How to Avoid Double Submission Pitfalls

The allure of getting your work published is powerful. So powerful, in fact, that it can sometimes lead writers into a tangled web of double submissions – a sin in the publishing world that can damage your reputation, burn bridges, and ultimately hinder your career. This isn’t about accidental clicks or minor oversights; it’s about understanding the insidious nature of double submissions, the varied forms they take, and the meticulous strategies required to eradicate them from your workflow. This definitive guide will equip you with the knowledge and actionable steps to navigate the complex landscape of literary submissions with integrity and precision, ensuring your brilliant work finds its rightful home, one submission at a time.

The Scourge of Double Submissions: Defining the Foe

Before we can conquer double submissions, we must understand them. At its core, a double submission is the act of submitting the same piece of work, or a substantial portion thereof, to multiple publishers or literary entities simultaneously. This isn’t merely frowned upon; it’s often explicitly forbidden by submission guidelines and can have severe consequences.

What Constitutes a “Double Submission”?

It’s not always as straightforward as sending the identical manuscript to two different agents. The nuances are critical:

• Simultaneous Submission (The Most Common Culprit): This is the quintessential double submission. You send your short story to Literary Review A today, and then, before hearing back, you send the exact same story to Literary Journal B tomorrow. Both venues are considering the piece at the same time. This is a direct violation of most submission guidelines unless explicitly stated otherwise (a rare occurrence).
  • Concrete Example: You just finished your poignant personal essay about grief. You email it to The New Yorker’s “Shouts & Murmurs” section. Five minutes later, you think, “Maybe The Atlantic would like it too!” and send it there. This is a simultaneous submission.
• Near-Identical Submissions (The Subtle Trap): This involves submitting a piece that has been minimally altered, perhaps a few paragraphs reworded, a character name changed, or an ending slightly tweaked, to different venues simultaneously or in quick succession. While not identical, the core narrative, themes, and significant portions of the text remain the same. Editors are astute; they’ll recognize it.
  • Concrete Example: Your protagonist, Sarah, in your flash fiction piece, just lost her job. You submit it to Flash Fiction Magazine. Then, you change Sarah’s name to “Emily,” make her lose her car instead of her job, and submit it to Tiny Spoon Magazine. The narrative arc, emotional core, and much of the phrasing are identical.
• Recycled Material (The Ethical Gray Area): This is distinct but related. It’s about submitting previously published work as if it were original, or repurposing substantial portions of published work for new submissions without proper disclosure. While not a “double submission” in the simultaneous sense, it’s a breach of trust and ethical conduct. Most journals acquire “first publication rights.”
  • Concrete Example: Your short story, “The Whispering Pines,” was published in Small Town Literary Quarterly two years ago. You decide to submit it to Big City Review without mentioning its prior publication, implying it’s new. This is a major no-no. If Big City Review only accepts unpublished work, you’ve misrepresented your submission.
• Submitting to Different Imprints/Divisions of the Same Publisher (The Overlooked Detail): Some large publishing houses have multiple imprints, each with its own editors and acquisition teams. Submitting the same manuscript to two different imprints of the same overall publisher without disclosure can still be problematic if they don’t share information seamlessly, or if their guidelines forbid it.
  • Concrete Example: Your novel manuscript is a perfect fit for Penguin Random House’s literary imprint, Riverhead Books. You submit it there. Then you think, “Maybe Ballantine Books (another Penguin Random House imprint) would be a good fit too,” and send it there independently. Unless specifically allowed by their guidelines or you disclose it, this can cause internal confusion and irritation.

Why “Just Don’t Do It” Isn’t Enough: The Underlying Motives

Understanding why writers fall into this trap is crucial for developing robust avoidance strategies. It’s rarely malicious intent; usually, it’s a mix of impatience, inexperience, and miscalculation.

