Writing for Pleasure, Profit, and Posterity

Part Seven: Start As You Mean To Go On

Whether you are going to self-publish your writing, or send it to an industry professional, at some stage your work needs to be set out in a way that makes it easy to read.

If you create a dedicated template on your computer at the beginning of your writing career, it’ll save a lot of time. Just open a new document from that template, and start typing. All the details you’ve stored such as margin and type size, page numbering and font will be applied automatically.

Very few firms request submissions to be made as a paper copy, but as I explained in Part Six, submitting your work in .doc or .docx form is almost universal so start by opening a document in Word. If you don’t use a Windows computer, you can find out more about Word documents here.

Any typed submissions need to be on A4 size paper in portrait orientation. Set up the document on your computer in the same way, and you can be sure it will print properly should you need to run off a paper copy.

Set a good margin all the way round the page— I use 2.5cms—by moving the tabs on the rulers set at the top and left hand side of the blank page. Editors often print out pages of text to read while away from their computers, and this allows them room to add comments.

You’ll need two near-identical templates, one for manuscripts, and one for synopses. This is because, while all the other details remain the same, manuscripts are traditionally double spaced (again, to allow room for written revisions) and synopses are single-spaced.

Set up the line spacing on each template to “2” and “1” respectively, but always check before submitting whether the firm you are contacting is happy with those settings. Some have different requirements. The information will be included in their guidelines for submission so check and be ready to change your spacings if necessary. CNTRL A will highlight a complete block of text, so you can alter the look of your whole document in seconds.

Next, set headers and footers. On my computer this is done by clicking on “Insert” then choosing “Headers and Footers”. I put my name, and the title of my piece in a header, and use a footer for the page number. This means every page of work can be easily traced back to its original document, and its position within the manuscript. That’s important in case an editor prints out only part of your work, as mentioned above

I always use Times New Roman font, 12-point size for both headers and text. You’re not obliged to use Times New Roman, but along with Arial it’s one of the industry’s preferred fonts as it’s easy to read and universally recognised. Steer clear of anything else. If your work uses an unusual font which isn’t installed on your recipients system, a document that looks perfect on your screen might be unreadable when opened on their computer.

Always use black type. It’s easier to read, and looks professional.

Before submission, your work will need a title page which includes your name, contact details, and the word count. Once I’ve set one up, I copy and paste it to act as an end page, too. Then the reader won’t have to scroll right back to the beginning of the document to find my email address. It’s all there on the last page, ready for them to dash off a congratulatory message (I hope!) the second they’ve finished reading.

Once you have created a blank document with wide margins, an acceptable font and print size, set the spacing, and included placeholders for the heading, hit File >Save As, and then select “Template” from the drop down menu and give it a descriptive name such as Prose or Synopsis. Then all you need to do is select whichever option you need, each time you open a new document.

When your work is finished and you’re ready to submit, go through the Writers’ and Artists’ Yearbook to find somewhere suitable to send it. Even if you rely on the latest edition, personnel in the publishing industry regularly take on different roles, or change firms. Approaching the right person in the right company and giving them their correct title shows you’ve done your research. Cross-check all details with the company’s website, which will give you the most up-to-date information, and precise details about the form in which your work should be submitted.

Make sure you send exactly what is required, and if you are asked to send a printed copy, don’t forget to include return postage. Publishing professionals receive hundreds of submissions each week. They don’t have the time or money to waste on printing out address labels, and calculating individual postage rates. If your work doesn’t appeal to them, it will be shredded unless you include an envelope with your name and address on it, and enough stamps to cover return of your work.

Next time, I’ll be giving details of what agents and publishers are looking for in a submission. Sign up below to make sure you can read Part Eight of Writing for Pleasure, Profit, and Posterity as soon as it is published!