How to Format Your Thesis According to Kenyan University Guidelines
Every Kenyan university has specific formatting guidelines that govern thesis submission. These standards exist to ensure consistency, professionalism, and ease of archiving across all academic disciplines. While individual departments may have additional requirements, most Kenyan universities follow similar core formatting principles .
Important: Always check your specific university and departmental guidelines, as requirements can vary between institutions and even between faculties within the same university
General Document Standards
Paper and Printing
| Requirement | Standard |
|---|---|
| Paper Size | A4 (210mm × 297mm) |
| Paper Quality | 80-100 g/m², white, high-quality |
| Printing | One-sided only |
| Ink | Black ink only |
Kenyatta University specifically states: “A thesis must be type-written or printed on a high quality A4 (210 x 297 mm) size paper. The type must be double spaced and on one side of the paper only” .
Font and Spacing
| Element | Standard |
|---|---|
| Font | Times New Roman, size 12 |
| Line Spacing | Double spacing throughout main text |
| Exceptions | Single spacing for captions, extended quotations, footnotes, references, and abstract |
| Language | Standard British or American English (choose one consistently) |
The Technical University of Kenya specifies that “double space [should be used] throughout, with the exception of the title page, captions, table or figure headings, extensive quotations, footnotes or endnotes, entries in the References section” .
Margin Requirements
Margin requirements vary between institutions:
| University | Left | Right | Top | Bottom |
|---|---|---|---|---|
| University of Nairobi | 25mm | 25mm | 25mm | 25mm |
| Kenyatta University | 50mm | 25mm | 40mm | 25mm |
| Kenya Methodist University | 35mm | 30mm | 30mm | 30mm |
| Technical University of Kenya | 1″ (25.4mm) | 1″ (25.4mm) | 1″ (25.4mm) | 1″ (25.4mm) |
Key difference: Kenyatta University requires a larger left margin (50mm) for binding, while most other institutions use 25mm-35mm
Preliminary Pages (Front Matter)
The preliminary pages appear before the main text and follow a specific order.
Page Numbering for Preliminary Pages
Lowercase Roman numerals (i, ii, iii, iv, etc.)
Centered at the bottom of the page
Title page is not numbered but counts as page i
Order of Preliminary Pages
| Order | Page | Notes |
|---|---|---|
| 1 | Title Page | Not numbered |
| 2 | Declaration Page | Candidate and supervisor declarations |
| 3 | Dedication | Optional, not exceeding 25 words |
| 4 | Acknowledgements | Not exceeding 150 words |
| 5 | Abstract | Not exceeding 500-1000 words |
| 6 | Table of Contents | With page numbers and leader dots |
| 7 | List of Tables | If more than 5 tables |
| 8 | List of Figures | If more than 5 figures |
| 9 | List of Abbreviations | Optional |
| 10 | List of Appendices |
Title Page Requirements
University of Nairobi :
University name: “University of Nairobi”
Faculty or college name
Department name
Degree type
Complete thesis title in capital letters
Your full name
Supervisor’s name and academic rank
Month and year of submission
Kenyatta University :
Title in capital letters with full name of candidate below
The legend: “A thesis submitted in partial fulfilment for the degree of (name of degree) of Kenyatta University” in the middle of the page
The date of submission shall appear below in the form of month and year
Declaration Page
Candidate’s Declaration :
“This thesis is my original work and has not been presented for a degree in any other University”
Followed by: Candidate’s signature, date, name, and registration number
Supervisor’s Declaration :
“We confirm that the work reported in this thesis was carried out by the candidate under our supervision”
Followed by: Supervisors’ names, signatures, dates, and departments
Abstract
The abstract is a brief summary of your study:
Length: 300-1000 words (typically 1-2 pages)
Spacing: Single spaced
Content: Research questions, methodology, key findings, and conclusions
Main Body Structure
Page Numbering for Main Text
Arabic numerals (1, 2, 3, 4, etc.) beginning with Chapter One
Centered at the bottom of the page
At least 1 inch from the bottom of the page
Chapter Structure
According to University of Nairobi guidelines, a typical thesis contains the following chapters :
| Chapter | Content |
|---|---|
| Chapter One | Introduction (Background, Problem Statement, Objectives, Significance, Scope) |
| Chapter Two | Literature Review (Theoretical and Conceptual Framework) |
| Chapter Three | Research Methodology (Research Design, Population, Sample, Data Collection, Analysis) |
| Chapter Four | Results/Findings |
| Chapter Five | Discussion/Evaluation |
| Chapter Six | Conclusions and Recommendations |
Headings and Subheadings
The Technical University of Kenya uses the following hierarchy :
| Level | Format | Example |
|---|---|---|
| Level 1 | Uppercase, bold, centered | CHAPTER ONE |
| Level 2 | Uppercase, bold, centered | INTRODUCTION |
| Level 3 | Uppercase, bold, centered | 1.1 BACKGROUND INFORMATION |
| Level 4 | Lowercase, bold | 1.1.1 Kenyan Position in Global Trade |
Important: “Subheadings should not be floating at the bottom of a page without any accompanying text. If subheadings are not accompanied by at least two lines of text, they should be pushed to the next new page” .
