- Transcriptions, abstractions and extractions are required to be exact, including odd spellings and punctuation.
- All books are required to have headers and/or footers and page numbers.
- Books may be formatted for an 8 1/2×11-inch or a 7×9-inch finished book size.
- Chicago Manual of Style is considered to be the authority on book formatting and publishing.
- Photographs and illustrations are encouraged, but the Foundation does not pay for color printing.
- Any information added by the author (including notes on the legibility) must be indicated in square brackets [ ].
- The maximum number of printable pages (on 60 lb. paper) is 900 pages. However, a book this large is hard to handle and tends to fall apart easily.
- Binder margin should be 1 1/4 inches. Ideal top/bottom/outside margin is 1 inch (can be reduced to 3/4 inch, if necessary).
In most cases a book should contain all the cemeteries within a county. In the case of a large county, a book may contain a specific portion of the cemeteries or a large metropolitan cemetery. Authors covering large county are encouraged to consider publishing two volumes.
In cases where a previously published cemetery book is incomplete or incorrect, the Foundation may approve an application for a new cemetery book. In such a case, if the author uses information from the earlier book, complete citations must be used.
All information, including epitaphs, from every marker must be recorded. Information that is not legible must be indicated. The author may choose to include information from an additional source. All additional information must include source citations.
Markers must be recorded in the order they are located, usually in order by row number and marker number – not in alphabetical order. All tombstones must be transcribed. Uninscribed markers should be noted.
Cemeteries should be arranged in alphabetical order by name. Complete directions to the cemeteries, including GPS coordinates, should be given. Maps and diagrams are helpful. A description of each cemetery, including its condition, also are recommended.
Indexes should include full names. Maiden names should be indexed when given.
Entries should show principals, dates of license and marriage, other persons involved (such as court official or minister) and source. Source citations should be clear and complete, so researchers can find the original documents. Front matter should include the location and type (microfilm, original, bound copy, loose records, etc.) of the original records. The index should contain full names of brides and grooms and other persons, such as ministers, court officials and parents, if recorded.
Wills generally are recorded as abstracts, eliminating repetitive (boilerplate) language. Abstracts should be thorough, recording bequests in original order and in original language. Include all information, including witnesses, date of will, and date of probate. Names may be site in boldface type.
Source citations should be clear and complete, so researchers can find the original documents. Front matter should include the location and type (microfilm, original, bound copy, loose records, etc.) of the original records.
Index may indicate principals in documents by highlighting those page numbers in some manner. Example: John Finster, 2, 24, 95. Page 24 is where the will of John Finster will be found, and he is mentioned in wills on pages 2 and 95.
Deeds generally are recorded as abstracts, eliminating repetitive (boilerplate) language. Abstracts should be thorough, including complete land description, with the body of the document kept in original order. Names may be site in boldface type.
All names should be indexed, and it is desirable to index geographic names also. Indexes may indicate principals in documents by highlighting those numbers in some manner. Example: William Golightly 1, 25, 102, 396. William Golightly bought or sold land on page 25; on other pages he is named in some other capacity.