Submission Etiquette

   

     The publishing world is rather small considering authors are found all around the world. One problem that is shared is the way authors act and react when it comes to publishers and editors. 

         Authors used to be half afraid of editors and publishers, but apparently, most aren’t anymore. Some authors don’t seem to have even good manners when dealing with publishers and/or editors. In fact, some are rude and arrogant.

         Let’s look at some submission etiquette.

1. Follow the guidelines for submissions for the publication exactly. Don’t assume that you know better or that you can “do your own thing,” and your submission will be accepted because you’re such a wonderful writer.

2. Be sure your submission is well-written with few mechanical, grammar, or spelling errors and shows rather than tells. Publishers are not interested in doing major editing jobs on manuscripts. Have your manuscript edited by a professional who knows and understands what is wanted by publishers, not who just knows grammar.

3. Give the editor or publisher time to consider your submission. A good way to upset the person making the decision as to whether to accept your work or not is to become a nuisance.

4. Don’t assume that the publisher or editor will automatically remember your name or the title of your work. Many names and titles cross the desk or computer of an editor every day.

5. If your work is rejected, don’t continue to demand reasons from the editor rejecting it. It is not his/her job to give you an edit-job or to give reasons for the rejection. If a publisher is nice enough to give a few suggestions so you can improve your work, don’t keep asking for more.

6. If you are given the option of revising your manuscript and re-submitting, count your blessings and do it. Not every publisher gives another opportunity.

7. Nothing obligates a publisher to accept your work. With more submissions than open slots in a publisher’s schedule, the publisher has the right to accept the manuscripts that “fit,” and to reject those that are not acceptable.

8. Don’t continue to call or email an editor or publisher unless your work has been accepted and an editor is assigned to you.

9. Throwing a fit or calling editors or publishers names does not endear you to anyone and makes acceptance less likely – acceptance by other publishers, too. Word does spread.

10. If your manuscript is accepted, then work with your editor or editors. You become a team, and if you cooperate, your book will benefit. Be uncooperative, and you may be without a contract and not well-liked. Again, word does spread.

11. You don’t have to become a “slave” to an editor or publisher, but you need to realize who controls whether your manuscript becomes a published work or not. Good manners are always a good decision. If you are respectful under all circumstances, you are more likely to be treated respectfully.

         Those ideas are just a few tips for good etiquette concerning submissions, but they will help provide a better relationship and allow publishers and editors to have kind thoughts about writers.
 


           For anyone wanting to submit to 4RV Publishing, follow the guidelines found under submissions on http://4rvpublishing.com    

Intra-Company Etiquette

 by Vivian Zabel    

      Several articles concerning different types of etiquette have appeared in this newsletter. I thought I'd follow up with one dealing with intra-company etiquette or good manners. Since I worked in the business world for several years, as well as a teacher in one of the largest companies in the world -- the school system, I learned many things about what helps make life less stressful for employee and employer.

     No, I don't have all the answers, but I do have a few tips that could make a difference. I hope the following article helps make your company relationships work better.

Intra-company Etiquette I

    In any business or company, a protocol exists to address concerns, problems, or day-to-day occurrences or business. Those “rules” make the business run smoother and helps to avoid problems, or avoids aggravating existing problems. Businesses, including 4RV, have protocols in place for those reasons, and when anyone avoids, circumvents, or bends protocol, problems arise. 

    One example, 4RV has the request (actually requirement) that authors and illustrators avoid direct contact with each other unless the president or vice-president gives limited permission. One author insisted that the two be able to contact each other and that the author “guide” the illustrator. The result, part way through the book, the illustrator quit. If a person doesn’t understand the need for a “rule” or requirement, ask and then respect that the “powers that be” know what they/he/she is doing, even if the answer is that is the way the company wants something done.

   Therefore, what does intra-company etiquette mean? Such etiquette addresses the relationships, the procedure, the way things occur between members, employees, employers, staff, etc. in a company; most such protocol or behavior means using good manners and being respectful of others. Below are a few “rules” that apply anywhere, for any type business:

1.  Follow communication protocol. If your superior is to be included in the loop, don’t leave him out for any reason. Doing so undermines his position and creates hurt feelings and a lack of respect for the person not following protocol and for the superior. 

2.   Don’t gossip and discuss company business unknown by a superior who needs to be included, or with people who have no need to be included. For example, an illustrator directly contacts an author and discusses material without including the art director, or a staff member contacts another staff member without including their superior because the first is not happy with the supervisor.  In both examples, someone is showing great disrespect for a superior and for the other person placed in an awkward and compromising position.

      Example: At 4RV, everyone is to Cc certain people in emails. Yes, at times we forget to “reply all,” but leaving a required Cc off an email causes problems and often undermines the position of the person deliberately “forgotten.” Such action also shows a lack of respect.

          3.  Sharing business information with someone else in the business who doesn’t need to know undermines coherency in a company. Unless it’s “George’s” right to know what “Bob’s” salary is, “Craig” is breaking protocol to share the information.

           4.  Complaining about what happens in the company doesn’t help, in fact hinders a solution to an actual problem. Anyone who has a problem should go to his/her supervisor. Only if no solution is found, should he go elsewhere to find help — and then to someone further up the line, not to others who cannot help.

          5.  Do not undermine a superior by telling another person in the company that the superior wants something done a certain way but that way is not what others in the same business do, insinuating the “boss” is wrong. If a superior, especially the “boss,” wants something done a certain way, it is not the right of a person who may disagree to undermine the superior’s position. Such action is rude and disrespectful.