Tables and Figures
University of Nairobi :
Tables have captions above: “Table 1: Description”
Figures have captions below: “Figure 1: Description”
Minimum resolution: 300dpi for figures
Number sequentially or by chapter (Table 1.1, Table 1.2)
Kenyatta University :
“Tables, text figures, diagrams and plates shall be numbered in separate sequence and should be cited by a number in the text”
“Each table, figure and plate shall have full caption”
“There should be a 60 mm margin around all figures, diagrams and plates”
The Technical University of Kenya :
“Table title must appear in the same line at the top of the table and in single space”
“Data presented in table should not appear in figure to avoid duplication”
“Explanations of abbreviations, references or special terminologies used in the table must be provided at the bottom of the table in a row(s) as a footnote”
Referencing Style
Most Kenyan universities adopt the APA Style as the default referencing system :
Harvard Style and APA Style are commonly accepted
Schools may vary in citation style provided it follows accepted International Conventions
KEMU specifically adopts APA Style Citations
References must be consistently formatted throughout the document
Tip: Check your department’s preferred referencing style before starting to write.
Binding Requirements
Examination vs. Final Submission
| Stage | Copies | Binding Type |
|---|---|---|
| For Examination | 3-6 copies | Spiral bound (loose form) |
| Final Submission | 4-8 copies | Hard bound |
Binding Colors by Institution
| Institution | Master’s | PhD |
|---|---|---|
| Kenyatta University | Black | Maroon |
| Kenya Methodist University | Blue | Maroon |
| Technical University of Kenya | Black (by thesis) / Green (by dissertation) | Navy Blue |
Spine Embossing
“Spine shall be embossed in gold with the candidate’s surname and initials, the abbreviation of the degree for which it has been submitted and the year. The writing shall be from left of the spine to right when the title page is uppermost”
Important Administrative Requirements
Notice of Intent to Submit
Kenyatta University :
“At least three months before a thesis is submitted a candidate shall give notice of the intention using the prescribed form KU/GS/ADM/2 to the Dean, Graduate School submitting at the same time, the title and an abstract”
University of Nairobi :
“At least three months before a thesis is submitted, a candidate shall give notice in writing to the Director of the Board of Postgraduate Studies”
Copies Required
Kenyatta University :
Every thesis shall be submitted in quadruplicate (4 copies)
All four copies remain the property of the University
Distributed to School, Department, Library, and Graduate School
University of Nairobi :
Examination: 4 copies in loose form
Final version: 6 bound copies
Technical University of Kenya :
Examination: 6 spiral bound copies
Final submission: 8 hard cover copies
Plagiarism Requirements
Turnitin report required
Similarity index typically between 6% and 16%
Not more than 2% similarity from a single source
Certificate of Correction
After the oral defense, “this Certificate of Correction should be forwarded to the Executive Dean, Graduate School for clearance before Thesis can be hard bound”
Conclusion
Formatting your thesis correctly according to Kenyan university guidelines is essential for a smooth submission process. The key requirements to remember are:
Use Times New Roman, size 12, double-spaced throughout
A4 paper, printed on one side only
Left margin 25-50mm (check your university’s requirement)
Preliminary pages numbered with lowercase Roman numerals
Main text numbered with Arabic numerals starting from Chapter One
Binding colors vary by institution (black for Master’s, maroon for PhD at most universities)
Submit notice of intent 3 months before submission
While this guide provides comprehensive formatting standards, individual departments may have additional requirements. Always verify with your specific university guidelines.
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