The Art of Submission Guidelines: Why They Matter and How to Make Them Work

As someone who's spent years working with publishers and creators, I've witnessed a universal truth that makes editors everywhere sigh in collective frustration: submission guidelines are often treated as optional reading. This oversight isn't just a minor inconvenience, it's a systemic issue that costs time, strains resources, and potentially buries great work under a mountain of mismatched submissions.

The Submission Guidelines Paradox

Here's a startling reality: despite clear, detailed guidelines being readily available, publications report that 40-60% of submissions they receive don't meet their basic requirements. This isn't just about writers being cavalier, it's about a broken system that needs rethinking.

Why Guidelines Get Ignored?

Through conversations with both editors and writers, we've identified several key factors:

For Writers

• Overwhelming variety of submission formats across publications
• Guidelines buried in complex website navigation
• Urgency to submit leading to corner-cutting
• Multiple browser tabs of different guidelines creating confusion
• A belief that the editors simply won’t notice!
• Another belief that the quality of the submission may induce the editor to look the other way (hint: this rarely happens!)

For Publishers

• Limited tools to enforce guideline compliance
• Manual screening consuming valuable editorial time
• Difficulty maintaining consistent communication
• Challenge of updating guidelines across all platforms

The Cost of Non-Compliance

When guidelines are ignored, everyone loses:

Publishers Face:

• Increased processing time per submission
• Editorial burnout from repetitive screening
• Missed opportunities buried in inappropriate submissions
• Resources wasted on unnecessary correspondence

Writers Experience

• Higher rejection rates
• Longer response times
• Damaged relationships with publications
• Missed opportunities for appropriate submissions

Enter Smart Submission Management

This is where a platform like Dapple transforms the submission landscape. It doesn't just display guidelines, it actively ensures they're followed, benefiting both sides of the submission process.

Smart Screening

There's the option to switch on Ash AI to help screen submissions as soon as they land in your account. Here's what it does:

• Automatically checks submissions against guidelines you set
• Flags those submissions where elements fall outside of these guidelines in a submission summary
• Automatically tags a submission with appropriate submission tags

Customisable Forms

Without form fields, it's like the Wild West. There are no constraints on what a creator can add (or omit). Here's why form fields help:

• They can be customised with explanatory info, placeholder text, links to further guidelines
• Mandatory fields ensure crucial information isn't missed
• Different projects, each with different specific guidelines
• Offer a clear, step-by-step submission process
• A mandatory "opt-in" checkbox for creators to confirm they've read submission guidelines helps reiterate the importance of being truthful
• Built-in file type and size verification

Automated Communication

• Instant confirmation receipts
• Optional status updates at every submission stage
• Message templates (such as acceptance/decline) to speed up any creator comms
• Bulk messaging to update multiple creators in one go. 

Real-World Impact

Consider this scenario from a literary magazine we work with:

Before Dapple:

• 200 submissions per month
• 50% didn't meet guidelines
• 20 hours spent on initial screening
• 2-month response time

After Dapple:

• 250 submissions per month
• 95% guideline compliance
• 5 hours spent on initial screening
• 2-week response time

Best Practices for Modern Submission Guidelines

Guidelines shouldn’t be an afterthought, it’s one of the most important parts about setting up a submission call. Put yourself in the shoes of the creator and test with friends, family or even an AI tool to see if it’s clear, simple and easy to follow.

Be Crystal Clear

• Make clear, simple and succinct. Use bullet points where possible.
• Include examples of ideal submissions
• Clearly state deal-breakers upfront
• Update guidelines in real-time as needed
• Add the guidelines within the submission form itself and not just the website. Pro Tip: use the accordion submission field in Dapple which hides/collapses longer text so as not to increase the length of a form
• Add a mandatory toggle (”checkbox” in Dapple) that will require the creator to confirm they’ve conformed to all the guidelines. Stress the importance of doing this in the accompanying text.

Quality Control

• Set up Ash AI to screen for common issues (e.g genre or word count)
• Create custom workflows for different submission types or projects
• Create templates for responses to the common guidelines deviations
• Track and analyse submission patterns

The Future of Submissions

It’s a hard, cold fact that you’re always going to get rogue submissions that don’t follow the guidelines you’ve put in place! It’s also true, that by following the steps above, you’ll be able to quickly minimise the amount of errant submissions and gain back some of that valuable time. Using a platform like Dapple will certainly help. Modern submission management isn't just about digital forms, it's about creating an ecosystem where guidelines serve their intended purpose: helping great work find its right home. 

Want to explore how Dapple can help implement your ideal submission fee structure? Create an account for free or book a demo to learn more!