Ask Sally #4 - Formatting Work

I've received some questions about formatting, so I'll deal with each of them in this posting

I've noticed that, online, writers use line breaks in place of indented paragraphs. Do all editors, including print publication editors, prefer work submitted in this format?

The reason most work online uses line breaks instead of indented paragraphs is that it's not always possible to format work online in the same way as one would on a word processor. What editors prefer depends on each publication, which leads to the second set of questions.

How should I lay out my story when I send it to a woman's magazine? Do I need to include a cover letter? What information should I include?

Formatting: Some magazines will state how they want work formatted, but if in doubt, it's best to use the following format.

Typewritten (or word-processed) not handwritten. Few publications accept handwritten mss nowadays.

A4 paper, printed on one side only

A good sized font for example Times New Roman or Ariel 12pt Use black ink only.

Double or 1.5 line spacing However, some publications are accepting 'green' submissions, which use single line spacing. But only use that if it states specifically that the publication wants 'green' entries.

Indents .3 or .5 though I seldom use indents and do tend to use block paragraphing with extra lines between paragraphs, but that's a personal choice. As far as I know, I've never had work turned down because I've used block paragraphing.

Cover Sheet - This is apart from a cover letter, which I'll deal with later. On the cover sheet, in the centre, about ten lines down, put the title of your story and the word count along with your name or preferred pen-name. On the left hand side, lower down still, put your name, preferred pen name (if different), address, phone number and email address. Also put the story title and page number on each sheet either in the footer or header. Example of cover sheet:

Story Title

(Word Count)

Pen-name

Real name

Pen name

Address

Telephone number

Email address

A good sized envelope - Don't try to stuff several pages into a small envelope. It marks you out as an amateur. It's best to use C4 envelopes for more than 6 sheets of A4 paper, or C5 for 5 or less sheets of A4 paper folded. Include a stamped addressed envelope commensurate with the one in which you've sent your submission.

Sufficient postage - Always make sure that there is sufficient postage on both your outgoing envelope and the SAE. Get your envelope weighed at the post office before you seal it, and put the same postage on the SAE. The magazine will not pay excess postage for your story (and why should they?)

Cover Letter
Keep the cover letter simple. This is how I write mine.

Address

Telephone

Email

Name of editor

Address of publication

Date

Dear Ms *****

Please find enclosed my short story, Story Title (word count), which I hope you will find suitable for your magazine.

I am able to offer First British Serial Rights.

Yours

Tracy Hartshorn
(pen-name Sally Quilford)

And that's all you need to say. You don't need to give a list of where else you've had work published, as the editor won't care. All they'll care about is whether the story is good. However, Yours Magazine like a brief synopsis (about 100 words) on the cover sheet, but they are very rare. Regarding rights, alter accordingly, depending on where you live (i.e. if you live in the States you'd offer First American Serial Rights). Be aware that few magazines accept reprints, especially if the stories first appeared in a magazine in the same country.

Email submissions
Electronic submissions have changed things slightly, but it's a simple case of adding an attachment to the email, with cover sheet attached to the work, and giving the same information you'd find in the cover letter in the body of the email.

More Links

Manuscript Formatting Rules

Downloadable templates (set to American standards)