20 Words You Should Absolutely Know Before Submitting to a Publisher

Essential Vocabulary for Writers - 5 Part Series

May 27, 2025

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Knowing the professional terms that guide the process of submissions and publishing increase the understanding of the process, your chances, and helps to respect the readers and editors on the other side. Here are 20 essential words to learn before you submit your writing.

But First,

WHO are you submitting to? Click for a quick overview of Publishers.

Submission Basics

Submission Guidelines – Specific instructions provided by a publisher or journal. Always follow them exactly, ignoring them can lead to an automatic rejection.
Cover Letter – A brief professional letter that introduces your work and your bio. It should be polite, concise, and tailored to the venue.
Author Bio – A short (50–100 word) third-person paragraph about you as a writer. Include any relevant publications, background, or themes.
Simultaneous Submission – Submitting the same piece to multiple outlets at once. Often allowed, but not always. Check the Submission Guidelines.
Exclusive Submission – The publisher asks to be the only one reviewing the work during a set window. You agree not to submit it elsewhere until they respond.
Unsolicited Submission – A piece submitted without invitation or with agent representation. Most literary journals and small presses accept these; many traditional publishers do not.
Submission (or Reading) Fee – A small fee (usually $3–$15) to cover administrative costs. ($20-35 is more common in contest submissions).
General Submissions vs. Contests:
General (or Open) Submissions — When a publisher, journal, or magazine invites writers to submit work during an open reading period, without prizes attached, and may or may not offer payment or contributor copies. Typically free or low-fee to submit. Great for building your portfolio and gaining visibility in the literary community. Response times can range from weeks to a year, or sometimes never.
Contests — A competitive submission process where work is judged, often blind, for the chance to win a prize (money, publication, book contracts, or exposure, mentorship, or residencies). Often requires a submission fee ($10–$35+). Judged by an editor, guest judge, or panel. Strict guidelines and firm deadlines. Finalists may be announced before winners, which can still be listed in your bio. Watch Out For: Contest ethics (check judge transparency and fee-to-winner ratios), rights and royalties outlined in winner contracts, and whether your name should be removed for blind judging.

Editorial Process Terms

Slush Pile – The collection of unsolicited submissions waiting to be read. Most editors read slush with hope, but time is limited.
Reading Period – The timeframe when a publication accepts submissions. Can be genre-specific. (e.g., poetry, nonfiction, fiction, short fiction, etc)
Response Time – The estimated wait before hearing back. Can range from weeks to over a year. Patience is part of the process. Tip: Stagger submissions so you always have a few irons in the fire.
Contributor Copy – Free issue (or copy) of the publication you’re printed in, often given in addition to payment.
Tear Sheet – A clipping or digital proof of your published piece, used for your portfolio or records.
Acceptance – The word you’ve been waiting for! But read the offer carefully, sometimes edits or rights negotiations follow. See rights below.
Form vs. Personal Rejection:
Form — a standardized, pre-written response sent by editors or agents when declining a submission. Everyone who’s declined receives the same message.
Often polite but generic, (i.e.,"This isn’t the right fit for us at this time.") and offers no feedback or details about why the piece was declined. They’re used to save time when reviewing large volumes of work. What it means: Your work didn’t resonate for this issue/project/reader, and it’s not always a reflection of quality—it’s about taste, fit, or timing. Also readers or editors may not have read beyond the first paragraph or poem.
Personal Rejection — a customized response that references your work specifically. May offer feedback, encouragement, or a reason for the decline. Mentions specific aspects of your submission, and often includes encouragement to submit again or revise. Sometimes outlines what did or didn’t work in the piece. These are typically sent when an editor was close to accepting or felt moved by the work. What it means: You’re doing something right—keep going. Your work stood out from the slush pile, and this editor may be open to future submissions or correspondence.

Rights, Terms & Publishing Language

First Serial Rights (FSR) – Grants the publisher the right to publish your work for the first time, in any medium (usually print or digital). After publication, the rights revert to you. Use Case: Standard for literary magazines and journals.
Important: Once published anywhere (even online in personal blogs), the piece can no longer be offered as “unpublished.”
Reprint Rights (or Second Serial Rights)– Grants a publisher the right to republish a work that has already been published. Use Case: Anthologies, "Best of" series, or journals that accept previously published work. Some places accept reprints, but most require unpublished and original work.
All Rights Reserved – A copyright status that means you keep all legal control. Some publications may ask for non-exclusive rights (the publisher can use your work, but you retain the right to publish it elsewhere.)
Author Contract – A legal agreement outlining what the publisher can and can’t do with your work. Always read it thoroughly and ask questions if you’re unsure.
Publisher-Required Nominations — Certain prestigious awards, like the Pushcart Prize, Best American Essays, or Best New Poets, do not accept submissions directly from writers. Instead, they require nominations from publishers, presses, or journals that have already published your work. It’s a mark of distinction if your work is nominated, and even being considered reflects editorial respect. Being selected (or included in a finalist list or anthology) can elevate your career, especially for emerging writers.
BONUS: Pushcart Prize: One of the most well-known small press awards, honoring the best poetry, fiction, and nonfiction published by literary magazines and presses each year.