The method of submitting manuscripts to publishers has changed–at least in some circles. While not every publication accepts electronic submissions, many do. This is becoming especially true of short story markets. Some markets even have their own online submission forms now, which makes the process easier. …Mostly.

Every point below probably points back to this essential: Always follow the publisher’s guidelines. This sounds easy, but based on what often turns up in the slush pile, it’s not.

Formatting

Typically, the publisher will specify the file format they want. They haven’t done this at random–they aren’t telling you to send an RTF (rich-text format) file because their initials are RTF. If the guidelines say DOC/RTF and no DOCX, you need to be certain that you’re not sending a DOCX file. If you send the wrong kind of file, you are giving the impression that you haven’t read the guidelines, and you’re increasing the amount of wait time on a reply, being that you usually have to submit all over again with the right kind of file. Likewise with the actual document you are sending. If the guidelines say “standard manuscript format,” be sure you’ve followed that. And if you don’t know what it is, the Internet is full of information on that front.

One Story At a Time

Unless the guidelines state that multiple submissions are accepted, only attach one file to your email. (Online submission forms often only allow you to attach one file, which is helpful!) Unless the guidelines state that they accept multiple submissions, only send one email and no other until you hear back on that submission. (Unless you find yourself needing to query, or you forgot to attach your file.) If the market allows simultaneous submissions (one story at more than one market at the same time) and your story is such, make sure you mention this to the editor up front. If another market buys the story while it’s still in submission elsewhere, be sure to send a follow up email explaining this to the other editor.

Body of Email?

Sometimes, the guidelines will say to include the story in the actual body of the email–meaning you cut and paste straight into the email, and you don’t attach a file. If that’s the case, don’t attach a file! Some publishers don’t download anything, for concern over a virus. However, if the guidelines say NOT to put the story in the body of the email…for heaven’s sake, don’t do it. You are only doing yourself another disservice. Shimmer doesn’t want the story in the body of the email.

Spam, spam, spaaaaam

If you are submitting to a market and don’t have their email address on your “approved bust through the spam wall” filter…you are screwed. Your submission should be seen as the opening of a dialogue between you and the editor you are approaching. If you put up walls or flaming hoops dangling above shark tanks for the editor to make their way through in order to reply to you…what’s the point of opening the dialogue? You know you want to hear back from them, so be certain they can reply without the circus act.

Link vs. File?

If you use Hotmail, be sure you aren’t sending a simple link to a file somewhere on the Internet. Be sure you are sending the actual file to the editor.

New Threads

Gmail has an often-wonderful tool where they will thread your email messages, thus keeping everything in one nice, neat stream. Sometimes this is good, sometimes this is bad. If you are making a submission to a gmail address, be certain you start a fresh email, and don’t reply to an old one. The old one will carry the old subject line, and the editor you are sending to will likely never find the new story attached.

Who Are You?

Editors like to know what your name is! They like to know what to call you (especially if they’re about to send you a check for a story!). Be sure it’s clear. We often receive emails with three or more names on it. Email may read janedoe@gmail.com, while the name at the top of the manuscript says Sally Fawn, while the name under the story title says Elizabeth Deer. Who are you, really? If you’re writing under a pseudonym, it’s easy. Your legal name goes at the top of page one; your pseudonym goes under the story title.

When in Doubt

Read the guidelines. We’re all human, and we make mistakes (like forgetting to attach the file and having to send a second email). But the closer you come to making your submissions perfect, the closer you come to presenting yourself as a professional, and making professional sales.

Your turn

What’s the most boneheaded thing you’ve done with an esub? Like ’em? Hate ’em? Tell us in the comments.