by the computer system to write the footnote. Footnotes are separated

from the last line of manuscript as follows.

After typing the last manuscript line, single a pace and, with the underline key type a 1 ½ inch line from the left margin. Double space, indent the left margin to paragraph point, type the appropriate superscript, and then, without spacing type the footnote single spaced. Double space between footnotes.

Footnotes in a manuscript are numbered consecutively, either for each

chapter or continuously throughout the manuscript and are identical with the

reference numbers. (Campbell, 1954)

Footnotes and Endnotes are used to give credit to sources of any material

borrowed, summarized or paraphrased. They are intended to refer readers to the exact

pages of the works listed in the Works Cited, References, or Bibliography section.

The main difference between Footnotes and Endnotes is that Footnotes are placed

numerically at the foot of the very same page where direct references are made, while

Endnotes are placed numerically at the end of the essay on a separate page entitled

Endnotes or Notes.

If you are still using a typewriter, a superscript numbers is typed half a space

above the line after the last word of the citation, e.g., “The Information Superhighway is

giving way to a Commercial Superhighway.” If you are using a word processor, you can

access the superscript function. To type a footnote citation, the same superscript number


is put at the beginning of the footnote at the bottom of the same page where the citation

occurs

When mentioning the first name, a full and complete Footnote or Endnote entry

must be made.

NOTE: Only one sentence is used in a footnote or endnote citation, i.e., only one

period or full stop is used at the end of any Footnote or Endnote citation. In a

Bibliography, each citation consists of a minimum of three statements or sentences, hence

each entry requires a minimum of three periods, e.g., a period after the author statement.

A period after the title statement, and a period after the publication statement

(publication/publisher/publication date). If you indent your paragraphs the entire essay is

typed double-spaced. Title of essay centered, 1” (2.5 cm) margin on all four sides, page

number at upper right hand corner ½” (1.25 cm) down from the top.

If your instructor prefers that you do not indent your paragraphs, you must still

double-space your lines, but you will need to quadruple –space between paragraphs.

Endnotes must be listed numerically and consecutively, both in your essay and in

your Endnote citation. Endnote numbers must be superscripted. In your text, add a

superscripted number immediately after the quote or reference cited with no space.

ENDNOTES. Endnotes must be added on a separate endnotes or notes page at the end of

your essay just before the Works Cited or Bibliography page. All first Endnote references

must be cited in full. Subsequent references of the same work may be shortened to

include only the author’s last name and page number. If the source cited has no author


stated, use whatever minimal information is needed to indentify the same work

previously cited, e.g., short title and page number. Formerly, the Latin terms ibid and op.

cit. were used but they are no longer preferred.

It is recommended that you use Endnotes in place of Footnotes. This will

eliminate the need to allow sufficient space to accommodate all the required Footnotes.

This will eliminate the need to allow sufficient space to accommodate all the required

footnote entries at the bottom of the same page where your citations occur. If your

instructor has no preference, use the much simpler Parenthetical Documentation in place

of Footnotes or Endnotes.

Spacing. The standard rule for typing the main body of a manuscript or report is double

spacing unless there is a special reason for single spacing it. Triple spacing is used before

and after the main heading while side headings blocked and capitals are preceded triple

space (2 blank lines) and followed by a double space (1 blank line). Single spacing is

used for listings, three typewritten lines in length is run into the text and is typed double

spaced. A long direct quotation is typed single spaced. (Rows, 1963) explain it this way:

A quotation of three or fewer lines of typing is displayed simply for being typed within quotation marks, but a longer quotation is given special display. It is single spaced and indented five spaces from the regular margins on both sides.

Margins. Unbound manuscripts whose pages are not going to be fastened (like reports or

articles for publication) are usually typed with at least one-inch margin on all sides. On

the first page, however, an extra inch at the top is provided sc that the top margin falls

two inches deep. With top-bound pages, except the first, is increased by one-half inch.


With a side binding, the left margin is increased by one-half inch on all pages. Thus, on a

side-bound page the center of the typed line moves to the right of actual center one-half

the number of spaces left for the binding.

Pagination. Every page in a manuscript is assigned a number although not indicate on

every page. For example, the first page, (where the title appears or the beginning of a

chapter) no page figure is typed but a number is allowed for that page. The page number

is usually typed one-half or one inch form the top edge, aligned with the right margin and

opposite the running head. If there is no running head, the page number is usually placed

at the center of the page. Top-bound manuscript is usually numbered at the center, one or

one-half inch at the bottom of the page.

Typing Aids. In typing aids manuscripts with footnotes, special care should be exercised

so that all the footnotes corresponding to the references that appear on the page are

accommodated on the same page. This can be facilitated with the use of some typing

aids.

Some typists make a light pencil mark about an inch from the bottom of the page

before they begin to type (Beamer, Marshall Hanne and Popham, 1962). This warning

line indicates to the typists that he should stop typing on that page to allow for an

adequate bottom margin. If a footnote must be placed on the page, the pencil mark can

easily be raised three or four lines to indicate the point where the footnote begins. The

typist must remember to erase these marks after he removes the sheet of paper or carbon

pack from the typewriter.


Another typing aid is the use of a special guide sheet (Turabian). This may be

made of an onion skin or a very thin type of paper and placed between the original copy

and first sheet of carbon paper. It is cut the same length as the typing paper but extending

one-half inch to the right were the numbers to indicate the line of writing are typed. It

may be typed in either black or red letters.

(Lessenberry, 1965), the “page-end indicator” – an enumerate backing sheet that

is placed back of and extending slightly to the right of a full sheet (or carbon pack) to

indicate at any time the page line being typed (Ibid).

A simple and practical backing-sheet guide may be made as follows:

1. At the top right edge of a whole sheet, count numbers 1 to 13, downward. Mark every half inch. These marks will serve as a guide for determining the starting point for the top page margins of the manuscript being typed.

2. One inch from the bottom of the page, type “STOP” – a warning to insure a bottom margin of at least one inch. From this point, type lines 1 to 15 upward. This will indicate the number of writing lines available for typing the footnotes corresponding to reference on that page.

Abbreviations used in footnotes. Some footnotes are abbreviated to avoid typing several

times a reference already used. For example, if a reference is the same as the ones

immediately proceeding, the abbreviation, (in the same place) is used, with the volume

and page reference if they are different: (Stuart, 1948). Further explanation of this term

by Lessenberry and Wanous is quoted as follows:


When two footnotes contain reference to the same work and one follows the other without any intervening footnote, use Ibid. the abbreviation for Ibidem (in the same place) (Lessenberry and Wanous) and the exact page number for the second footnote.

When a footnote refers to the same work previously cited but of a different page

and the intervention of one or two footnotes, uses the author’s name and the notation op,

cit. (the abbreviation from the Latin opere, citato meaning in the work cited) plus the

page number. The name of the publication the publication and other identifying data need

not be repeated (Loc. Cit).

When a footnote refers exactly to the same matter covered by a reference

previously cited and the footnotes are in consecutive order on the same page, cr the

footnotes are consecutive but on different: pages use loc. cit. (the abbreviation for loco

citato, meaning “in the place cited”). If the two references are exactly the same place in

the work first cited, and an intervening footnote appears between the two references, the

author name is written, followed by loc. cit (Campbell).

With the use of typing aids, and the suggestions for spacing, margins, pagination

together with the illustrated of actual citations, references, and footnotes, typing

manuscripts will no longer be a difficult task.

Documents

Typing Manuscripts With Footnotes and Endnotes