1. Impatience and the Long Wait: Publishing is slow. The average response time for a literary journal can range from two months to a year. For a novel, it can be much longer. This agonizing wait drives many to consider simultaneous submissions as a perceived efficiency hack.
   • Writer’s Thought Process: “I sent my story to The Quarterly Review three months ago. I haven’t heard anything. If I just send it to another journal now, I’ll double my chances of hearing back sooner!”
2. Desire for Validation: Every writer yearns for acceptance. The thought of a piece languishing unread, or worse, rejected, can be difficult. Spreading submissions wide feels like spreading a safety net.
   • Writer’s Thought Process: “This story means so much to me. I need it to find a home. One submission feels like putting all my eggs in one basket.”
3. Misunderstanding Submission Guidelines: Lack of careful reading is a significant contributor. Many writers skim guidelines, missing explicit prohibitions against simultaneous submissions.
   • Writer’s Thought Process: “I saw they accept submissions. That’s all I need to know, right? I’m sure it’s fine.” (Spoiler: It’s not.)
4. Poor Organizational Systems (Or Lack Thereof): This is perhaps the most preventable cause. Without a robust system to track submissions, a writer can genuinely forget where a piece has been sent, leading to accidental double submissions.
   • Writer’s Thought Process: “Did I send ‘The Lighthouse Keeper’ to Oceanic Tales last month, or was that ‘The Broken Compass’? I can’t remember.”
5. Fear of Missing Out (FOMO): New journals or contests emerge constantly. The fear of missing a submission window for a seemingly perfect fit can prompt a rush to submit, overlooking existing pending submissions.
   • Writer’s Thought Process: “Oh my god, New Voices Review just opened submissions for their annual prize, and it closes in three days! My story is perfect for it. Never mind that it’s sitting with The Literary Alchemist.”

The Repercussions: Why This Matters More Than You Think

The consequences of double submissions extend far beyond a polite rejection. They can be career-damaging.

1. Burning Bridges with Editors and Agents: Editors exchange notes. Agents talk. If you establish a reputation as someone who disregards guidelines, you’ll find doors closing. An editor who discovers you double-submitted will likely never consider your work again.
   • Scenario: Editor A at Journal X accepts your story. Then Editor B at Journal Y also accepts it. When you withdraw from Journal Y, Editor B sees you simultaneously submitted. Both editors feel their time was wasted and their trust betrayed. Your name might be flagged internally.
2. Reputational Damage: Word spreads. In the relatively small literary world, a reputation for professionalism (or lack thereof) precedes you. This can affect future submissions, recommendations, and even professional relationships.

3. Wasted Time and Resources: For publishing houses and literary journals, reviewing submissions is a significant investment of time, effort, and often, money. When a double submission is accepted, it means they’ve invested resources in a piece that eventually gets pulled. This inefficiency is frustrating and costly.

   • Scenario: Your story “The Last Ember” has been through three rounds of reading at Fireside Stories Quarterly, finally accepted by the editor-in-chief, and slated for the next issue. Then you notify them you’ve accepted an offer from Burning Pages Journal. Fireside Stories Quarterly now has a hole in their issue, wasted editorial time, and a scramble to fill it.
4. Loss of Future Opportunities: A publisher might have been interested in your other work, or even approached you for an anthology. Discovering a double submission can sour this potential.

5. Legal and Ethical Issues (Especially for Novels/Books): For longer works, if two publishers offer contracts for the same manuscript and one discovers the other, it can lead to complex legal disputes and significantly jeopardize any deal.

   • Scenario: You secure an offer from Publisher A for your novel. While negotiating, Publisher B, who you also simultaneously submitted to, also offers. You accept Publisher A’s offer and withdraw from Publisher B. Publisher B is understandably upset and might circulate your name negatively among their network.

The Preventative Arsenal: Meticulous Strategies for Writers

Now for the actionable solutions. Preventing double submissions requires a multi-pronged approach encompassing meticulous organization, diligent research, effective communication, and a disciplined mindset.

Strategy 1: The Centralized Submission Tracker – Your Lifeline

This is non-negotiable. Every writer needs a robust, real-time system to track every submission. Forget scattered notes or relying on memory.

