Chapter 10 PREPARING AND SELLING THE MANUSCRIPT

Importance of Good Manuscript. After an article has been carefully revised, it is ready to be copied in the form in which it will be submitted to editors. Because hundreds of contributions are examined every day in editorial offices of large publications, manuscripts should be submitted in such form that their merits can be ascertained as easily and as quickly as possible. A neatly and carefully prepared manuscript is likely to receive more favorable consideration than a badly typed one.

The impression produced by the external appearance of a manuscript as it comes to an editor's table is comparable to that made by the personal appearance of an applicant for a position as he enters an office seeking employment. In copying his article, therefore, a writer should keep in mind the impression that it will make in the editorial office.

Form for Manuscripts. Editors expect all manuscripts to be submitted in typewritten form. Every person who aspires to write for publication should learn to use a typewriter. Until he has learned to type his work accurately, he must have a good typist copy it for him.

A good typewriter with clean type and a fresh, black, non-copying ribbon produces the best results. The following elementary directions apply to the preparation of all manuscripts: (1) write on only one side of the paper; (2) allow a margin of about three quarters of an inch on all sides of the page; (3) double space the lines in order to leave room for changes, sub-heads, and other editing.

Unruled white bond paper of good quality in standard letter size, 8? by 11 inches, is the most satisfactory. A high grade of paper not only gives the manuscript a good appearance but stands more handling and saves the recopying of returned manuscripts. A carbon copy should be made of every manuscript so that, if the original copy goes astray in the mail or in an editorial office, the writer's work will not have been in vain. The carbon copy can also be used later for comparison with the printed article. Such a comparison will show the writer the amount and character of the editing that was deemed necessary to adapt the material to the publication in which it appears.

A cover sheet of the same paper is a convenient device. It not only gives the editorial reader some information in regard to the article, but it protects the manuscript itself. Frequently, for purposes of record, manuscripts are stamped or marked in editorial offices, but if a cover page is attached, the manuscript itself is not defaced. When an article is returned, the writer needs to recopy only the cover page before starting the manuscript on its next journey. The form for such a cover page is given below

To be paid for at usual

rates, or to be returned

with the ten (10) cents

in stamps enclosed, to

Arthur W. Milton,

582 Wilson Street,

Des Moines, Iowa.

Written for The Outlook

CONFESSIONS OF A FRESHMAN

Why I Was Dropped From College at the End of My

First Year

By Arthur W. Milton

(Note. This article is based on the writer's own experience in a large Middle Western state university, and the statistics have been obtained from the registrars of four state universities. It contains 2,750 words.)

Four (4) Photographs are Enclosed, as follows:

1. How I Decorated My Room

2. I Spent Hours Learning to Play My Ukelele

3. When I Made the Freshman Team

4. Cramming For My Final Exams

The upper half of the first page of the manuscript should be left blank, so that the editor may write a new title and sub-title if he is not satisfied with those supplied by the author. The title, the sub-title, and the author's name should be repeated at the beginning of the article in the middle of the first page, even though they have been given on the cover page. At the left-hand side, close to the top of each page after the first, should be placed the writer's last name followed by a dash and the title of the article, thus:

Milton-Confessions of a Freshman.

The pages should be numbered in the upper right-hand corner. By these simple means the danger of losing a page in the editorial offices is reduced to a minimum.

Typographical Style. Every newspaper and magazine has its own distinct typographical style in capitalization, abbreviation, punctuation, hyphenation, and the use of numerical figures. Some newspapers and periodicals have a style book giving rules for the preparation and editing of copy. A careful reading of several issues of a publication will show a writer the salient features of its typographical style. It is less important, however, to conform to the typographical peculiarities of any one publication than it is to follow consistently the commonly accepted rules of capitalization, punctuation, abbreviation, and "unreformed" spelling. Printers prefer to have each page end with a complete sentence. At the close of the article it is well to put the end mark (#).

When a special feature story for newspaper publication must be prepared so hastily that there is no time to copy the first draft, it may be desirable to revise the manuscript by using the marks commonly employed in editing copy. These are as follows:

Three short lines under a letter or a word indicate that it is to be set in capital letters; thus, American.

Two short lines under a letter or a word indicate that it is to be set in small capital letters; thus, NEW YORK TIMES.

One line under a word or words indicates that it is to be set in italics; thus, sine qua non.

An oblique line drawn from right to left through a capital letter indicates that it is to be set in lower case; thus, He is a sophomore.

A circle around numerical figures or abbreviations indicates that they are to be spelled out; thus, There are ten in a bushel.

A circle around words or figures spelled out indicates that they are to be abbreviated or that numerical figures are to be used; thus, Prof. A.B. Smith is 60.

A caret is placed at the point in the line where the letters or words written above the line are to be inserted; thus, It is not complimentary to him.

