Optimizing Your Abstract for Submission, Search and Indexing

Many manuscripts fail at the first gate: the abstract. Studies show that a substantial proportion of published abstracts contain data that cannot be verified in the article body ranging from 18% to 68% across several high-profile medical journals in one influential analysis. This finding underscores why abstracts deserve due attention in the submission process.

This article explains the abstract submission elements authors commonly miss, with particular focus on:

• Keywords
• Length and format limits
• Abstract type (structured vs. unstructured; graphical and conference abstracts)

It outlines why each requirement matters, how and when to comply, and practical checks to reduce the risk of desk rejection or indexing problems. The guidance is intended for early-career researchers as well as experienced authors submitting to journals and conferences.

Why Abstract Specifications Matter

Abstracts serve two critical functions:

1. Screening for readers
2. Indexing for databases

They are often the only section read outside paywalls and are frequently reused in press releases and media coverage. When abstracts contain exaggerated claims or “spin,” misinterpretation can be amplified downstream.

Accurate structure, precise keywords, and strict adherence to word or character limits therefore influence discoverability, citation impact, and the integrity of scientific communication.

Commonly Missed Requirement: Keywords

What Keywords Are and When to Include Them

Keywords are short phrases or controlled terms that help databases index content and help readers find relevant work. Journals typically request 3–6 keywords; some indexing systems (e.g., MEDLINE) prefer controlled vocabularies such as MeSH.

Always consult the journal’s author guidelines for keyword requirements.

Why Authors Get This Wrong

Common issues include:

• Omitting keywords entirely
• Using overly generic terms (e.g., “cancer,” “study”)
• Repeating the same concept in multiple forms
• Placing keywords inside the abstract text instead of the designated metadata field

These mistakes can negatively affect indexing and metadata export.

How to Choose Effective Keywords

• Prefer specific, searchable terms (e.g., disease subtype, biomarker, intervention name).
• Include study design where relevant (e.g., randomized controlled trial, systematic review).
• Use controlled vocabulary when requested (e.g., MeSH).
• Limit to the number specified; if unspecified, provide 3–5 well-chosen keywords.

These practices align with indexing standards and APA-style guidance.

Commonly Missed Requirement: Length Limits and Formatting

What to Check Before Submission

Abstract limits vary widely:

• Journals may require 150–250 words, allow up to 350 words, or impose character limits
• Conference systems may enforce strict character, line, or heading limits

Always copy the exact instructions into a submission-specific checklist.

Why Word and Character Limits Matter

Exceeding limits can lead to:

• Automatic rejection
• Truncation in published records
• Formatting errors during publisher conversion

For structured abstracts, journals often require exact headings and order (e.g., Background, Methods, Results, Conclusions).

Practical Tips to Meet Requirements

• Draft the abstract to the final word limit from the outset
• Use plain, active sentences
• Remove citations, tables, and figures unless explicitly permitted
• Apply exact heading labels specified by the journal

These steps reflect common editorial guidance.

Commonly Missed Requirement: Abstract Type and Submission Metadata

Abstract Types Commonly Misidentified

• Structured vs. unstructured abstracts
  Clinical and medical journals often require structured abstracts; humanities journals typically prefer unstructured prose. Using the wrong type can confuse reviewers.
• Graphical abstracts
  These have distinct size, layout, and file-format requirements and are not interchangeable with text abstracts. Common issues include excessive text and incorrect dimensions.
• Conference vs. journal abstracts
  Conference systems often require additional metadata (session category, presenter, format preference). Missing fields can delay processing or exclusion.

Other Fields Often Overlooked

• Trial registration number and registry name (required for most clinical trials)
• Funding and conflict-of-interest statements
• Author affiliations and corresponding author details in required format

How to Avoid the Most Frequent Abstract Mistakes

Match Content to Study Type

Abstracts should align with the declared study design:

• Randomized trials: Follow CONSORT for abstracts (participants, outcomes, effect sizes, harms, registration, funding)
• Systematic reviews/meta-analyses: Follow PRISMA for abstracts

Guard Against “Spin” and Inconsistency

Ensure that every abstract claim is supported by the manuscript. Overstated conclusions increase the risk of downstream misreporting and reduce credibility.

Practical Workflow and Checks

• When drafting: Use the journal template; select keywords early
• Before submission: Verify every abstract datum against the manuscript
• At submission: Preview the abstract to detect truncation or formatting issues
• After acceptance: Confirm accuracy in publisher proofs

Pre-Submission Abstract Checklist

1. Confirm abstract type and required headings
2. Verify word or character limits
3. Provide the exact number of keywords requested
4. Include required metadata (registration, funding, COI)
5. Cross-check all data points against the manuscript
6. Validate graphical abstract specifications (if applicable)
7. Preview the submission in the journal portal

Examples and Mini-Templates

Keyword Example (Biomedical Research)

Type 2 diabetes; HbA1c; randomized controlled trial; lifestyle intervention; adults (40–65 years)

Structured Abstract Template (RCT)

• Background: Context and objective
• Methods: Design, participants, intervention, primary outcome
• Results: Effect size, confidence interval, p-value, key harms
• Conclusions: Conservative interpretation

When to Seek Professional Support

If uncertainty remains around trimming to strict limits, keyword selection, or journal-specific templates, professional editing support can help. Services such as Enago’s abstract writing and manuscript editing assist with formatting, indexing optimization, and compliance reducing administrative rejections and delays.

Conclusion

Abstract compliance is both technical and strategic. Careful attention to keywords, length limits, abstract type, and metadata improves discoverability, reduces rejection risk, and minimizes misinterpretation. Authors who integrate these checks into their workflow position their manuscripts to reach the right readers efficiently and accurately.

Ensuring every word and metadata field complies with strict journal standards is a demanding task that requires an editor’s eye for detail. Enago’s Abstract Writing Service provides the professional expertise needed to optimize this critical section. Our specialists help you distill complex findings into a compliant, high-impact abstract refining your keywords for maximum discoverability and ensuring total alignment with your manuscript.