How to Use “Send To Publisher” in Your Publishing WorkflowSubmitting a manuscript is one of the most pivotal steps in an author’s journey. The “Send To Publisher” action—whether it’s a button in your manuscript management software, a file transfer to an acquisitions team, or the act of emailing your polished work—marks the transition from drafting to potential publication. This guide walks through practical steps, timing, formatting, and post-submission tracking so you can use “Send To Publisher” confidently and efficiently.
Why the “Send To Publisher” Step Matters
Sending to a publisher is more than hitting “send.” It signals professionalism and readiness. A clean, correctly formatted submission increases the chances your manuscript will be read seriously, considered for acquisition, and moved into the editorial pipeline. Preparing thoroughly reduces back-and-forth and speeds the review process.
Prepare Your Manuscript Professionally
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Finalize content
- Complete all revisions, beta-reader feedback, and fact-checking.
- Run a final proofread (or hire a professional proofreader) to catch grammar, punctuation, and consistency errors.
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Check structure
- Ensure front matter (title page, dedication, acknowledgments), table of contents (if appropriate), body, and back matter (appendix, bibliography, author bio) are present and in the publisher’s expected order.
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Consistency and style
- Use a consistent style for headings, chapter numbering, and scene breaks.
- Apply the publisher’s style guide if provided (e.g., Chicago, APA).
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File format and naming
- Save your file in the publisher-preferred format (commonly DOCX, PDF for sample pages, or EPUB for finished e-books).
- Name files clearly: AuthorName_Title_VersionDate.ext (e.g., Smith_Jane_BlackRiver_2025-08-31.docx).
Match Publisher Guidelines Exactly
Each publisher or acquisition platform has specific submission guidelines (file types, word count limits, required documents like a synopsis or marketing plan). Ignoring these can result in immediate rejection or delayed consideration.
- Read the submission guidelines thoroughly.
- Prepare ancillary materials: query letter, one-page synopsis, author bio, marketing ideas, comparable titles.
- Tailor your submission packet to the publisher’s preferences (some want a full manuscript, others request sample chapters or a proposal).
Choose the Right Moment to Send
Timing matters for visibility and response speed.
- Avoid holidays and major industry events when staff may be out of office.
- If you have an agent, coordinate timing with them; agents often control submission cadence.
- For time-sensitive topics (e.g., topical non-fiction), expedite but still respect quality control.
Use the Appropriate Channel: Portal, Email, or Agent
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Online submission portals
- Many publishers prefer portal submissions (Submittable, proprietary systems). Portals often require specific fields and file uploads; fill everything in.
- Keep a screenshot or confirmation number.
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Email submissions
- Put a brief, professional subject line: Query: [Title] — [Genre] — [Author Name].
- Include required attachments and paste any requested sample text into the email body if asked.
- Use a readable font and clean signature with contact details and links to your author website or social media.
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Through an agent
- Agents submit on your behalf and manage correspondence. If represented, never submit directly without the agent’s approval.
What to Include with “Send To Publisher”
- Query or cover letter: Short, hook-driven, and professional.
- Synopsis: One- to two-page summary (or as requested).
- Full manuscript or sample chapters: As per guidelines.
- Author bio and platform statement: Brief, relevant credentials and audience reach.
- Marketing plan or comps: Optional but useful for non-fiction or niche fiction.
Quality Control Checklist Before Sending
- [ ] Final proofread completed
- [ ] File correctly formatted and named
- [ ] All required attachments prepared
- [ ] Submission guidelines rechecked
- [ ] Contact details and metadata accurate
- [ ] Backup copies stored securely
Send With Confidence — and Track It
After sending, record submission details in a tracker:
- Publisher/agent name
- Date sent
- Materials included
- Submission channel and confirmation number
- Expected response time
- Follow-up date
This keeps you organized and prevents duplicate submissions.
After You’ve Sent: Managing Expectations and Next Steps
- Typical response windows vary widely: weeks to several months.
- Avoid simultaneous submissions to multiple publishers unless explicitly permitted—know each publisher’s policy.
- Use the waiting period productively: start your next project, research other publishers, or refine marketing materials.
If you receive a rejection:
- Read any feedback carefully; some rejections include useful notes.
- Consider revision or submitting to another publisher/agent.
- Keep rejections in perspective—many successful authors received numerous rejections before acceptance.
If you receive an offer:
- Review terms carefully; consider legal or agent advice before signing.
- Discuss editorial changes, timelines, and marketing expectations with the publisher.
Technical Tips for Common Problems
- File corruption: Export to PDF for safe viewing alongside editable DOCX.
- Large files: Compress images, use cloud links if permitted, or follow publisher instructions for large submissions.
- Formatting differences across platforms: Test open your files on another device or software version.
Example Submission Email (Concise Template)
Subject: Query: [Title] — [Genre] — [Author Name]
Body:
- One-paragraph hook for the book
- One-line credential/platform note
- List of attachments (Manuscript – [word count], Synopsis, Author bio)
Close politely and include contact details.
Final Notes
The “Send To Publisher” moment is a milestone: treat it with professional care. Following guidelines, preparing complete materials, and tracking submissions will make the process smoother and increase your chances of being taken seriously. Good preparation communicates respect for the publisher’s time and maximizes the opportunity for your work to be read.
If you’d like, I can draft a submission email and query letter tailored to your manuscript—tell me genre, word count, and a one-sentence hook.
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