How to Prepare a Manuscript

Papers for presentation will be published by full-scale simple offset printing at A4 size, so that a manuscript formatted improperly cannot be used as an original master for printing. Therefore, please keep in mind the following instructions when writing a manuscript.

MS WordWord template to prepare a manuscript for an IEEJ technical meeting (MS-Word template file)
ZIP LaTex-style file to prepare a manuscript for an IEEJ technical meeting (ZIP file)
PDF Instructions for preparing a manuscript for an IEEJ technical meeting (PDF file)
MS WordCopyright transfer form (MS-Word file)
PDF Copyright transfer form (PDF file)
MS WordOrder form for separate printing / additional pages printing (MS-Word file)
PDF Order form for separate printing / additional pages printing (PDF file)

      1. Paper manuscript and bookbinding of documents
        A4 size paper (29.7 cm (L) x 21.0 cm (W)) will be used. On one sheet (one page), text will be formed into 52 characters x 50 lines x two-column format (5,200 characters). The document will not be bound for each presented paper, but will be bound in a composite volume(s) (1 to 2) for each of the presentation days.
      2. Number of pages
        The paper will contain between 4 to 6 pages including figures, pictures, and tables, as a general rule. When the paper contains over 6 pages, a fee for additional page(s) will be charged. (5,000 yen + consumption tax per one page) Please fill out and submit the order form for separate printing / additional page printing.
        MS Word Order form for separate printing / additional pages printing (MS-Word file)
        PDF Order form for separate printing / additional pages printing (PDF file)
      3. Arrangements
        Please describe the title and so forth in the order from (a) to (e) according to the instructions to prepare a manuscript for an IEEJ technical meeting, and then write the main body.

        1. Title: Write the title in the center on the first line of the paper manuscript. (If the title is long, write it on the first and second lines.)
        2. Author’s name and office address: Write them in the center of the line under the title line with one line spaced.
          Presenter: Mark an asterisk “*” to the right of the presenter’s name like the arrangement example in the sample, if there are two or more authors.
        3. Abstract (within 50 to 100 words): Write it under the title and the author’s name (affiliation) with one line spaced. The first line of abstract will be indented four spaces.
        4. Key words: Write these under the abstract with one line spaced.
        5. Main body: As a general rule, please use this format: 52 characters x 50 lines x two columns (5,200 characters) under the key words with one line spaced.
      4. Numbering and font color
        • Font color can only be black, and not diluted.
        • Put the page number in the lower right margin of each page in the form of “page number/total number of pages” (for example, in a 6-page paper, the page number is represented as 1/6, 2/6, ooo, or 6/6), and also a paper number in the upper right margin of each page.
      5. Figures and tables
        If necessary, figures may be subject to halftone treatment. (Colored figures and tables may not be clear when printed so that they will be colored in black ink.)
      6. Notes on PDF conversion of a paper manuscript to be submitted
        1. Usable fonts
          Fonts used in the manuscript are limited to the following fonts: Arial, Century, Times, Times New Roman, Helvetica, and Symbol. If fonts other than these ones are used, characters may be garbled due to printing conditions.
        2. Colors
          Colors in the manuscript are not limited. However, select colors carefully so that the paper can be printed clearly in gray scale.
        3. Resolution of pictures and images
          If the manuscript contains pictures and images, their output quality may be degraded due to PDF conversion. Make the job option value higher when making the PDF conversion.
        4. Creating a manuscript file
          Submit an electronic manuscript which is created as a PDF file (font embedded, 600 dpi resolution) that can be viewed and printed with Adobe Acrobat Reader 4.0 or later.
        5. File name extension
          Add the extension “.pdf” without fail.
        6. Applications for creating the manuscript
          Applications for creating the manuscript are not limited. Note that the IEEJ provides a MS-Word file template and a LaTex-version style file to prepare the manuscript.
        7. As a general rule, PDF files shall be created with Adobe Acrobat Reader 4.0 or later (or equivalent applications).
      7. References
        • References should include not only the author’s own papers but the papers written by others, and ensure that appropriate and sufficient list of bibliography is provided. The author can not attach any reference material that are related to content of the paper submitted.
        • All references should be numbered and listed at the end of the main text, and the numbers should be noted in the main text with a parenthesized number in superscript, where the reference is made in the main text.
        • Committee reports and in-house reports not available to public should not be included in the references.
        • Papers pending acceptance should not be quoted.
        • Reference should be stated in the following manner.
          Name of the author(s): “Title”, Name of Publication, Volume, Number, Page (Year and Month of Publication) Include all the author’s names in full. Try to avoid abbreviating the title.

