Navigating KDP’s Approval Process: Tips for New Authors

A Strategic Guide to Publishing Success

June 11, 2025 | 15-minute read

In the first two parts of this trilogy (Behind the Curtain and The KDP Learning Curve), I shared my chaotic introduction to Amazon’s publishing platform and the format-specific challenges I encountered.

Today, I’m offering something more constructive: a strategic guide to navigating KDP’s approval process based on everything I’ve learned. Consider this the resource I wish I’d had before starting my publishing journey.

This post is designed to be practical and actionable, with specific steps, timeline expectations, and troubleshooting strategies for each phase of the process.

Your roadmap to KDP publishing success — a strategic approach to the process.

Before You Begin: Setting Yourself Up for Success

The groundwork you lay before ever touching KDP’s platform can determine whether your publishing journey feels like a smooth drive or a trek through quicksand.

Manuscript Preparation

Format before you upload:

Use a clean, properly structured Word document
Apply consistent paragraph and heading styles
Set proper page size for your trim dimensions
Use page breaks (not just Enter/Return) between chapters

Children’s books require special attention:

If your book includes illustrations, ensure they’re at least 300dpi
Position images with ample margins (more than KDP recommends)
Consider how text and images interact across page turns
Test print a sample on your home printer to check alignment

Cover Design

Your cover needs to meet both technical specifications and marketing requirements:

Technical specifications:

Create separate files for each format (eBook, paperback, hardcover)
Use KDP’s cover calculator for spine width (paperback/hardcover)
Allow for bleed (0.125” beyond trim size) for physical formats
Ensure all text is at least 0.25” from edges

Marketing considerations:

Research competitive covers in your genre
Ensure text is readable as a thumbnail
Use high-contrast colors for title visibility
Include author name prominently

Banner with mocha border and turquoise Art Deco upper corner brackets. The words "Pro Tip" written in gold. The tip, "Create your cover at a higher resolution than required, then scale down. This ensures sharpness and gives you flexibility for future use," written in turquoise.

The eBook Approval Process: A Step-by-Step Guide

Let’s start with the eBook format, which is typically the simplest to navigate despite its quirks.

Initial Setup

Create your KDP account well before you plan to publish. Verify tax information and payment methods in advance to avoid delays.

Banner with mocha border and turquoise Art Deco upper corner brackets. The words "Pro Tip" written in gold. The tip, "Use a dedicated email address for your KDP account that you check frequently," written in turquoise.

Book Details

Complete all metadata carefully:

Title and subtitle: Be descriptive but concise
Series information: Enter only the series name, not the parentheses (KDP adds these automatically)
Description: Format with basic HTML for better readability
Keywords: Use all seven keyword slots with multi-word phrases
Categories: Select the three most relevant

Note: You were once only allowed to choose two categories. You then had to contact KDP support after publication to add up to ten.

Now, however, you can add up to three categories. But you may still wish to contact KDP support to see if you’re allowed to add up to seven more.

Screenshot of completed KDP eBook metadata fields

Manuscript Upload

This is where many authors encounter their first roadblocks:

Use KDP’s preferred formats (.docx, .doc, or .pdf)
Run KDP’s built-in previewer in ADDITION to downloading and checking the Kindle Previewer application
Check your manuscript on multiple simulated devices
Pay special attention to the Table of Contents functionality

Troubleshooting common issues:

If images appear blurry, ensure they’re inserted at actual size (100%)
If formatting looks inconsistent, simplify styles and use standard fonts
If the Table of Contents fails, ensure proper heading structure

Cover Upload

For your eBook cover:

Use a JPG or TIFF file
Aim for dimensions of 2,560 x 1,600 pixels
Keep file size under 50MB
Use RGB color mode (not CMYK)

Critical step: After uploading, take a screenshot of the confirmation page showing your cover was accepted. This will be valuable if your cover later fails to appear on the sales page.

Pricing

Set your eBook price between $2.99 and $9.99 to qualify for the 70% royalty option.

Note: I learned recently that KDP changed some of its royalty terms and conditions. I haven’t had a chance to delve into those changes, so the above information relates to the numbers that I dealt with. When I have a chance to dig deeper into the new numbers, I’ll update this post.

Banner with mocha border and turquoise Art Deco upper corner brackets. The words "Pro Tip" written in gold. The tip, " Research competitive pricing in your category, but don’t undervalue your work. For children’s books in the 500-page range, $5.99 is both competitive and profitable," written in turquoise.