• Tool Choice:
  • Spreadsheet (Google Sheets/Excel): Highly customizable and excellent for filtering/sorting. Recommended for its flexibility.
  • Dedicated Submission Software (e.g., Submittable’s built-in tracker, specific writer’s apps): Can be useful, but ensure it meets all your tracking needs.
  • Physical Notebook (Not Recommended for Volume): Only viable for very low submission rates; easily prone to error.
• Essential Data Points for Each Row (One Row Per Submission):
  1. Work Title: (e.g., “The Clockwork Heart,” “Ode to a Forgotten Dream”)
  2. Version: If you have different drafts, specify (e.g., “v1.2,” “Final Polish”). Critical for understanding if a version of the work is out.
  3. Submission Date: (e.g., 2023-10-27)
  4. Submission Venue: (e.g., Agni, Ploughshares, Agent Smith Literary)
  5. Genre/Category: (e.g., Short Story, Personal Essay, Novel, Poetry)
  6. Response Period (Expected): Many journals state their typical response time. (e.g., “3-6 months,” “90 days”)
  7. Status: This is the most crucial field. Use clear, distinct categories:
     • SUBMITTED: The piece is currently under consideration. No other submissions of this piece can be made.
     • WITHDRAWN: You pulled the piece before a decision.
     • REJECTED: The piece was declined. It’s now free to submit elsewhere.
     • ACCEPTED: The piece was accepted. Record publication date if known.
     • ON HOLD/REQUESTED REVISIONS: Special status. Means it’s still “active.”
  8. Response Date: (e.g., 2024-01-15)
  9. Notes/Feedback: Any personalized feedback, editor’s name, agent’s comments, etc.
  10. Link to Submission Portal/Email: Direct link to the Submittable page or the sent email thread.
  11. Simultaneous Submission Allowed? (Y/N/N.A.): A quick reference.
  12. Exclusive Submission? (Y/N/N.A.): Another quick reference, often meaning the only place it can be.
• Live Example Entry:

Work Title	Version	Sub Date	Venue	Genre	Exp. Response	Status	Resp. Date	Notes	Link	Sim. Allow?	Exclusive?
The Whispering Sea	v3.0	2023-11-01	Oceanic Review	Short Story	4-6 months	SUBMITTED		Standard cover letter	submittable.com/oceanic-review/XXXX	N	N
The Whispering Sea	v3.0	2023-11-15	Coastal Anth.	Short Story	2-3 months	REJECTED	2024-01-20	Form rejection.	submittable.com/coastal-anthology/YYYY	Y	Y (Prize)
Echoes of Old Town	Final Draft	2023-12-10	Urban Quarterly	Personal Es.	6-8 months	SUBMITTED		Personalized, referenced article	email, attached PDF	N	N
The Rogue Comet	Novel MS	2024-01-05	Agent J. Doe	Novel	8-12 weeks	SUBMITTED		Query & first 10 pages.	email to agent@agency.com	N	N

• Actionability: Before any submission, consult your tracker. If a piece is marked “SUBMITTED” anywhere, even if it’s been months, DO NOT SUBMIT IT ELSEWHERE unless the original venue explicitly allows simultaneous submissions.

Strategy 2: Master the Art of Guideline Deconstruction

Submission guidelines are not suggestions; they are rules. Every word matters.

• Read Meticulously: Don’t skim. Read every single sentence from beginning to end.
• Locate the “Simultaneous Submission” Clause: This is your primary target. It will usually be explicit:
  • “We do not accept simultaneous submissions.” (Common. Means no.)
  • “We accept simultaneous submissions, provided you notify us immediately if accepted elsewhere.” (Less common. Means yes, with prompt withdrawal required.)
  • “Exclusive submissions only.” (Means no, and usually implies serious commitment.)
  • If it’s not mentioned, assume they do not accept simultaneous submissions. Silence means no.
• Identify “Previously Published” Rules: If your work has appeared anywhere (even your personal blog, sometimes), it may trigger this.
  • “We only accept previously unpublished work.” (Most common.)
  • “We accept reprints, but please disclose prior publication.” (Rare, usually for specific reprint anthologies.)
• Understand Word Counts and Genres: Submitting a 7,000-word short story to a journal that maxes out at 5,000 words is a waste of time and indicates a lack of professionalism.
• Print and Highlight: For major submissions, print the guidelines and physically highlight key clauses. This forces engagement.
• Create a “Venue Profile” in your Tracker: Add a column for “Simultaneous Allowed?” and “Previously Published restrictions?” to your spreadsheet. Populate these fields before submitting.

Strategy 3: The Withdrawal Protocol – Swift and Professional

Even with the best intentions, situations arise where you need to withdraw a submission. Perhaps a journal with a very slow response time suddenly accepts a piece you had marked for another, faster-acting venue.

