The Art of Submission Guidelines: Why They Matter and How to Make Them Work

As someone who's spent years working with publishers and creators, I've witnessed a universal truth that makes editors everywhere sigh in collective frustration: submission guidelines are often treated as optional reading. This oversight isn't just a minor inconvenience—it's a systemic issue that costs time, strains resources, and potentially buries great work under a mountain of mismatched submissions.

The Submission Guidelines Paradox

Here's a startling reality: despite clear, detailed guidelines being readily available, publications report that 40-60% of submissions they receive don't meet their basic requirements. This isn't just about writers being cavalier—it's about a broken system that needs rethinking.

Why Guidelines Get Ignored

Through conversations with both editors and writers, we've identified several key factors:

For Writers:

• Overwhelming variety of submission formats across publications
• Guidelines buried in complex website navigation
• Urgency to submit leading to corner-cutting
• Multiple browser tabs of different guidelines creating confusion

For Publishers:

• Limited tools to enforce guideline compliance
• Manual screening consuming valuable editorial time
• Difficulty maintaining consistent communication
• Challenge of updating guidelines across all platforms

The Cost of Non-Compliance

When guidelines are ignored, everyone loses:

Publishers Face:

• Increased processing time per submission
• Editorial burnout from repetitive screening
• Missed opportunities buried in inappropriate submissions
• Resources wasted on unnecessary correspondence

Writers Experience:

• Higher rejection rates
• Longer response times
• Damaged relationships with publications
• Missed opportunities for appropriate submissions

Enter Smart Submission Management

This is where Send Something transforms the submission landscape. Our platform doesn't just display guidelines—it actively ensures they're followed, benefiting both sides of the submission process.

How ASH (Automated Submissions Handler) Makes a Difference:

1. Smart Screening
   • Automatically checks submissions against guidelines
   • Flags non-compliant elements before submission
   • Provides instant feedback to writers
   • Learns from editorial decisions to improve screening
2. Customisable Forms
   • Required fields ensure crucial information isn't missed
   • Dynamic forms adapt based on submission type
   • Clear, step-by-step submission process
   • Built-in file type and size verification
3. Automated Communication
   • Instant confirmation receipts
   • Status updates at every stage
   • Automated responses for common scenarios
   • Customisable rejection and acceptance templates

Real-World Impact

Consider this scenario from a literary magazine we work with:

Before Send Something:

• 200 submissions per month
• 50% didn't meet guidelines
• 20 hours spent on initial screening
• 2-month response time

After Send Something:

• 250 submissions per month
• 95% guideline compliance
• 5 hours spent on initial screening
• 2-week response time

Best Practices for Modern Submission Guidelines

For Publishers:

1. Be Crystal Clear
   • Use Send Something's template builder for consistent formatting
   • Include examples of ideal submissions
   • Clearly state deal-breakers upfront
   • Update guidelines in real-time as needed
2. Automate Wisely
   • Set up ASH to screen for common issues
   • Create custom workflows for different submission types
   • Use automated responses for standard situations
   • Track and analyze submission patterns

For Writers:

1. Use the Platform's Tools
   • Take advantage of pre-submission checks
   • Save submission preferences for future use
   • Track multiple submissions in one place
   • Receive real-time guidance during submission

The Future of Submissions

The days of submissions getting lost in email inboxes or writers missing crucial guidelines are coming to an end. Modern submission management isn't just about digital forms—it's about creating an ecosystem where guidelines serve their intended purpose: helping great work find its right home.

Making the Switch

Whether you're a publisher drowning in non-compliant submissions or a writer juggling multiple submission guidelines, Send Something offers a better way forward. Our platform transforms guidelines from passive documents into active tools that work for everyone.

Ready to revolutionise your submission process? Visit SendSomething.ai to see how we're making submission guidelines work smarter, not harder.

Want to learn more about optimising your submission process? Book a demo to see how Send Something can transform your guidelines from a hope into a guarantee.