SOP (Standard Operating Procedure) · Paid Writing · Data Collection Before Pitching A Website
Guest Posting & Paid Writing Intake SOP — Collect a website’s information before you pitch, submit, or write, so you can earn confidently
You want to write content for professional websites and magazines and earn money for your work, so this SOP shows you how to collect the right information in a calm and repeatable way before you write or send anything. You will open a few predictable pages, you will skim with purpose, and you will write short complete sentences in your own notes. This data-collection step protects your time because you avoid pitching what an outlet never runs, and it protects your rate because you know the format, the section, the length range, the proof style, the rights, and the payment path before you commit. We will also use WIRED.com as a running demo to show how a top-tier outlet’s pages give you signals, even when they do not list everything in one place.
Your Goal
Collect fit + format + proof + payment in one session.
Your Reader
Picture one editor’s needs and one real reader’s outcome.
Your Win
Aligned ideas, faster acceptances, on-time invoices.
Step-by-step
The 12-minute desk intake for guest posts and paid articles
In this routine you will open a small set of pages and you will capture key lines in your notes. You will avoid guessing, and you will use the same order each time so your notes become consistent. When you do this your pitches become specific, your scope stays tight, and your money conversations become easier because your data shows that you understand how the outlet works.Open tabs
Skim and note
Summarise
12-Minute Intake — minute by minute
0:00–0:45
Open tabs and set intent.
- Open the outlet homepage (example: wired.com).
- Open About / Masthead, Write for Us / Pitch Us / Contribute, Guidelines, Style Guide (if public), and the most relevant Section for your idea.
- Open the outlet’s newsletter page if listed. Open author pages for 2 recent contributors.
0:45–2:15
Write the outlet’s goal (mission) in one clear sentence.
- Read the first 2–5 paragraphs on About. List the verbs they use (explain, investigate, test, guide, review).
- Write a complete sentence: “[Outlet] aims to [verb phrase] for [audience] so they can [benefit].”
Why it earns: Pitches that echo the mission feel like a fit, and editors buy fit.
2:15–3:45
Define the audience and their immediate outcome.
- Scan headlines and decks in the target section. Note who the “you” is.
- Write two short lines: “Primary readers are [who]. They want [result] but are stuck because [obstacle].”
3:45–5:15
Decode voice and proof style with three micro tests.
- Pronouns: Count “you” vs “they” in two recent stories.
- Sentence length: Copy a sentence and count words (8–16 punchy vs 20–30 formal).
- Proof style: Do they lean on numbers, quotes, scenes, demos, images?
5:15–6:45
Find Sections and match your Format.
- List the outlet’s top sections. Open two newest stories in your candidate section.
- Identify the shape: News, Explainer, How-to/Guide, Opinion/Ideas, Review, Feature, List, Case study.
- Write: “My idea is a [format] for [section] because the section’s pattern is [shape].”
News / QuickFast update + one clear context line
ExplainerHow it works, why now, what changes
FeatureScenes, quotes, reported depth
Ideas / OpinionArgument + evidence + implications
ReviewsHands-on verdicts, pros/cons
GuidesStep-by-step help
6:45–8:00
Locate the submission path and gatekeepers.
- Find the Write for Us / Pitch Us page. Note email or portal (Submittable, Airtable, Google Form, CMS).
- From Masthead, note titles of editor(s) for the section. Record public submission inbox vs personal inbox policy.
- Write one line: “Submission path = [email/portal]; Gatekeepers = [titles/names].”
Respect policy: If the page says use a shared inbox, do not jump the queue with personal emails.
8:00–9:15
Identify Eligibility, Link policy, and Bio rules.
- Scan guidelines for who may contribute (freelancers, subject-matter experts, students, PR excluded).
- Record the external link policy (nofollow, limit per piece, no commercial anchors, disclosures).
- Capture author bio rules (word count, one backlink limit, portfolio link allowed?).
9:15–10:30
Capture money, rights, and timelines.
- Look for rates in guidelines or contributor FAQs. If absent, note “confirm at acceptance.”
- Write the payment timing (acceptance vs publication vs net-30). Note invoicing path and vendor setup.
- Copy key rights clauses (web rights, archive, exclusivity window, kill fee).
