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Welcome to the business of writing. Like any other business, this one has a set of industry standards. Learning to follow them constitutes the bare minimum requirement for publication -- every manuscript submitted in a nonprofessional manner goes right back in the mail or, more often, in the circular file. Think of this as a good thing.
According to editors, the numbers go something like this: 90% of everything is crap. Here that includes manuscripts printed on neon paper, single-spaced or handwritten manuscripts, and inappropriate subjects. The next 5% consists of well-presented material with technical flaws: poor writing, flat characters, etc; followed by 3% or so of reasonably good stuff that just doesn't stand out. Editors buy from the top one or two percent; they can afford to.
The first thing you must do is let the editor know that you are a professional. (If you are not a professional, skip this article and pursue a satisfying hobby with the fanzines.) You do this by requesting guidelines from every market before submitting; if possible, get a sample copy too. Then you can not only follow the guidelines, which give you an idea of what that editor wants, you can mention them in your cover letter to let the editor know you bothered to read them.
Always follow guidelines. Follow them even if they tell you to do something ridiculous, like setting the right margin to three inches (I got that one once, honest). If you can't bring yourself to do that, find another market. Read carefully to make sure you cover every point. Never go against an editor's explicit instructions, such as sending poetry to a market that buys only fiction. This only annoys the editor and wastes everyone's time. Never type "Dear Editor." If you absolutely cannot track down the gentlebeing's name, address your query to the publication and use a greeting like "To Whom It May Concern" or "Dear Folks."
Contrary to popular opinion, there are no industry standards -- or rather, there are several. Many editors label their own style "industry standard." Others name a set of rules -- MLA and Bedford are common -- and expect you to have those on hand. (You should. If you don't, you can find them in almost any bookstore or library.) Don't argue. Editors don't see as many different sets of guidelines as writers do, so to them the industry may look more unified.
Despite this diversity, there are some widely-followed points of etiquette. Double-space everything. The only exception to this one is poetry, which may be single-spaced for some markets. Use only white paper and standard fonts. Colored paper and fancy fonts make the manuscript harder to read. Make sure your ribbon or cartridge produces clear, black letters. Number pages consecutively where the guidelines tell you to: some will say bottom center, others top right, etc. Put your name and contact information somewhere on every manuscript. Put your last name and a keyword from the title on every page. This allows the editor to reassemble your manuscript in order after rescuing it from the toddler and the cats. (Hint: if yours is the only decently-written manuscript the editor can put back in order, this gives you a big advantage.) Don't cram manuscripts into tiny envelopes.
Now let's discuss a few variables. Always include a SASE (self-addressed, stamped envelope) except with disposable copies, which should be labeled as such. When mailing outside your home country, use IRC (international reply coupons) available at your post office. Check to see if your editor wants a cover letter; some do, others don't. Keep your letter brief and to the point unless instructed otherwise; one page maximum for initial contact. In general, use underlining to indicate emphasis and left-justify your manuscript. Most people find this easier to read. I don't; I use double-justified and italics while working, then modify my submission copies. Check to see which your editor prefers.
Finally, cultivate a professional attitude. Be concise and polite. Don't chatter, whine, demand, or bluster. Say what needs saying and then shut up. If an editor rejects your manuscript, don't complain; just send it to the next market on your list. Deal with the editor as you would a business partner or important client. If you can manage all that, persevere; eventually your technical skills will improve and editors will buy your work.
"Coloring Inside the Lines: How to Present a Professional Bearing" copyright 1996 Elizabeth Barrette, first published in Heliocentric NETWORK.
Art on this page are from the "Deep Space Mine" set at Moyra's Web Jewels.
The URL for this page is http://www.worthlink.net/~ysabet/specfic/profwrit.html and it was last updated on October 13, 1998.