Frequently Asked Questions about the Format
of Grant Applications

The specific format instructions for NIH grant applications are found at the following sites:

All of these instructions specify that the type height should be no smaller than 10 point and there should be no more than 6 lines of type in a vertical inch (2.5 cm). If constant spacing is used, there should be no more than 15 characters and spaces per inch (2.5 cm.). If proportional spacing is used there should be an average of not more that 15 characters and spaces per inch (2.5 cm.). Margins should be at least a half-inch on all four sides. Page limits are specified in the application kits. Requests for Applications and Program Announcements may have special page limits and other instructions so it is important to check these for additional information and specific requirements. Applications must meet ALL format requirements to be accepted.

Below are answers to frequently asked questions about grant application format.

1. Why must NIH require format specifications

The scale of the NIH grant review effort (over 46,000 applications in fiscal year 2000) requires standards for application submission. These format specifications are designed to ensure that the grant applications sent to peer reviewers comply fairly with space limitations and are easy to read. Reviewers commit considerable effort to the review process and they are understandably annoyed with difficult to read applications. An application that is difficult to read will be difficult for the reviewers to reasonably evaluate.

Investigators are encouraged to work with their institutional offices of sponsored research/grants and contracts to make sure that all applications submitted to NIH are in compliance with these and all other specifications. In addition, NIH has established a dedicated email address (format@mail.nih.gov) for questions about application format. Other questions on grant applications should continue to be sent to grantsinfo@nih.gov.

2. What happens if I send in an application that does not conform to the format specifications?

The NIH will be screening applications for obvious problems with the required format. When problems are identified, the investigators will be contacted and given four business days in which to correct the problem. If the application cannot be corrected in that time period, there may be delays in the review.

3. If my application is assigned for review, does that mean that NIH has determined that its format is in compliance?

No. The initial spot-checking will not necessarily identify all applications with format compliance problems. If reviewers or other NIH staff identify problem applications later in the process, applications may be returned or deferred at that time.

4. Does NIH make a recommendation for a font to be used?

No. Since there is variability in the fonts available in word processing programs and printers, NIH does not make a specific recommendation for a particular font. However, NIH has established parameters of letter height (point size), characters per inch, and lines per inch that need to be applied to determine if the font selected and printer used produce acceptable output. It is very important for investigators to measure all three parameters on the printed page and not rely on the settings chosen in a word processing program. If any aspect of the computer system used is changed, including the printer, the type should be checked again. Each parameter of type - height of letters (point size), characters per inch, and lines per inch - needs to be checked.

5. The computer settings I normally use produce an output that does not meet the NIH format requirements. Are there suggestions that will help me do so?

Although specific computers and word processing programs may vary, practical experience indicates that fonts most likely to cause problems are Times New Roman, Courier, and Palatino. If the measured output does not meet the established requirements with one of these fonts, a different font should be tried. Fonts that seem less likely to lead to problems include Arial, Bookman Old Style, and Helvetica. Right justification also may lead to an increased number of characters per inch.

6. What does "point" mean and how is it measured?

Point is a term used by printers and refers to the height of the letters. A point is 1/72 of an inch, so a 10-point font has letters that are 10/72 of an inch in height (when a ascender/descender combination such as an "ly" is measured). Rulers and other measuring devices for determining "point" are generally available in copy centers and medical illustration offices or can be obtained at office supply stores. It is important to measure point size on the actual printed page as printer settings or photocopying may result in a change in point size selected in a word processing program. The point size is independent of the characters per inch; using a 10-point font provides no guarantee that the type will be within the required specifications of characters per inch or lines per inch.

7.How should characters per inch be measured?

With a standard ruler measure a representative section of type (not headings using all capital letters and bold font). Each character and space will need to be counted. For a proportional font (where a "w" or "m" uses more space than a "l" or "i"), it is recommended that 10 inches (25 cm.) be counted and the average determined. Exceeding the characters per inch is the most common problem encountered with noncompliant applications.

8. How should lines per inch be measured?

With a standard ruler. If any part of a seventh line is included in a vertical inch, the type used is not compliant. If the application exceeds the lines per inch standard, it may be because the letters are too short (less than 10 point) or that the normal spacing between lines is suppressed.

9. To what parts of the application do the type size specifications apply?

All sections of the application: face page, description (abstract), budget, biographical sketch, research plan, literature cited, etc.

For material in the appendix, reprints are in the font used by the publisher. Other appendix materials should follow the format specifications.

10. What about footnotes, figure legends, figures, charts, and tables? Must these follow the same format specifications?

Type size may be reduced for footnotes, figure legends, figures, charts, and tables. However, investigators should use their judgment and avoid the use of excessively small type that would make it hard to read.

11. What size should margins be?

Margins should be at least one half inch on all sides on all pages in the application. NIH makes two sided copies for use by reviewers and these margins are necessary to ensure that no part of the text is eliminated.

12.What are the page limits?

The application kits specify page limits for specific sections of the application for certain application types. Some mechanisms, particularly small grants (R03) and exploratory/developmental grants (R21) may have different page limits for the Research Plan. Investigators will need to check the specific requirements for the application they are submitting. Of course page limits must be met while still complying with the type height, margin width, and character and line spacing requirements.

13. Is it acceptable to use a two-column format to submit applications?

A two-column format is acceptable, but all of the format requirements described above must be followed.

14. Are commercially or privately available grant application programs acceptable?

NIH does not authorize or endorse any commercially or privately produced program that facilitates the completion of the NIH application forms. Some of these programs may indeed not comply with NIH requirements. Investigators who use these programs must assume the responsibility of checking the output for compliance with all NIH application requirements.