10:30–12:00
Feasibility and fit — quick gauge.
- List 3 credible sources or examples you can access fast.
- Note one why now reason (fresh report, policy shift, seasonal moment).
- Write your internal brief in one line with section + format + outcome + proof + realistic delivery window.
Confidence meter — adjust until you feel ready
Map
What you collect in one sitting (and why it matters)
You will leave this intake with ten data groups. Together they tell you if the outlet is worth pitching now, later, or never, and they protect your time and rate by eliminating guesswork.
| Group | What to write (one line each) | Where you find it |
|---|---|---|
| Mission | [Outlet] aims to [verb phrase] for [audience] so they can [benefit]. | About, Masthead, newsletter promise |
| Audience | Readers are [who]; they want [result] but are stuck because [obstacle]. | Headlines, decks, subheads |
| Voice | Formality [low→high]; energy [calm→punchy]; humor [low→high]. | Two recent pieces, tone notes |
| Sections & Formats | Section [name]; Format [news/explainer/guide/etc]; Pattern [shape]. | Section page, archives |
| Submission Path | Submit via [email/portal]; Gatekeepers [titles/names]. | Write for Us, Masthead |
| Eligibility | They accept [freelancers/experts]; they exclude [PR/affiliates/etc]. | Guidelines |
| Link Policy | External links [limits/nofollow/commercial rule]; disclosures [Y/N]. | Guidelines, recent posts |
| Bio Rules | Bio [word count]; backlinks [count/type]. | Contributor page, author profiles |
| Payment | Rate [type/TBD]; timing [acceptance/publication/net-30]; invoice path [portal/email]. | Guidelines, contributor FAQs |
| Rights | Web/archive [terms]; exclusivity [days]; kill fee [if any]. | Guidelines, contract, FAQ |
Minimum viable intake: If you are short on time, capture Mission, Section+Format, Submission Path, Payment, and Rights. Those five lines prevent most costly mistakes.
Fill this template
Template_01: Note Website’s Mission And Mechanics— [Editable] Fill Your Own Data
Note: Edit the [green] highlighted text with your own data.
Tip: If you want pre-filled example look below →
jump to the WIRED demo.
Copy this into your notes and complete it in full sentences. Keep each bullet short so you can scan fast later.
Mission (1 sentence): [Website] exists to [do what] for [which readers] so they can [achieve what].
Key verbs you copy from “About”: explain · investigate · guide · review · test · advise
Editor outcome: Approve ideas that fit [section] and solve [editorial need].
Reader outcome: Readers leave with [one clear result].
Primary readers: [who they are].
Desired outcome: They want [result] but struggle because [obstacle].
Level: [Beginner / Intermediate / Advanced] — cue: [one clue from headlines].
Off-limits: [topics the outlet avoids].
Tone sliders: Formality [low→high] · Energy [calm→punchy] · Humor [low→high].
Pronouns: [you/they/we] tendency.
Sentence length: [typical range].
Proof style: [numbers] · [quotes] · [scenes] · [demos] · [charts].
Sources they trust: [dataset/report #1], [dataset/report #2].
Section: [name] · Format: [news/explainer/guide/review/feature/opinion].
Typical length: [range] words · Cadence: [e.g., weekly explainers].
Pattern outline: [Hook → Context → How it works → Why now → What changes → Wrap].
Recent exemplar: [headline] — [date].
Channel: Email [address] or Portal [URL].
Subject tokens: PITCH — [Section] — [Format] — [Working Title] — [Wordcount] — [Your Name]
Attachments policy: [Links-only / PDF / Google Doc]; naming rules [if any].
Gatekeepers: [Masthead roles/names] — use shared inbox unless guidelines invite direct email.
Response & follow-up: “No reply in [X] days → polite follow-up; simultaneous submissions [Yes/No].”
Rate type: [Per word / Flat / TBD] · Timing: [Acceptance / Publication / Net-30].
Invoice path: [Vendor portal / Emailed PDF / Form] (fields: [required items]).
Rights: [Web + archive]; exclusivity window [days]; Kill fee [ % or TBD ].
Link policy: [rules on external links]; commercial anchors [ban/limit]; disclosures [Y/N].
Author bio: [word count]; backlinks allowed [count/type].
