By Paul Lima

Keep this checklist handy to help you discuss/negotiate details of your assignment when an editor says Yes to your query. Use it as the basis of an assignment contract or letter of agreement.

When the editor says yes be prepared to discuss:

1. Angle/slant or central idea of the article: agree on this before you begin; it might change from your query.
   
2. Style: request a style guide or read the publication analytically.
   
3. Contacts for research/interviews: you may have contacts, but the editor may have some ideas as well - ask!
   
4. Word count: agree upon a word count and stick to the agreed upon word count, unless you have way more or way less material than you thought you'd have; if that's the case, discuss a revised word count with the editor, who may not have room to budge.
   
5. Sidebars: if you can sell a sidebar, you can produce extra income.
   
6. Deadline: discuss it, agree to it, meet it. No excuses.
   
7. Fact checking: Find out if the editor conducts fact checking; if so, let your interviewees know; keep a list of documents and Web sites used in researching your article.
   
8. Contact list: supply a list of contacts (names, email addresses, phone numbers) with your article, even if not requested; it will help keep you organized and help the editor arrange photos or illustrations or check facts.
   
9. Photography/illustrations: something you can do for extra income? Know before hand if you have to ask the interviewee to supply pictures to your editor; saves call backs.
   
10. Return of photos/illustrations: if you supply them and want them back, set up a return process and return date.
    
11. Method of filing: email, no doubt; Word file? Text file? Embedded in email message? Find out.
    
12. Fee: per word or per article (within given word range); avoid payment on per edited word (if the article is cut, so is your payment).
    
13. Expenses: does the publication pay for long distance calls, travel, lunches you buy the interviewees? Know where you stand before you spend and find yourself out of pocket.
    
14. Rights sought: First Serial (print) rights: local, regional, national; Electronic (web, database); Translation; Copyright; Moral rights... Know what you are selling (and getting paid for).
    
15. Contract or confirmation letter: Is a contract required? If so, who provides it? Is confirmation letter required? If so, who initiates it? If you send the confirmation letter, use this list to help you create it.
    
16. When/who to invoice: no invoice, no pay, in most cases; find out who you invoice.
    
17. Payment due: Upon receipt; upon acceptance; upon publication. Know the differences.
    
18. Maximum Time to Publication: crucial if payment is due upon publication; negotiate payment in full if publication of your article exceeds maximum time to publication.
    
19. Kill fee: under what circumstance(s) is an article "killed"; what fee is paid if/when an article is killed.
    
20. If: Editors are busy people. They liked to be left alone. But, contact your editor if:
• You have less/more of a story than discussed
• A vital contact is not co-operative
• You absolutely need a deadline extension (but see Point Six first)

(Paul Lima is a freelance writer, writing instructor and media interview trainer. He is a member of the Toronto Chapter of the Professional Writers Association of Canada. You can read samples of his business and periodical writing, and more about his writing and media interview training services, online: www.paullima.com) 

Paul Lima
VP Communications
PWAC Toronto
www.pwactoronto.org
© 2003 Paul Lima 

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