Publish

After clicking “Publish,” prepare for the waiting game.

What to expect:

Initial review period (24-72 hours)
Potential technical issues notification (requiring fixes and resubmission)
Link to your book’s Amazon page (which may initially have issues)

If your cover doesn’t appear:

Document the issue with screenshots
Contact KDP support immediately
Reference your earlier screenshot showing successful upload
Reupload the exact same cover file
Request escalation to the technical team

The Paperback Approval Process: Taming the Beast

The paperback format introduces physical production considerations and the sometimes-finicky KDP Previewer.

Interior File Preparation

Your interior file must be meticulously formatted:

Use a PDF (preferred) or Word document
Set the exact trim size you want
Add extra margin space (0.05”-0.1” beyond KDP’s requirements)
Use “mirror margins” for proper inside/outside balance
Add blank pages where necessary for right-side chapter starts

The Previewer Gauntlet

The KDP Previewer is notoriously finicky. Here’s how to navigate it:

Upload your file and wait for initial processing
When the previewer launches, don’t rush — check every page methodically
Pay special attention to:
o   Page numbers (especially near illustrations)
o   Images that approach page edges
o   Chapter headings and their position
o   Running headers/footers

Troubleshooting the previewer:

If you receive margin errors, increase ALL margins by 0.05” and retry
If image placement errors occur, ensure no image comes within 0.5” of any edge
If text flow issues appear, check for missing page breaks or section breaks

The nuclear option: If the previewer repeatedly rejects a properly formatted file:

Make one small, inconsequential change (add a space somewhere unnoticeable)
Save as a new PDF with a slightly different filename
Upload as a fresh attempt
Sometimes the same file with a different name will pass mysteriously

Cover Creation

For paperbacks, you’ll need a full wrap cover including spine and back:

Download KDP’s cover template for your specific page count and trim size
Design within the template’s guidelines
Allow for bleed (0.125” beyond trim)
Keep all text within the safe zones
Calculate spine width carefully based on page count
Remember the barcode space on the back cover

Banner with mocha border and turquoise Art Deco upper corner brackets. The words "Pro Tip" written in gold. The tip, "If your page count is on the border between spine width calculations (like 99-101 pages), add a blank page to ensure you’re solidly in the higher spine width category," written in turquoise.

Proof Copy Review

Always, ALWAYS order a proof copy:

Order as soon as the option becomes available
Check every aspect physically:
o   Cover color reproduction
o   Print quality of images
o   Margin adequacy
o   Spine alignment
o   Page number placement

The critical proof review process — catch issues before they reach readers.

What to do if you find issues:

Minor text issues: Consider if they’re worth delaying publication
Major formatting problems: Fix and reupload, then order another proof
Cover misalignment: Always fix and review another proof

Approval and Listing

After approving your proof:

Your paperback will undergo final review (24-72 hours)
It will then appear on Amazon (though linking with your eBook may take longer)
Monitor the listing for the first 48 hours to ensure everything appears correctly

The Hardcover Challenge: Advanced Techniques

Adding a hardcover edition introduces premium production considerations and often requires extra patience.

Step 1: Interior File Preparation

While you can technically use the same interior file as your paperback, I recommend:

Increasing ALL margins by an additional 0.05” (even beyond your paperback margins)
Double-checking page number positions
Ensuring all illustrations are at least 0.5” from any edge

The painful truth: Even though my paperback interior file was perfect in the final product, it required adjustments to pass the hardcover approval process despite being the identical content.

Step 2: Cover Considerations

Hardcover formatting introduces new cover considerations:

Case wrap vs. dust jacket options
Different spine width calculations
Different bleed requirements
Color reproduction variations

Closeup of hardcover book showing its text and margins.

Banner with mocha border and turquoise Art Deco upper corner brackets. The words "Pro Tip" written in gold. The tip, "Design your hardcover with slightly more saturated colors than your paperback. The printing process for hardcovers often results in slightly duller color reproduction," written in turquoise.

Step 3: Premium Pricing Strategy

Hardcover editions command premium pricing:

Research competitive hardcover pricing in your category
Factor in the higher production costs
Consider a price point that positions your book professionally
For a 500+ page children’s book, $19.99–$24.99 is appropriate

Strategic consideration: The hardcover format often appeals to libraries and gift-givers rather than casual readers.