• Act Immediately: As soon as you receive an acceptance offer from one venue, immediately notify all other venues considering the same piece. Do not delay. Do not wait until you’ve signed a contract.
• Be Clear and Concise: Your withdrawal email/message should be brief, polite, and professional.
  • Subject Line: “Withdrawal – [Your Name] – [Title of Work]”
  • Body: “Dear [Editor’s Name], I am writing to withdraw my submission, ‘[Title of Work],’ submitted on [Date of Submission]. This piece has been accepted for publication elsewhere. Thank you for your time and consideration.”
• Do Not Apologize Excessively: A polite thank you is sufficient. Over-apologizing can sound disingenuous.
• Use the Submission Portal (if applicable): If you submitted via Submittable, there’s usually a “Withdraw” option. Use it. If the editor has requested the piece or provided personalized feedback, also send an email. Some platforms may not notify the editor efficiently.
  • Concrete Example: Submittable Withdrawal
    1. Log into your Submittable account.
    2. Go to your “Submissions” tab.
    3. Find the specific submission.
    4. Click “Withdraw” or “More Options” -> “Withdraw.”
    5. Confirm the withdrawal.
    6. Optional but Recommended: If you had received any personal communication from an editor through Submittable, follow up with a quick message (still through Submittable) stating, “Just wanted to confirm I withdrew the submission for ‘[Title of Work]’ as it was accepted elsewhere. Thank you again!”

Strategy 4: The “One and Done” Mindset (Default Protocol)

Until you are 100% certain that simultaneous submissions are explicitly permitted, assume they are not. This is your default, safe operating procedure.

• Patience is a Virtue: Cultivate patience. Recognize that publishing is a marathon, not a sprint. Your work will find its home.
• Submit to Your Top Choice First: Instead of shotgunning, research diligently and submit your piece to your absolute top-tier, dream journal first. If they reject it, move down your list. This ensures you’re always aiming high while respecting guidelines.
• Rethink “Urgent” Deadlines: If a prestigious prize has a deadline tomorrow, but your top-choice journal still has your story under consideration, you have a decision to make.
  • Option A (Ethical): Withdraw the story from the first journal to submit to the prize. (This is the professional choice, but be aware you lose that first consideration.)
  • Option B (Unethical/Problematic): Submit to the prize, hoping the first journal rejects before the prize makes a decision. This is a double submission and highly risky.
  • The Best Practice: Plan ahead. If a prize submission period is coming up and you know their rules might conflict, strategically hold onto your best pieces or withdraw existing submissions before the prize window opens.

Strategy 5: Embrace Different Versions and Subdivisions

This strategy addresses the “near-identical” and “recycled material” pitfalls.

• Significantly Revise for Re-Submission (If Applicable): If a story has been rejected multiple times, don’t just resubmit it elsewhere. Could it be stronger? If you significantly revise a piece (e.g., change POV, major plot points, themes, characters, more than 50% new words), it can arguably become a “new” piece. However, if the core idea and substantial portions remain, still disclose prior rejections or significant revisions if asked.
• Break Down Larger Works: If you have a novel, you can often submit individual chapters or stand-alone short stories from the novel or universe, provided they actually stand alone and don’t explicitly overlap with the novel submission guidelines (e.g., if you’re querying the novel, don’t simultaneously try to publish a key chapter as a short story unless it’s a standalone excerpt often requested by agents/editors). Track these rigorously.
  • Concrete Example: You’ve written a fantasy novel. You’ve queried agents. You also have a vignette set in the same world, featuring secondary characters, that doesn’t reveal major plot points of the novel. This vignette can be submitted as a short story to a literary journal separately because it’s a distinct, standalone work. Update your tracker: “Vignette Name” submitted to Journal X, status “SUBMITTED.” “Novel Name” submitted to Agent Y, status “SUBMITTED.”
• Spin-Offs and Companion Pieces: Create truly distinct pieces based on the same universe or theme, but ensure they are not merely slightly altered versions of existing submissions.

Strategy 6: Professional Communication Etiquette

Communication isn’t just about withdrawing; it’s about building trust.

