In addition to the many writing techniques and skills I learned during my Master’s program in creative writing, I was introduced to the idea of a submissions spreadsheet. Although I had been submitting writing to contests and publishers as early as elementary school, when in fifth grade I entered (and won!) my first Young Authors competition, I was in my mid-twenties before it ever occurred to me to record my submission activities. Truth be told, it didn’t occur to me, exactly–a professor mentioned it in a course I was taking, and I thought: “Why didn’t I think of that?” And more, importantly: “Why haven’t I been doing that?” So, at the age of 25, fifteen years after beginning my publishing endeavors, I created a submissions spreadsheet using Microsoft Excel. Now, I keep it in two places: a flash drive in the original Excel file, and Google Sheets online.
What to Include in a Submissions Spreadsheet
At the very top of my spreadsheet appears the date I began keeping the record, in my case, September 21, 2009. Below, are categories of information I track.
Title of Work
The very first column in my file is the title of the piece. You may prefer to set up your record so that the first column lists a different detail of the work, but I find that the easiest way for me to quickly identify a work is by its title.
My second column lists the genre of the work–poem, novel, narrative essay, for example. This allows me to see which types of writing I have had the most success with, as well as which types I am most or least often submitting, or have most or least recently been submitting.
In the third column, I list the name of the agent, publisher, or publication to which I sent the work.
The fourth column simply lists the date I submitted the work to the publisher, agent, or publication. Many publications will give you a time frame for when you can expect to hear back, 3-4 or 6-8 weeks, for example. If you know when you submitted work to them, you can also estimate when you can expect to hear back. As many agents and publications will respond only if they are interested in your work, knowing when the time frame has expired can be beneficial in letting you know when it is safe to send the piece elsewhere, especially when you are sending it to publications that may not allow simultaneous submissions.
My “Responds in…” column refers to how long I can expect to wait before hearing back from an agent, publisher, or publication, for example 3-4 weeks if interested, one month if interested, 6-8 weeks, etc. Knowing the date submitted as well as the “responds in,” or turnaround, time can help you determine when you should give up on a certain publisher, agent, or publication, and move on to other options.
If an agent, publisher, or publication responds, I return to this column and add the date I received the response and/or the amount of time that elapsed between my submission and the publisher’s/agent’s/publication’s response. This way, if I ever submit work to the same agent, publisher, or publication, I can estimate with even more accuracy when I might expect to hear back.
In this column, I track whether the piece was accepted for publication or not (I categorize pieces that were ignored as “rejected”). I have read of other writers who find the word “rejected” too harsh and discouraging, but I have found this whole writing business requires a tough skin, so if my writing is not accepted by an agent, publisher, or publication, I just call it what it is: rejected.
If a piece of my writing is accepted for publication, I record the date it was published. This information comes in handy when updating my resume or my LinkedIn and Contently profiles, writing cover letters or query letters, or locating my work online. It also gives me an idea of when my dry spells and hot spells have been, allowing me to look for patterns and identify what factors might have led to publishing success in a certain time frame, but a lack of success in another.
The last column of my spreadsheet details how much money, if any, I earned from a certain piece of writing. This can be helpful for tax purposes, budgeting purposes, etc.
You will need to decide what categories are most appropriate for your own submission spreadsheet based on your writing and your organizational style, but the above are some fundamental ones to consider in getting started. Others might include word-count or line-count, draft number, time elapsed from starting to finishing a piece, feedback received from publication/agent, etc.