Step 4: Proof Review

Hardcover proofs require additional scrutiny:

Check case wrap alignment and printing quality
Test the durability of the binding
Examine corner construction
Verify spine text alignment

What I discovered: Despite KDP’s system rejecting my hardcover for “margin issues,” the physical proof was fine.

If this happens to you, persist with adjustments until the system accepts your file, even if they seem unnecessary.

Troubleshooting: When Things Go Wrong

No KDP journey is complete without troubleshooting. Here are strategies for the most common issues:

Communication Strategies

When contacting KDP support:

Be specific about the issue with screenshots
Reference any relevant KDP documentation
Ask for escalation if the representative can’t help
Request a case number for follow-up
Document representative names and times

Getting help from KDP support — persistence and clear communication are key.

The Persistence Protocol

For stubborn issues:

1. Submit at least three support tickets before giving up

2. Ask for supervisor review after the second attempt

3. Try different communication channels (email vs. chat)

4. Be polite but firm about escalation

5. Reference previous case numbers

When All Else Fails

Sometimes the only solution is a creative workaround:

For preview issues: Try a different file format (Word instead of PDF or vice versa)
For cover problems: Create a completely new file from scratch
For linking issues between formats: Contact support directly rather than waiting for automatic linking
For distribution delays: Request manual review of distribution channels

Beyond Publication: What Comes Next

Once all formats are live, your KDP journey isn’t over:

Marketing Your Book

KDP offers promotional tools:

Kindle Countdown Deals (for KDP Select books)
Free Book Promotion (for KDP Select books)
Amazon Advertising (separate platform but integrated with KDP)

Banner with mocha border and turquoise Art Deco upper corner brackets. The words "Pro Tip" written in gold. The tip, "Wait until all formats are available before investing in marketing. You want to capture readers regardless of their format preference," written in turquoise.

Monitoring and Optimization

After publication, regularly check:

Sales rank
Reviews
Also-boughts
Category placement

Use this data to refine your keywords, categories, and description for better visibility.

Image of laptop screen bearing the words “Amazon Author Central.”

Author Central Integration

Don’t forget to claim your book on Author Central:

Create or update your author profile
Add editorial reviews
Link all book formats
Monitor sales rank and reviews

Important step: Verify that all formats of your book (eBook, paperback, hardcover) are linked as a single product. If not, request linking through Author Central.

Final Thoughts: Is KDP Really Worth It?

After navigating the complete KDP process with all of its challenges, would I recommend it to other authors?

Yes… with qualifications.

KDP offers unparalleled access to the world’s largest bookstore and removes traditional publishing gatekeepers. The democratization of publishing is revolutionary for authors and readers alike.

However, you should approach KDP with:

Realistic timeline expectations
Technical preparation
Patience for troubleshooting
Willingness to be persistent

Author proudly holding final published book in all paperback format.

The learning curve is steep, but it’s also front-loaded. Each subsequent book becomes easier as you apply knowledge gained from previous publications.

For The Adventure in the Magical World, seeing children’s excitement when they hold the book or hear that their names are mentioned in the story makes every frustrating moment worthwhile.

The joy of creation and sharing transcends the technical hurdles of the publishing process.

Have you published through KDP, or are you preparing to take the plunge? What specific challenges are you facing? Let me know in the comments, and I’ll do my best to offer guidance based on my experience. After all, we authors need to support each other through the publishing journey!

Related Topics: kdp publishing guide, amazon book approval process, self-publishing workflow, ebook submission tips, paperback formatting guide, hardcover publishing steps, proof copy review, kdp troubleshooting, book metadata optimization, children's book publishing guide

* NOTE: I mentioned book 1 in my Swallowtail Four series. If you’d like to get your copy of The Adventure in the Magical World, click the link.

Internal images 1-2, 6-7 courtesy of Meta’s AI. Pixabay artists: Markus Winkler (featured image), Tumisu (SEO image), and tookapic (hardcover closeup). Pexels artists: Ron Lach (editing manuscript) and Pavel Danilyuk (customer support).

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Alicia Strickland

Hi! I write across multiple genres under various pen names. But for nonfiction, I write as myself. As a designer with a love of Old Hollywood and all things creative, I bring diverse perspectives to my storytelling... and to my blog. In the unlikely event that I’m not writing, I enjoy crafting, gardening, or spending time with my flame-point Siamese, Hunter.

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