Pro tip: Prefer exact phrases you copy from the site; paraphrase only for clarity.
Pre-Filled · Demo Example
Pre-Filled Example For Above Template (Your 6-Box Guest Site Canvas — Pre-Filled using wired.com)
This demo uses real, public info from WIRED’s pitch and policy pages. Use it as a model for your own outlet-specific canvas.
Mission (1 sentence):
WIRED (wired.com website) exists to analyze and explain how science and technology are reshaping the world for a curious general audience so people can understand what’s changing and why it matters.
Key verbs you copy from “About” / standards:
explain · analyze · report · investigate · review · test
Editor outcome:
Approve ideas that fit Features / The Big Story and deliver a clear, reported narrative with stakes and consequence.
Reader outcome:
Readers leave with a grounded understanding of how a tech/ science change affects real people now and what comes next.
Primary readers:
Tech-curious, news-literate adults worldwide interested in how innovation shapes business, science, politics, culture, and everyday life.
Desired outcome:
They want clear, original reporting that connects a developing tech/science story to real-world impact, without hype.
Level:
Intermediate — cues: headlines and decks often assume familiarity with current tech terms and debates.
Off-limits:
Op-eds (not run), generic/breaking news for freelancers (rarely accepted), PR fluff or simple product announcements.
Tone sliders:
Formality: mid-high · Energy: measured-punchy · Humor: low/intentional
Pronouns:
Primarily third-person reporting; occasional “we/you” for service or scene.
Sentence length:
Varies by section; features mix short scene beats with 20–30-word analytic sentences.
Proof style:
reported numbers · named expert quotes · scenes/chronology · documents/data; charts as needed
Sources they trust:
primary documents, high-quality datasets, academic research, and on-the-record human sources per Editorial Standards.
Section · Format:
The Big Story (Features) · Reported narrative feature
Typical length · Cadence:
~5,000 words “sweet spot” (range ≈2,000–10,000); features appear regularly online and in magazine; cadence not publicly specified.
Pattern outline:
Hook → Context → How it happened/works → Stakes & characters → Why now → What changes next → Wrap.
Recent exemplar:
“How Polo Ralph Lauren Cloned Its Designer—and Kept Its Made-in-Italy Promise” — July 10, 2025.
Channel:
Email the relevant editor (longform features): e.g.,
amit_katwala@wired.com ·
john_gravois@wired.com ·
anthony_lydgate@wired.com ·
sandra_upson@wired.com ·
jason_kehe@wired.com.
Subject tokens:
WIRED does not publish a strict subject format; include “PITCH:” plus target section/format and a 6–10-word working title (example: “PITCH: Features — Narrative — How X Unfolded”).
Attachments policy:
Link to 2–3 relevant clips (especially longform); attachments not specified on page—URLs preferred for reading.
Gatekeepers:
Feature editors listed above; for desks (science, politics, security, business, culture, gear) WIRED lists specific editors and emails on the pitch page.
Response & follow-up:
No public SLA; if no reply, a polite follow-up is reasonable. Breaking news is typically handled by staff; op-eds not run.
Rate type:
Set project fees; a typical assignment “might work out to ~$1 per word” (scope/length/reporting intensity dependent).
Invoice path:
Not specified publicly; confirm vendor/invoice process upon acceptance.
Rights:
Not detailed on public pitch page; confirm web/archive, exclusivity window, and kill fee in contributor agreement.
Link policy:
Reviews team discloses/uses affiliate links under a published policy; editorial independence maintained. External source links in features should support reporting and avoid conflicts.
Author bio:
Not formally specified; bios appear on author pages and often link to a personal site/portfolio—confirm at edit stage.
Internal brief (1 line):
Narrative feature for The Big Story showing how [specific tech or business change] unfolded, built on original reporting (named sources + documents + data), ~5,000 words, delivery window 10–14 days after green-light.
Opportunity
Opportunity radar — paid assignments vs unpaid guest posts vs byline-only
Not all “contribute” pages mean the same thing. This radar helps you classify the opportunity so you focus your energy where it pays or where the byline truly compounds future earnings.
Paid assignments
Signals: rates mentioned, contract language, invoicing path, editor gatekeepers, staff bylines mixed with freelancers, deep reported pieces.
