University Thesis Submission Checklist — Everything You Need Before You Submit

Use This Checklist to Avoid Last-Minute Disasters

Thesis submission is one of the most high-stakes moments in a student's academic life. A formatting error, a missing signature, or the wrong binding type can delay your submission by days. This checklist covers every step — from final document checks to what you physically hand in on submission day.

Work through each section systematically, ideally starting at least 2 weeks before your submission deadline.

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Section 1: Document Formatting

Work through these checks in your word processor before generating your final PDF.

Margins and Page Setup

• [ ] Left margin: 1.5 inches (to accommodate binding spine)
• [ ] Right margin: 1 inch
• [ ] Top and bottom margins: 1 inch
• [ ] Paper size set to A4
• [ ] Double-sided printing setting confirmed (most thesis copies are double-sided)

Text and Typography

• [ ] Body font: Times New Roman 12pt or Arial 12pt (check your department's style guide)
• [ ] Line spacing: 1.5 or double as specified
• [ ] Paragraph spacing consistent throughout
• [ ] Chapter headings properly formatted and consistent
• [ ] Page numbers: correct style (Roman numerals for front matter, Arabic for main text)
• [ ] Page numbers positioned correctly (footer/header as specified)

Content Completeness

• [ ] Title page — with correct title, name, degree, department, university, year
• [ ] Declaration / certificate of original work — signed by you
• [ ] Supervisor certificate — signed by your supervisor
• [ ] Acknowledgements
• [ ] Abstract — within word limit (usually 300-500 words)
• [ ] Table of contents — with correct page numbers
• [ ] List of figures (if applicable)
• [ ] List of tables (if applicable)
• [ ] List of abbreviations (if applicable)
• [ ] All chapters included in correct order
• [ ] References/bibliography — formatted in specified citation style (APA, MLA, IEEE, etc.)
• [ ] Appendices (if any)

Images and Figures

• [ ] All figures have captions
• [ ] All tables have titles
• [ ] Images are at least 300 DPI resolution
• [ ] No images exceed page margins
• [ ] Color figures are clearly readable in B&W (if thesis is printed B&W)

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Section 2: PDF Preparation

• [ ] Export as PDF/A (archival format) if required by your university
• [ ] All fonts are embedded in the PDF (check: File > Properties > Fonts in Adobe Reader)
• [ ] PDF opens correctly on a different computer (test this)
• [ ] No password protection on the PDF
• [ ] Page size confirmed as A4 throughout
• [ ] Correct number of pages (count and verify)
• [ ] File size is manageable for upload (compress images if needed)

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Section 3: Printing Decisions

| Decision | Your Choice | Notes | |---|---|---| | Paper GSM | 80 or 100 GSM | 100 GSM recommended for final copies | | Sides | Double-sided | Standard for most universities | | B&W or Color | Usually B&W (with color where needed) | Check if color is required for figures | | Number of copies | __ copies | Confirm with department | | Binding type | Hardcover / Soft cover / Spiral | Hardcover for PhD final copies | | Cover color | __ | Some departments specify department colors | | Gold embossing text | Title + Author + Year | Standard for hardcover |

Recommended minimum order lead time: 10-14 days before submission deadline.

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Section 4: Copies Required

Check with your department for exact requirements. These are typical numbers:

| Degree Level | Department Copy | Library Copies | Examiner Copies | Personal Copy | Total Typical | |---|---|---|---|---|---| | UG Project | 1 | 0 | 0-1 | 1 | 2-3 | | PG Dissertation | 1 | 1 | 1-2 | 1 | 3-5 | | PhD Thesis | 1 | 2 | 2-3 | 1-2 | 5-8 |

Pro tip: Always order one extra personal copy. You will want it.

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Section 5: Before Submitting — Final Checks

• [ ] Check all printed copies for page order (flip through every copy)
• [ ] Verify that all copies are properly bound with no loose pages
• [ ] Confirm the cover embossing is correct (spelling of your name and title)
• [ ] All required signatures are in place (declaration, supervisor certificate)
• [ ] Anti-plagiarism report attached if required (Turnitin/iThenticate)
• [ ] Plagiarism percentage is within the acceptable threshold (typically below 10-15%)
• [ ] Ethical clearance certificate attached (if applicable — for research involving human subjects)
• [ ] Any required forms from the department office collected and completed

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Section 6: Submission Day Logistics

• [ ] Confirm the submission office location and hours
• [ ] Know the exact submission deadline — date AND time
• [ ] Have the submission receipt form ready to receive acknowledgement
• [ ] Bring a copy of your PDF on a USB drive (some departments require a digital copy)
• [ ] Bring a demand draft or payment if submission fees apply
• [ ] Know who to contact if there is a last-minute issue (supervisor, department coordinator)

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The Timeline That Works

| Days Before Deadline | Action | |---|---| | 30+ days | Complete final thesis draft, get supervisor approval | | 21 days | Complete all formatting, generate final PDF | | 14-16 days | Submit print order online (allows 7-10 days buffer) | | 7-10 days | Receive printed copies, review thoroughly | | 5-7 days | Obtain all required signatures | | 2-3 days | Complete all department forms and checklists | | 1 day | Final check of all physical copies; prepare submission package | | Submission day | Submit before deadline with proof of submission |

Following this timeline eliminates the panic that comes from leaving printing to the last minute. At ₹0.35/page (B&W) through online services like Printster.in, there is no reason to gamble on a last-minute local shop run for something as important as your thesis.