    

     6.  Management should respect those under themselves in the hierarchy of a company, too. Nothing about an individual should be discussed with anyone who doesn't need to know the information. Respect should be shown and exercised no matter how "important" anyone is within the company.  

     Just a few suggestions for making relationships smoother in a company. I know others exist, but these five are a start. Later I’ll address etiquette between a company and its clients.

4RV Website  
4RV Bookstore    

What is the etiquette when approaching an artist for your book?

by Aidana WillowRaven

At one time, the only authors who would approach an artist to illustrate their book or cover art were indie authors, but more and more small publishers are permitting authors more creative control by allowing them to hire qualified artists on their own, as long as the work meets their standards. Of course, the majority of traditional publishers still choose the artist for your book without much say from the author, but that is not what this post is about. So let's pretend, for this post, that you are on a quest to find an artist for your book.

First, you need to determine what you can afford. If you can not afford to pay a professional standard rates, don't seek professional artists. It is not only a waste of time for both parties, but it's insulting to the publishing professional, and word like that gets around, especially with today's addiction to the internet.

You especially do not want to approach a professional artist via email with a lengthy description about your book, the characters, and an exhausting description of your mission, only to conclude with a requirement for free samples as well as a vague royalty-only arrangement for compensation with a publisher that they've likely never heard of and has an unknown track  record (at least as far as the artist is concerned). Even worse, upon looking up said publisher, all that can be found is an incomplete website/splash page announcing "Website coming soon" and "New independent publisher." This will not instill confidence  that the artist will ever see a penny of compensation for their work and experience.

If you are guilty of the above, than you more than likely got either a smug response or no response at all ... lol.

If you are on a limited budget, or no budget at all, then target artists that are new to the industry and need to build a professional portfolio, like students or hobbyists. They need the validation and exposure of published work as much as you need a good image. They also need to learn the ropes. College, no matter the degree, does not provide good ole experience. Rarely will you find an experienced artist willing or able to work for royalties with an unknown publisher.

If you can afford to hire the artist you want, then by all means do so. Make sure you ask a lot of questions: if they are knowledgeable of the field in general and their particular industry; if their rates are fair (meaning do research first as to what professionals of your particular genre charge); and if they have the experience to give you what you seek. Also make sure that the publisher approves their work or style before investing your money. Artists don't usually have a return policy. The cover artist and illustration industry has taken a huge hit in the last few years, just like every other industry, so hire when you can. Too many skilled artists are forced to work for beans (and not magic ones, either) or give in and get 'real jobs' outside their true field.

And no matter whether you are approaching a professional artist or a newbie, the first contact is not where you overload them with details about your marketing plans or certainties of a successful book. Just like in a cover letter to a publisher you want to read your manuscript, first contact should be simple and to the point. Let the artist tell you what he or she wants or needs to know before they make a decision. Some will want all of the details, many won't.

Good luck on your search finding the right artist, both for your book and your budget. :D

Aidana WillowRaven

Art Director & VP of Operations

4RV Publishing

*All books featured in this post are available through the 4RV Publishing Bookstore. In addition, all of the covers were created by Aidana WillowRaven. 

Publisher - Author Etiquette

by Vivian Zabel

          Finally an author has a contract from a publisher in hand. Now all he has to do is sit back and wait for the money to come rolling in, right?

          A publisher has several excellent books under contract. After the manuscripts are edited at least lightly, all the company has to do is sit back and watch the money fill its coffers, right?

         Actually no. After an author and publisher sign a contract, the work begins, and successful launching of a book depends on cooperation between company and writer. One way to avoid some minefields in the process requires etiquette, good manners. Let’s examine a few “tips” for good publisher/author etiquette.

1. The publisher (meaning all upper staff) should remember that the author’s excitement and desire to know every step of action means he wants his book to be the best it can be. Allowing the author to realize that he can’t be involved in every portion of the process should be gentle and caring, not hateful.

2. The author should remember that the publisher’s desire to have the book edited to the nth degree means he wants the book to be the best it can be. Working with the editor(s) results in a much better book and fewer problems.

3. The publisher must be kind, even when informing an author to grow up and let the publisher do the job needed.

4. The author needs to realize his publisher does know what to do and the best way to do the job of producing a quality book.

5. The publisher should always publicly promote authors in a positive way. Even if one person is easier to work with doesn’t give his book more importance over the book from a more difficult author.

6. The author should acknowledge the publishing company in interviews and reviews, giving links to the publishing company. That doesn’t mean the author should bow down to the company and “gush” about it, but giving credit for the group that made the book possible is good manners.

7. The publisher giving credit to authors, illustrators, artists, and editors aids in promoting books they helped create. Without the full team working together, the publisher wouldn’t have quality books.

8. The author should give credit to editors, illustrators, and/or cover artists who helped make his book one that interests readers. Sharing credit for a successful book doesn’t take any glory from an author.

9. The publisher shouldn’t distract from an author’s accomplishments. Praise never hurts a relationship, especially if justified.

10. The author shouldn’t distract from his publisher by including books from another source with the books or book from that publisher. Any promotion of other books from other publishers or that are self-published should not be posted or linked to the publisher’s information (blogs, websites, etc.).

          I’m sure there are other areas where good manners aid in good relationships in the author/publisher arena, but those ten are a good beginning.

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          Now, for those who celebrate Easter: May today bring peace, hope, and love through Christ's sacrifice for us.

Vivian Zabel author of Stolen  

4RV Publishing

4RV Catalog