Editors and agents are busy people. If you have been invited to submit chapters or a full manuscript to them, take extra time to ensure that you are sending out your best work. To help you make the best first impression, I’ve created a Submission Checklist. Use this list of reminders to double-check everything before you click send. Read on to see what is on my list. Also, at the end of the post, download a PDF of the checklist to keep handy.

The Hard Questions

Is your submission a good fit? Why are you submitting to this person? If they asked you to, no need to worry. But if you are cold querying, do your homework. Study the agency’s or publisher’s website to see what kind of stories they publish before you send them something that is a bad fit.

Do you have permission to submit? If the submission guidelines say, “No unsolicited submissions,” and you don’t have permission to submit, that’s a big no no. Breaking the submission guidelines is the easiest reason for an editor or agent to reject you.

Did you follow directions? If the agency or publisher has specific guidelines for how to submit, follow those instructions to a T. Don’t send in things they haven’t asked for. And if they request you format your manuscript differently from the industry standard, obey their guidelines. Use the “Save As” feature in Word and create a draft of your story just for them. That way you still have your original to submit elsewhere. Meeting their submission guidelines is your chance to show you know how to follow directions.

Email Letter Formatting

Is your email formatted properly? Your query or cover letter should be formatted like a business letter. It should be single-spaced, left justified, with spaces between each paragraph and no indentations. The font should be 12-point Times New Roman or Courier. Using the standard font in your email program is okay, as long as you don’t change it to something hard to read.

To whom are you writing? Make a professional salutation that is addressed to the right person. Double check the spelling of their name. If you’re not sure what title to use, stick with Mr. or Ms. If they have a name that makes it difficult to surmise their gender, use their first and last name like: Dear Lee Johnson.

Have a personal connection? If you met this person, say so as soon as possible. Agents and editors meet hundreds of writers, so if you can remind them what you talked about, do so. For example: “It was nice having lunch with you at the Northwest Writers Conference in Seattle last month. It’s always fun to talk with another cat lover.” Normally, mentioning a pet wouldn’t seem fitting for a business letter, but if it will help the editor or agent put a face to a name, that personal connection can separate you from writers who have none.

Don’t forget your contact information. Since an email is not written on stationery and has no header, be sure to include your contact information in the signature line of the email. That means your full name, email address, phone number, and if you have one, the link to your website.

Copywriting your manuscript is not necessary. Authors never need to place a copyright symbol on manuscripts. The moment you start writing anything, it is automatically protected. No agent or editor is going to steal your story. If you insist on copywriting your work, refrain from saying so in your query or cover letter, and do not add copyright symbol Ⓒ on your manuscript. This is an instant sign of a novice and fairly insulting to an agent or editor. You can learn more about this topic in this blog post on Writer’s Digest. 

Did you write a strategic subject line? An email subject line is extremely important. Written well, it can help ensure the email gets read faster than others. A few tips: Mention what it is, for example, “Query,” or “Submission.” If the material was requested, write “Requested Material.” It’s also wise to say the genre, especially for agents or editors who represent multiple genres or age groups, for example, “YA contemporary” or “Middle Grade Fantasy.” Don’t pitch in the subject line or use to click-bait tactics like, “Ted Dekker said to email you.” A referral, however, is different. If an editor, agent, or multi-published author referred you to this editor or agent, you can say, “Referred by Jason Famous Author.”

Did you AND someone else proofread your email? Once your email is ready to go, proofread it, spell check it, and ask someone else to read it and offer feedback. Too many times I’ve proofread, spell checked, and still missed mistakes. It’s helpful to have an objective reader take a look.

Manuscript Formatting

Is your manuscript formatted properly? There is a right way to format a manuscript for submission. Years ago I created a YouTube video on this topic, and it has gone somewhat viral. If you want to learn more about manuscript formatting, click here to check out that video. You don’t have to go to that level of detail, though. The basics will suffice. Format your manuscript with Times New Roman or Courier, 12-point font. Make sure that it is double spaced with 1-inch margins on all four sides. There should be no extra spacing before or after paragraphs. The right margins should be unjustified. And there should be no copyright symbols on your manuscript.

Is your punctuation correct? Proper punctuation is important for writers seeking publication. If you’re not sure of the correct punctuation for fiction, check out the Punctuation 101 posts I wrote on the Go Teen Writers blog. I also included those posts along with more information in my book Punctuation 101, which I wrote strictly for writers of fiction. The most thorough resource, of course, is the Chicago Manual of Style, which is the industry standard for writing fiction. Make sure you are using commas, colons, and semicolons correctly. I see a lot of people misusing semicolons. Use exclamation points sparingly. Also, make sure you correctly format your dialogue. When in doubt, use a traditionally published novel as a mentor text. Make sure the book was written in the United States if you’re looking to be published in the United States. Not all countries have the same punctuation rules.

Have you done the best at your craft? Do you present a main character with a goal or problem to solve? Is your character compelling? Have you given your reader a reason to care? Does your main character have an internal goal and flaws to overcome? Do they believe a lie? Have you established a strong point of view? Do you stay in one character’s head at a time? Is your manuscript clear of flashbacks and information dumps? How is your plot? Does something happen in the first 1-3 pages that hooks the reader? Also, be sure to ground your setting in each scene. You don’t need huge, sweeping descriptions, but it’s important to let readers know who is present and where. 

Have you edited and proofread in every possible way? Comb over your manuscript to weed out weasel words, telling, passive voice, clichés, excessive adverbs, weak verbs, flashbacks, information dumps, and repetition. If you struggle with any of these topics, look them up on this blog, and you will find help. If you don’t have a weasel words list, check out this one I made with my writing friend Stephanie Morrill. It’s a great place to start.

Has someone else proofread your manuscript? I could spend a year revising a manuscript, and I would still miss things. It’s hard to see mistakes in your own work. A weasel word list will only get you so far. Another set of eyes is extremely valuable. Have a couple people read your submission and give feedback.

Another thing that always helps me is to read my submission aloud to my husband. Hearing your words spoken aloud to an audience helps you catch many errors. Plus, your audience can offer additional feedback. See if you can find someone to read your submission to. It is a wonderful way to proofread.

My Submission Checklist

That’s it! Click here to download your copy of my Submission Checklist.

Keep in mind, no checklist is perfect, but I hope this gives you a list of important things to consider before you press send. All authors need to discover and create their own process for checking over their manuscripts before submitting. Take what I’ve shared here today and revise it to fit your needs. Add quirks and habits that are unique to you. We all have them, and putting them on your own checklist will help you remember what to watch out for. If you don’t have a critique partner, I highly recommend you find one. In the end, though, it’s your name on your submission and your reputation at stake. Always do your best to be professional, kind, and gracious in all of your communications. It makes a difference.

What did I miss? Do you have any tips that you check for before you submit a story to editors or agents? Any questions? Share in the comments.

Jill Williamson is a chocolate loving, daydreaming, creator of kingdoms, and the author of several young adult fantasy novels including the Blood of Kings trilogy. She loves teaching about writing. She blogs at goteenwriters.com and also posts writing videos on her YouTube channel and on Instagram. Jill is a Whovian, a Photoshop addict, and a recovering fashion design assistant. She grew up in Alaska without running water or electricity and now lives in the Pacific Northwest with her husband and two kids. Find Jill online at jillwilliamson.com or on Instagram, YouTube, Facebook, Pinterest, and Twitter.