• Queries to Publishers/Agents: If you’re querying a novel, clarify their simultaneous submission policy in your first query if it’s not explicitly stated on their website. “Would you be open to receiving a simultaneous submission?” (Though typically, if they don’t say yes, assume no).
• Contest Rules: Contests often have strict rules about simultaneous submissions and prior publication, especially for prize eligibility. Read these 100 times. A prestigious prize won’t hesitate to disqualify if rules are broken.
• Prompt Responses: Respond to acceptance offers, rejection letters, or requests for more material in a timely and professional manner. This demonstrates respect for the editor’s time and solidifies your professional image.

Strategy 7: Leverage Technology Smartly

Beyond spreadsheets, use technology to streamline and automate.

• Email Organization: Create dedicated folders in your email client for “Submissions Sent,” “Submissions Pending,” “Acceptances,” and “Rejections.” Move emails immediately.
• Calendar Reminders: Set calendar reminders for “Check Journal X status (expected 6-month mark),” or “Follow up with Agent Y if no response by [date].”
• Cloud Storage: Keep all your manuscript versions, cover letters, and submission guidelines in a well-organized cloud folder (Google Drive, Dropbox). This ensures you’re always submitting the correct version and have reference material at your fingertips.
  • File Naming Convention: Develop a consistent naming system for your manuscript files.
    • TitleOfWork_JournalName_SubmissionDate.docx
    • TheWhisperingSea_OceanicReview_20231101.docx
    • TheWhisperingSea_V3_Final.docx (for your master file)
      This prevents you from accidentally submitting an old or incorrect version.

Strategy 8: The Psychological Shift – Patience and Resilience

Ultimately, avoiding double submissions is as much about mindset as it is about mechanics.

• Redefine “Success”: Success isn’t just immediate acceptance. It’s about maintaining professional integrity, building long-term relationships, and consistently putting your best work forward.
• Embrace Rejection: Rejection is an inevitable part of the writing life. Each rejection frees up a piece to find a better home. It’s not a personal failing; it’s part of the process.
• Focus on the Craft: Devote the energy you might spend worrying about simultaneous submissions into improving your craft. A stronger, more polished piece will eventually find its home.
• Celebrate Small Wins: Track rejections, but also track submissions. Celebrate sending a piece out. Celebrate reading guidelines carefully. Celebrate updating your tracker. These small acts of discipline reinforce positive habits.

The Absolute Exceptions (Know Them Intimately)

While the default is “no simultaneous submissions,” there are rare, explicit exceptions. Know them, understand them fully, and record them in your tracker.

1. Explicitly Stated Acceptance: The most common exception is when a journal or agent explicitly states in their guidelines that they accept simultaneous submissions, often with the caveat that you must notify them immediately upon acceptance elsewhere.
   • Checklist: Is it unequivocal? Is the notification requirement clear?
2. Professional Networking/Referrals: Occasionally, an agent or editor you’ve built a relationship with might suggest you send your work, even if it’s currently under consideration elsewhere, provided you disclose it immediately and explicitly explain the situation. This is a relationship-based exception and relies on complete transparency.
   • Checklist: Is it a direct, personal instruction? Did you explicitly disclose background?
3. Specific Anthology Calls (Rare): Certain anthologies might accept previously published work or simultaneous submissions, but this will be exceedingly clear in their call for submissions.
   • Checklist: Is it a specific “reprint” anthology? Are the rules unambiguous?
4. Novel Querying (Nuance): While it’s common to query multiple agents simultaneously for a novel, it’s generally not acceptable to submit the full manuscript to multiple publishers simultaneously unless an agent is actively managing that process and their policies allow for it. The agent will handle publisher submissions and advise on their specific protocols.
   • Checklist: Does your agent endorse this? Are you adhering to their specific strategy?

In all these exceptions, transparency is paramount. Always, always disclose the situation upfront.

Conclusion: The Path to Professionalism

Avoiding double submission pitfalls isn’t about rigid adherence to arbitrary rules; it’s about cultivating professionalism, respecting the time and resources of industry gatekeepers, and building a sustainable, ethical writing career. By implementing a meticulous tracking system, deconstructing guidelines, practicing swift withdrawal protocols, and adopting a disciplined “one and done” mindset, you not only prevent costly errors but also foster a reputation for integrity that will serve you well for years to come. Your writing deserves to be seen, and it deserves to be seen through a process that honors both your work and the industry that seeks to champion it. Master these strategies, and you will navigate the submission labyrinth with confidence, clarity, and undeniable professional grace.