A line encircling two or more words like an elongated figure "8" indicates that the words are to be transposed; thus, to study carefully.

Half circles connecting words or letters indicate that they are to be brought together; thus, tomorrow.

A vertical line between parts of a word shows that the parts are to be separated; thus, all right.

A small cross or a period in a circle may be used to show that a period is to be used; thus, U.S. 4 per cent. bonds.

Quotation marks are often enclosed in half circles to indicate whether they are beginning or end marks.

The paragraph mark (?) or the sign _| may be used to call attention to the beginning of a new paragraph.

Mailing Manuscripts. Since manuscripts are written matter, they must be sent sealed as first-class mail at letter rates of postage. For the return of rejected articles stamps may be attached to the cover page by means of a clip, or a self-addressed envelope with stamps affixed may be enclosed. The writer's name and address should always be given on the envelope in which the manuscript is sent to the publishers.

The envelope containing the article should be addressed to the "Editor" of a magazine or to the "Sunday Editor" of a newspaper, as nothing is gained by addressing him or her by name. If a writer knows an editor personally or has had correspondence with him in regard to a particular article, it may be desirable to send the manuscript to him personally. An accompanying letter is not necessary, for the cover page of the manuscript gives the editor and his assistants all the information that they need.

Articles consisting of only a few pages may be folded twice and mailed in a long envelope; bulkier manuscripts should be folded once and sent in a manila manuscript envelope. Photographs of sizes up to 5 x 7 inches may be placed in a manuscript that is folded once, with a single piece of stout cardboard for protection. When larger photographs, up to 8 x 10 inches, accompany the article, the manuscript must be sent unfolded, with two pieces of cardboard to protect the pictures. Manuscripts should never be rolled.

How Manuscripts are Handled. In order to handle hundreds of manuscripts as expeditiously as possible, most large editorial offices have worked out systems that, though differing slightly, are essentially the same. When a manuscript is received, a record is made of it on a card or in a book, with the name and address of the author, the title and character of the contribution, and the time of its receipt. The same data are entered on a blank that is attached to the manuscript by a clip. On this blank are left spaces for comments by each of the editorial assistants who read and pass upon the article.

After these records have been made, the manuscript is given to the first editorial reader. He can determine by glancing at the first page or two whether or not the article is worth further consideration. Of the thousands of contributions of all kinds submitted, a considerable proportion are not in the least adapted to the periodical to which they have been sent. The first reader, accordingly, is scarcely more than a skilled sorter who separates the possible from the impossible. All manuscripts that are clearly unacceptable are turned over to a clerk to be returned with a rejection slip.

When an article appears to have merit, the first reader looks over it a second time and adds a brief comment, which he signs with his initials. The manuscript is then read and commented on by other editorial readers before it reaches the assistant editor. The best of the contributions are submitted to the editor for a final decision. By such a system every meritorious contribution is considered carefully by several critics before it is finally accepted or rejected. Moreover, the editor and the assistant editor have before them the comments of several readers with which to compare their own impressions.

In newspaper offices manuscripts are usually sorted by the assistant Sunday editor, or assistant magazine editor, and are finally accepted or rejected by the Sunday or magazine editor.

Rejected Manuscripts. In rejecting contributions, editorial offices follow various methods. The commonest one is to send the author a printed slip expressing regret that the manuscript is not acceptable and encouraging him to submit something else. Some ingenious editors have prepared a number of form letters to explain to contributors the various reasons why their manuscripts are unacceptable. The editorial assistant who rejects an unsuitable article indicates by number which of these form letters is to be sent to the author. A few editors send a personal letter to every contributor. Sometimes an editor in rejecting a contribution will suggest some publication to which it might be acceptable. If a manuscript has merit but is not entirely satisfactory, he may suggest that it be revised and submitted to him again.

Keeping a Manuscript Record. Every writer who intends to carry on his work in a systematic manner should keep a manuscript record, to assist him in marketing his articles to the best advantage. Either a book or a card index may be used. The purpose of such a record is to show (1) the length of time required by various publications to make a decision on contributions; (2) the rate and the time of payment of each periodical; (3) the present whereabouts of his manuscript and the periodicals to which it has already been submitted.

It is important for a writer to know how soon he may expect a decision on his contributions. If he has prepared an article that depends on timeliness for its interest, he cannot afford to send it to an editor who normally takes three or four weeks to make a decision. Another publication to which his article is equally well adapted, he may find from his manuscript record, accepts or rejects contributions within a week or ten days. Naturally he will send his timely article to the publication that makes the quickest decision. If that publication rejects it, he will still have time enough to try it elsewhere. His experience with different editors, as recorded in his manuscript record, often assists him materially in placing his work to the best advantage.

