Ask the Agent - www.ezboard.com

At this Forum, Andy Zack, The Zack Company (a literary agent), is hanging out answering questions from writers about agents. He is only there to answer questions and asks that no one pitch him. His site address is available for submission instructions. This is just a section of the thread I wanted to share with you. Please feel free to visit the site and review the entire thread.
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Question:

How do agents (as far as you know or from your own experience) keep track of queries, partials or complete? Do you have a system?

Or let me put it this way: If in a query, I mention a recommendation and send you a synopsis and bio, should I include the same information in the partial or complete ms package so that you don't forget (so-and-so recommended me or what the story is about in a nutshell)? Or do you keep a file so that you can quickly reference previous correspondence, so the author doesn't have to keep telling you the same thing?



I can't speak for other agents, but all we do is keep an alphabetical file of queries for which we've requested more material. When the material comes in, we attach the original query and then put it in the reading pile. The reading pile is ordered by date of ORIGINAL query, not when the requested material came in. That way, the first author to query us is the first to get his material read. We developed this system when we were requesting material only two or three times a year, in great big batches of queries that covered three or four months. Now we request material on the fly and the system may have to change, but that's how it works now.

We do not log anything into a computer. And I don't know that you need to include a copy of his request letter, though if the letter was personal and commented on various matters, it's not a bad idea--saves him from having to look it up. I would, however, mark the outside of the envelope 'Requested Material.'

Quote:
---------------------------------------------------------------------How do agents (as far as you know or from your own experience) keep track of queries, partials or complete? Do you have a system?

Or let me put it this way: If in a query, I mention a recommendation and send you a synopsis and bio, should I include the same information in the partial or complete ms package so that you don't forget (so-and-so recommended me or what the story is about in a nutshell)? Or do you keep a file so that you can quickly reference previous correspondence, so the author doesn't have to keep telling you the same thing?
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I can't speak for other agents, but all we do is keep an alphabetical file of queries for which we've requested more material. When the material comes in, we attach the original query and then put it in the reading pile. The reading pile is ordered by date of ORIGINAL query, not when the requested material came in. That way, the first author to query us is the first to get his material read. We developed this system when we were requesting material only two or three times a year, in great big batches of queries that covered three or four months. Now we request material on the fly and the system may have to change, but that's how it works now.

We do not log anything into a computer. And I don't know that you need to include a copy of his request letter, though if the letter was personal and commented on various matters, it's not a bad idea--saves him from having to look it up. I would, however, mark the outside of the envelope "Requested Material."

Personally, I'm very environmentally concerned and I find it annoying when someone uses a giant USPS Priority Mail box to send me a chapter and synopsis. Chances are that any author will need a regular supply of materials when making submissions, so here's my suggested shopping list:

For sending out queries, get some #11 business envelopes and also some #10 business envelopes. Send out your queries in the #11, including a $10 SASE. This way, you will not have to fold the #10 and the agent will not have to unfold it.

Use large paperclips rather than small. The small ones fall off too easily.

Use binder clips for sample chapters. Don't staple them and don't use butterfly clips.

Get 10 x 13 manila evelopes for sending out sample chapters. The 9 x 12 envelopes are often too small and the 10 x 13 will work on anything from one to three chapters.

Should an agent request a manuscript, put it in a sturdy box (not just a Kinko's box). You can order fairly sturdy boxes called "literature mailers" from Viking Office Supply (www.vikingop.com) and Uline shipping (www.uline.com). Then put that into another box to actually mail it. You want your manuscript to show up crisp and ready-to-read.

Speaking of crisp...if you are printing your own copies, I recommend a paper of at least 92 brightness. If you are using an inkjet printer, use inkjet paper. If you are having your manuscript photocopied, speak with the copy shop to see what your paper options are. A good copy does make it easier to read the manuscript.

Also, make sure you DATE your query letter and any other correspondance. Make sure your name and address are on PAGE ONE of your query, preferably at the top of the page. Be sure to include your telephone number and your email address. DO NOT include your Social Security Number. No agent needs that unless they are paying you money.

If you are going to send out a fair number of queries, sample chapters, etc., you may want to open an online postage account. If you visit my site's Submissions page at http://www.zackcompany.com/submissions.htm, you can find a link to the one I use.



Andy Zack
President
The Zack Company, Inc.
www.literaryagent.info