    1. Separate printing
      1. If you want separate printing of the presented paper, please request it at the time of the paper submission. We cannot accept the request after the submission of the paper.
        MS Word Order form for separate printing / additional pages printing (MS-Word file)
        PDF Order form for separate printing / additional pages printing (PDF file)
      2. The price for additional printing is indicated in the following table (tax included).The shipping cost is paid by the IEEJ.
        Order number Fee for additional printing
        30 copies 9,720 yen
        50 copies 12,960 yen
        100 copies 19,440 yen
        150 copies 27,000 yen
        200 copies 32,400 yen
        250 copies 34,560 yen
        300 copies 37,476 yen
      3. *  A person living outside of Japan is free from sales tax.Shipping charge will be added separately.
    2. Submission of a paper manuscript
      • The secretariat of the IEEJ will ask a representative presenter by e-mail to submit a paper manuscript.
      • The author shall convert the paper manuscript into a PDF file and then upload the PDF file by the closing date for submission to the site “Input form for bibliographic items.” The URL is described in the e-mail regarding the request. The bibliographic items of the paper shall also be included.
      • The secretariat of the IEEJ will store and manage the paper manuscript.
      • Items to be submitted include the following:
        • A paper manuscript for the technical meeting (PDF version), the file size is up to 10 MB.
        • Application for presentation at the technical meeting (For a person yet to submit; PDF version or MS-Word version), the file size is up to 3 MB.
        • Copyright transfer form (PDF version or MS-Word version), the file size is up to 5 MB.
        • Order form for separate printing / additional pages printing (For a person who wants separate printing, or whose paper manuscript includes over 6 pages; PDF version or MS-Word version), the file size is up to 3 MB.

  1. Copyrights
    Copyrights of all papers submitted to the technical meetings of the IEEJ shall be transferred to the IEEJ in principle. The authors are requested to submit the “Copyright transfer form” together with the paper manuscript at the same time. The authors should understand that the following applies to the copyright transfer.
    MS Word Copyright transfer form (MS-Word file)
    PDF Copyright transfer form (PDF file)

    1. Copyrights (all of the rights stipulated in the provisions from Article 21 to Article 28 in the Japanese Copyright Law) are hereby transferred to the IEEJ.
    2. If the same paper was presented at another meeting and so forth and the copyrights cannot be transferred to the IEEJ, you must describe the name of the organization to which the copyrights have been transferred at the end of the paper: In this case, the submission of a copyright transfer form is not required. (Concrete example) “The copyrights of this paper have been transferred to A”.
    3. Authors should take full cautions in quoting articles from other works to avoid any infringement of copyrights.
    4. Even if the copyrights have been transferred to the IEEJ, the authors reserve the following rights:
      1. All proprietary rights other than copyright, such as patent rights
      2. Re-use of part of the paper for their curriculum vitae
      3. To make copies for their own purposes other than for commercial purposes (e.g. for educational material)
      4. To use without violating the Japanese Copyright Law
    5. The copyrights in this paragraph include the following: Right of reproduction (Article 21), Right of performance (Article 22), Right of screen presentation (Article 22-2), Right of public transmission, etc. (Article 23), Right of recitation (Article 24), Right of exhibition (Article 25), Right of distribution (Article 26), Right of ownership transfer (Article 26-2), Right of rental (Article 26-3), Right of translation, adaptation, etc. (Article 27), and Right of the original author in the exploitation of a derivative work (Article 28) in the Japanese Copyright Law.
  2. Remarks
    • If a paper manuscript includes color, especially blue and yellow, the paper may be clearly printed in gray scale. And if the resolution of figures, tables, pictures, and forth in a paper manuscript is low, similar situations may occur. Therefore, you should print out your manuscript in gray scale and check the print appearance.
    • Errors concerning chapter numbering, such as duplication and mismatching, are observed frequently. You should check this again at the time of submission. (Submitted paper manuscripts in PDF will be printed without modification.)
    • When using fonts other than “usable fonts” in the section 6, “Notes on PDF conversion of a paper manuscript to be submitted”, or when using a printing condition different from that of authors, characters may be garbled. Therefore, you should keep this in mind. (Submitted paper manuscripts in PDF will be printed without modification.)
    • When printing a LaTex-style file, printing positions are shifted on rare occasions. In this case, indicate printing positions and values according to printing conditions as follows:
      \hoffset <- 10 mm
      \voffset <- 10 mm
    • When a presenter at a technical meeting is under about 35, he/she is regarded as qualified for recommendation as a candidate for the Excellent Presenter Prize A, regardless of IEEJ membership, and an assessment of his/her presentation is conducted in parallel with the presentation. Therefore, do not forget to fill in the birth date of the presenter in “Application for presentation at an IEEJ technical meeting”. However, when you have already sent to the Business Service Section of the IEEJ an “Application for presentation at an IEEJ technical meeting” described with the birth date, you do not need to send it again.
      MS Word Application for presentation at an IEEJ technical meeting (MS-Word file)
      PDF Application for presentation at an IEEJ technical meeting (PDF file)
  3. Others
    We will complement the presenter with one jointly edited document including the presenter’s paper.

Inquiries and Applications for the Technical Meetings

Manager of Business Promoting Department
The Institute of Electrical Engineers of Japan

Homat Horizon Bldg. 8F, 6-2, Goban-cho, Chiyoda-ku, Tokyo 102-0076, Japan

TEL: +81-3-3221-7313, FAX: +81-3-3221-3704
E-mail: event(at)iee.or.jp Mail (at) > @