The rate and the time of payment for contributions are also worth recording. When an article is equally well suited to two or more periodicals, a writer will naturally be inclined to send it first to the publication that pays the highest price and that pays on acceptance.

A manuscript record also indicates where each one of a writer's articles is at a given moment, and by what publications it has been rejected. For such data he cannot afford to trust his memory.

A writer may purchase a manuscript record book or may prepare his own book or card index. At the top of each page or card is placed the title of the article, followed by the number of words that it contains, the number of illustrations that accompany it, and the date on which it was completed. On the lines under the title are written in turn the names of the periodicals to which the manuscript is submitted, with (1) the dates on which it was submitted and returned or rejected; (2) the rate and the time of payment; and (3) any remarks that may prove helpful. A convenient form for such a page or card is shown on the next page:

Confessions of a Freshman. 2,750 Words. 4 Photos. Written, Jan. 18, 1919.

Sent Returned Accepted Paid Amount Remarks

The Outlook 1/18/19 1/30/19

The Independent 1/31/19 2/10/19

The Kansas City Star 2/12/19 2/18/19 3/12/19 $9.50 $4 a col.

Accepted Manuscripts. Contributions accepted for publication are paid for at the time of their acceptance, at the time of their publication, or at some fixed date in the month following their acceptance or publication. Nearly all well-established periodicals pay for articles when they are accepted. Some publications do not pay until the article is printed, a method obviously less satisfactory to a writer than prompt payment, since he may have to wait a year or more for his money. Newspapers pay either on acceptance or before the tenth day of the month following publication. The latter arrangement grows out of the practice of paying correspondents between the first and the tenth of each month for the work of the preceding month.

After a manuscript has been accepted, a writer usually has no further responsibility concerning it. Some magazines submit galley proofs to the author for correction and for any changes that he cares to make. It is desirable to make as few alterations as possible to avoid the delay and expense of resetting the type. Corrected proofs should be returned promptly.

Unless specific stipulations are made to the contrary by the author, an article on being accepted by a periodical becomes its property and cannot be republished without its consent. Usually an editor will grant an author permission to reprint an article in book or pamphlet form. By copyrighting each issue, as most magazines and some newspapers do, the publishers establish fully their rights to an author's work.

Syndicating Articles. By sending copies of his articles to a number of newspapers for simultaneous publication, a writer of special feature stories for newspapers may add to his earnings. This method is known as syndicating. It is made possible by the fact that the circulation of newspapers is largely local. Since, for example, Chicago papers are not read in New York, or Minneapolis papers in St. Louis, these papers may well publish the same articles on the same day. Organized newspaper syndicates furnish many papers with reading matter of all kinds.

The same article must not, however, be sent to more than one magazine, but a single subject may be used for two entirely different articles intended for two magazines. If two articles are written on the same subject, different pictures should be secured, so that it will not be necessary to send copies of the same illustrations to two magazines. Agricultural journals with a distinctly sectional circulation do not object to using syndicated articles, provided that the journals to which the article is sent do not circulate in the same territory.

If a writer desires to syndicate his work, he must conform to several requirements. First, he must make as many good copies as he intends to send out and must secure separate sets of photographs to accompany each one. Second, he must indicate clearly on each copy the fact that he is syndicating the article and that he is sending it to only one paper in a city. A special feature story, for instance, sent to the Kansas City Star for publication in its Sunday edition, he would mark, "Exclusive for Kansas City. Release for Publication, Sunday, January 19." Third, he must send out the copies sufficiently far in advance of the release date to enable all of the papers to arrange for the publication of the article on that day. For papers with magazine sections that are made up a week or more before the day of publication, articles should be in the office of the editor at least two weeks before the release date. For papers that make up their Sunday issues only a few days in advance, articles need be submitted only a week before the publication day.

Selling Articles to Syndicates. The syndicates that supply newspapers with various kinds of material, including special feature stories, are operated on the same principle that governs the syndicating of articles by the writer himself. That is, they furnish their features to a number of different papers for simultaneous publication. Since, however, they sell the same material to many papers, they can afford to do so at a comparatively low price and still make a fair profit. To protect their literary property, they often copyright their features, and a line of print announcing this fact is often the only indication in a newspaper that the matter was furnished by a syndicate. Among the best-known newspaper syndicates are the Newspaper Enterprise Association, Cleveland, Ohio; the McClure Newspaper Syndicate, New York; and the Newspaper Feature Service, New York. A number of large newspapers, like the New York Evening Post, the Philadelphia Ledger, and the New York Tribune, syndicate their popular features to papers in other cities.

A writer may submit his special feature stories to one of the newspaper syndicates just as he would send it to a newspaper or magazine. These organizations usually pay well for acceptable manuscripts. It is not as easy, however, to discover the needs and general policy of each syndicate as it is those of papers and magazines, because frequently there is no means of identifying their articles when they are printed in newspapers.

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