Last week I discussed when and how to withdraw a story in Submission Protocol: When to Withdraw. In that post, we discussed a single situation when withdrawing a story might be the best thing to do. In this one, we’ll discuss two situations where it’s more cut and dry.
As with all things, check the submission guidelines before you send a withdrawal letter. Some publishers may have specific guidelines for withdrawing a story.
This is one time sending a withdrawal letter is a must. If you submit a story to two publishers (that accept sim-subs) and one of them accepts the story, you should immediately inform the other publisher and withdraw the piece from consideration. It’s the professional thing to do, and, honestly, it’s usually in the guidelines for any publisher open to sim-subs (And we always follow the guidelines, right?) So what might that letter look like?
I submitted my short story [story title] to [publisher] on [date of submission]. The story has been accepted elsewhere for publication. At this time, I would like to withdraw my story from consideration.
I think you should alert the publisher in the email subject line that you are withdrawing the story. Something like: Story Withdrawal – [Story Title] – [Author Name]. A publisher that accepts sim-subs will have received this letter before, so they won’t be surprised by it, and if you’re professional and follow the guidelines, it won’t hurt you chances on future submissions.
This may seem like a corner case, but I’ve sent more withdrawal letters for this reason than any other (seven so far). Unfortunately, sometimes a new publisher or even an established one goes out of business. (We’ve had to say goodbye to some great ones in the last couple of years.) Often, the publisher will inform authors with stories under consideration, either on their website, through email, or via social media (or all three). The publisher will sometimes set a deadline for when they will stop accepting submissions and when/if they will respond to the submissions they currently have. In either situation, you probably won’t need to send a withdrawal letter.
Sometimes the only way you know a publisher has gone out of business is because they stop responding to submissions and/or their website and social media accounts disappear and/or they are marked as closed or defunct by Duotrope or The Submission Grinder. In that case, I generally wait a couple of weeks to see if the publisher makes an announcement. If they don’t, I’ll go ahead and send this withdrawal letter.
I submitted my short story [story title] to [publisher] on [date of submission]. At this time, I would like to withdraw the story.
I have put something like “It appears you are no longer considering submissions” into the email, but the simple letter above is probably sufficient. You likely won’t get a response, and in my experience, it’s not uncommon for the withdrawal email to bounce back because the submission address no longer exists. Still, I think sending the letter is the professional thing to do.
Any other reason you might withdraw a story? Tell me about it in the comments.