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A submission is any time you send your writing to an agent or a publisher. That can include:
A Query Letter
A short pitch letter (usually about a page) that introduces your book, shares the hook, lists the basics (genre, word count), and gives a quick line or two about you.
Book Proposal
A document that explains what your book is about, who it’s for, why it will sell, and what’s inside. It often includes an outline, sample chapters, and information about your platform or experience.
Sample Pages
A small portion of your book (often the first 5–10 pages or first 3 chapters) so they can get a feel for your voice, writing style, and story setup. It helps them decide if they want to read more.
Full Manuscript
The complete book draft … usually send this only after an agent or publisher asks for it.
And submissions can happen through email, website forms, or submission portals. The rules vary wildly, which is another reason tracking helps.
The Biggest Reasons You Should Track Submissions
Let’s look at the biggest reasons you should track your publishing submission.
To Avoid Sending Twice
It’s surprisingly easy to resubmit to the same place when you’re juggling a long list which happens more than you think.
♦ Example: You sent your thriller to Bright River Press in March. It’s July, you’re building a new list, and you see their name again. You think it’s familiar … but you’re not sure.
With a tracker, you’ll know in seconds. No guessing. No stress spiral.
It’s Easier to Follow the Guidelines
Every agent and publisher has their own rules or submission guidelines.
♥ One says: Query + synopsis + first 10 pages.
♥ Another says: Paste the first 3 chapters in the email, no attachments.
Tracking what each place wants means you don’t have to keep re-reading guidelines every time you submit or follow up.
♦ Example: An agent replies: Thanks — can you send the full manuscript?
If you’ve tracked your versions, you’ll send the right file immediately instead of digging through 12 folders named “final_FINAL_revised2.
It’s Time Saving
You save time and mental energy. Not tracking tasks leads to wasted time and repetition.
♥ Re-finding submission pages
♥ Re-checking rules
♥ Rebuilding your list each time
♥ Re-figuring out who you’ve already contacted
With a tracker, you build it once … then update as you go.
It’s More Professional
Publishing is creative … but it’s also business, and being organized helps you look professional.
If someone asks:
♥ When did you submit?
♥ What version did you send?
♥ Did we request a full or a partial?
…you can answer quickly and clearly. That’s not extra. That’s a pro move.
It Helps Momentum
Rejections sting. Waiting is exhausting. And without a plan, it’s easy to stall out. A tracker helps you stay in motion because it turns this into a process.
Instead of: I got a rejection. I’m done.
It becomes: Okay … that one’s a no. Next I’ll submit to these two places. Then I’ll follow up where it’s allowed.
It’s forward motion you can actually see.
What you Should Track
You don’t need a complicated system. Start simple
Here are the most helpful fields:
Publisher or agent info
♥ Name of publisher/agent
♥ Imprint name (if they have one)
♥ Website link / submission link
What they accept
♥ Genres they want (romance, fantasy, nonfiction, etc.)
♥ Word count limits (example: “80k–100k”)
What you sent
♥ Query / proposal / sample chapters / full manuscript
♥ How you sent it (email, form, portal)
Dates and status
♥ Date submitted
♥ Status (sent, rejected, requested more, accepted, no response)
Version tracking (super important)
♥ Project title
♥ Version number or date (example: “Draft 3 – July 10”)
Notes
♥ Any personal details you used (met previously at Margo’s book launch)
♥ Any feedback they gave
♥ Response time they claim on their site (“8–12 weeks”)
♥ Follow-up rules (“Don’t follow up before 90 days”)
A Simple Example
Here’s what one entry might look like:
Agent: Sam Lee Literary
Imprint name: Best Books
Submission link: www. bestbooks.xyz
Genre: Psychological thriller
Word count limits: 10k-20k
What they want: Query + synopsis + first 10 pages
What I sent: Query + synopsis + 10 pages
Version: Draft 4 (Oct 2)
Sent Via: portal
Date submitted: Oct 5
Status: Sent
Response time: 8–12 weeks
Follow-up: Allowed after 12 weeks
Notes: Mention meeting them at an author launch
Now imagine you have 20 of these. Without a tracker, it becomes a blur. With a tracker, it’s clear.
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A Simple Workflow
Here’s a tracking routine that actually works:
Step 1: Fill in the row before you submit
Add the agent/publisher and their guidelines first. This prevents oops moments like sending the wrong pages.
Step 2: Submit your materials
Send the query/proposal/sample.
Step 3: Update immediately
Right after you hit send, update:
♥ Date submitted
♥ What you sent
♥ Status = Sent
This takes 30 seconds and saves you headaches later.
Step 4: Add a follow-up date (if allowed)
Many places say things like:
♥ Do not follow up.
♥ Follow up after 12 weeks.
♥ If you don’t hear back in 90 days, assume no.
Track that rule so you don’t follow up too early (or forget entirely).
Step 5: Check your tracker once a week
Just a quick check:
♥ Any follow-ups due?
♥ Any no response that hit the deadline?
♥ Any new places to submit?
Weekly is enough. No need to obsess daily.
Optional: Add colour-coding
Think about using a colour code to keep yourself organized. Stoplight colours work great:
♥ Red = no
♥ Orange = pending
♥ Green = yes/request
But honestly, use whatever makes your brain happy.
Tools You can Use
Pick the tool you’ll actually open next week. Something simple.
Good options:
♥ Google Sheets / Excel (simple and fast)
♥ Notion database (great if you like filters and tags)
♥ Trello board (good if you like “To Submit / Submitted / Waiting / Rejected” columns)
♥ A notebook (yes, paper works if you prefer it)
The best tool is the one you’ll keep using.
How Tracking Helps You Improve
After a few months, your tracker teaches you things.
You can spot patterns like:
♥ Which places respond quickly
♥ Which places never respond
♥ Which subgenres are a better match for you
♥ Which version of your query gets more requests
♦ Example: You notice that when your query focuses on the main character’s central problem, you get more full requests. So you double down on that angle.
That’s actual progress you can measure.
Common Tracking Mistakes (and easy fixes)
Mistake: Tracking too much and quitting
Fix: Start with basic columns. Add more later if you need them.
Mistake: Forgetting which version you sent
Fix: Always include a version/date column.
Mistake: Following up too soon
Fix: Track response windows and follow-up rules.
Mistake: Not updating right away
Fix: Make it a rule: update your tracker within 5 minutes of submitting.
Key Takeaways
1. Follow the guidelines every time.
2. Track what you send and when you send it.
3. Keep your materials consistent and up to date.
4. Expect waiting, and plan for it.
5. Use submissions to improve your strategy.
Last Words on Tracking Publishing Submissions
Tracking your submissions helps you feel more in control. It saves time. Prevents mistakes. Helps you follow guidelines. And most importantly … it keeps you moving, even when the waiting feels endless.
Because you’re not just “sending stuff out.” You’re building a writing career … one submission at a time.
Happy writing!
Linda
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