10 Things to Check Before You Hit Send

RamonaGravitarThe wrong place, the wrong name, the wrong page count….Much of what influences a submission’s acceptance or rejection is subjective. You can’t control the market or a particular editor’s taste, but you can make sure your manuscript gets to the right person at the right address in the right format. Double check the following before you lick the stamp or hit the Send button.

1. Names: Misspelling your own name on your own submission would be embarrassing. Misspelling the agent or editor’s name hints that you are careless. Showing your name on a blind submission can get you disqualified. Review names for spelling, but also be certain a journal or contest wants to see your name on the submission at all. Check the guidelines.

2. Formatting: Pulling out a chunk of pages for a partial submission may monkey with spacing, headers, footers, indent, and margins. Don’t assume your settings will transfer to a new document or to a submission box. Also, remember to remove the extra space Word likes to add between paragraphs, and beware of those off again, on again Widows & Orphans.

3. Contact info: Yours, that is. Do you have multiple email addresses? Does your Submittable account remember what you typed into it last year? Treat every submission as new information, or carefully check what has been stored. Don’t assume what is remembered is remembered correctly or is up to date.

4. Records: Unless it is a revision or resubmission, sending a formerly rejected piece to the same editor, agent, or publication is a faux pas. Who needs duplicate rejections? Submittable keeps tracks of each submission and its status. For other submissions, you can use a spreadsheet or a notebook or a white board and marker—the format doesn’t matter. What matters is to record where, when, and to whom your work has been sent. Don’t trust your memory. Put the piece, the date, the place, and the person in writing, and double check for repetition before you send. Every time.

5. Deadline: Meet it. That means, send off the submission before the deadline. If it’s an online submission, that means the Send button must be whacked one minute before midnight, the day of deadline, at the very latest, and only if you like to live dangerously. (Give yourself 5 minutes or a half hour. Your blood pressure will thank you if you hit a glitch.) If you are sending snail mail, a deadline may mean a postmark or a received by date. Check the guidelines. NOTE: A deadline is equal to a “firm” price at an antique shop. No wiggle room or bargaining. An extra day (hour, month) does indeed matter

6. Payment: If you are entering a contest or there is a reading fee, you do need to pay it. A paper submission will need a check (signed, made out to the right entity and in the correct amount) and attached to the submission. An online submission usually means PayPal. Most of the time, an online submission requiring a fee won’t go through until you pony up with the cash.

7. SASE: In the olden days, writers had stacks of stamped, self-addressed envelopes at the ready for the weekly/monthly/occasional trip to the post office. You may no longer descend upon the P.O. bearing multiple manuscripts, but some venues still work with paper. Check the guidelines. If an SASE is requested, send one. If you don’t, you may never hear back.

8. Cover letter: Who are you, what are you sending, why are you sending it—these three questions get answered in a cover letter. If you’ve met the contact recently, mention it. If you have a personal recommendation from a client, name drop it. If your story has been workshopped by Alice Munro or Stephen King, go for broke. Just make sure you include the genre, title, word count, and other pertinent facts so the recipient can know immediately what is being pitched.

9. TMI: Too much information in submitting means you cc (electronically carbon copy) multiple contacts, and you allow all contacts to see all other contacts. This is TMI because what agent or editor wants to be included in a mass mailing? None. If you are doing a multiple mailing, have the courtesy (and the smarts) to keep that to yourself. Use bcc (blind carbon copy) or, better, send individual emails to individual editors or agents.  Treat people in the industry with courtesy, and as individuals.

10. Guidelines: You’ve probably noticed that guidelines are important. Despite this, every time I attend a conference or a workshop and hear a discussion about submissions, someone (or many someones) beg writers to check the guidelines. Sending the wrong piece to the wrong person is a waste of everyone’s time. Don’t waste everyone’s time. CHECK THE GUIDELINES.

You may note that none of the suggestions above address the actual content or quality of the manuscript. Sending clean copy is another blog post. This one is to make sure it gets to where you want it to go, free of errors, oversights, or shots to your foot.

4 thoughts on “10 Things to Check Before You Hit Send

  1. All so important, Ramona. When I was querying many agents, I once did a copy and paste of the content of my query letter but I failed to check the formatting before clicking Send. Oops. The pasted font came out wrong and it did not look professional. Much better to have the content in a text file, or just retype it.


  2. Good one. It still amazes me how many people don’t think this is very important. I had someone say to me once, “Oh, it’ll get to the right person.” She was astonished when the magazine sent it back without explanation and then refused to believe my explanation.


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