Byline-only (no pay)
Signals: “community” or “guest” pages, emphasis on exposure, loose link rules, minimal editing promises.
Brand blogs (selective)
Signals: contributor program with strict topic fit, style guide, product-adjacent how-tos; some pay; portfolio value varies by brand reputation.
| Signal | Likely type | Action you take |
|---|---|---|
| Submittable/Airtable portal + accounting FAQ | Paid | Proceed; capture invoice fields and vendor setup. |
| “We do not offer compensation at this time” | Unpaid | Only proceed if the byline helps your positioning. |
| “Contribute to our community” with loose rules | Byline-only | Check link policy; watch for promotional bans. |
| Section editors named + pitch inbox | Paid or reported | Focus on strong ideas and fit; expect edits. |
Money angle: Paid pieces are direct income. Strong bylines on prestige outlets can indirectly raise your rate and lead to paid assignments. Community guest posts with weak editing rarely compound.
Unpaid writing still earns
Byline-only (no pay) – What to note before writing for unpaid post –
Byline helps you building your portfolio — helps you earn indirectly
Sometimes you will choose a byline-only piece because the brand name compounds your credibility. You will make that decision with open eyes using three simple checks.
Audience overlap
Does the website’s audience match the clients or editors you want next month?
Clip quality
Are accepted pieces or contents tightly edited with real reporting or subject-matter insight?
Link leverage
Will the bio allow one portfolio link that sends readers to your best paid work?
Rule of thumb: If two of three checks are strong, a strategic unpaid byline can be worth it for positioning. Otherwise, prioritise paid outlets.
Search the hidden info
Identify hidden signals — on the pages that reveal everything fast
Professional websites hide their most useful signals in predictable places. You will click in this order and you will copy phrases that answer your six boxes and your money questions.About / MastheadMission verbs, audience snapshot, leadership, editors.
Write for Us / Pitch UsWhat it accept, word counts, submission path, tone notes.
Guidelines / Contributor FAQRights, payment timing, invoice path, link policy, bio rules.
Section pageRecent patterns, cadence, examples to mirror.
NewsletterPromise in one line; helps you set the reader’s outcome.
Author pagesWhat accepted pieces look like; how bios handle links.
Signal heatmap (5 = strongest)
1 (weakest)
2
3
4
5 (strongest)
About→Mission
About→Audience
About→Voice
About→Submission
About→Payment
About→Rights
Pitch→Mission
Pitch→Audience
Pitch→Voice
Pitch→Submission
Pitch→Payment
Pitch→Rights
Section→Mission
Section→Audience
Section→Voice
Section→Cadence
Section→Payment
Section→Rights
If one page is weak for a data point, compensate with another page that carries a stronger signal for the same item. Cross-checking keeps your notes accurate.
Rules
Eligibility, link policy, and author bio — copy the exact phrases
You will copy the exact wording because small differences matter. Then you will paraphrase in your notes so you can recall the rules at a glance.
| Item | What to copy | Plain-English note you write |
|---|---|---|
| Who may pitch | “We accept pitches from freelancers / experts / contributors…” | Open to freelancers. PR pitches discouraged. |
| Conflicts | “Disclose financial ties / affiliate relationships / investments.” | Disclose if any potential conflict exists. |
| External links | “Limit of 2 external links; no commercial anchors; add sources.” | Use neutral anchors; link for proof, not promotion. |
| Images | “Provide rights-cleared images / captions / credits.” | Use owned or licensed visuals; confirm rights. |
| Author bio | “80–120 words; one portfolio link; no affiliate links.” | Short bio; one backlink; no promos. |
When the policy bans commercial anchors or self-promotion, do not try to sneak it into the body. Use your portfolio link in the bio if allowed.
Path
Submission path — email vs portal and what more to note from website
You will record the mechanics to write future outreach messages. You are building a map you can follow later.
| Mechanic | What you can note exactly | Why it matters |
|---|---|---|
| Submission channel | Email address or portal URL; any subject line keywords | Prevents mis-routing and delays. |
| Attachment rules | Accepts links only vs PDFs vs Google Docs; file naming | Keeps your materials from being rejected by filters. |
| Response time | “If you don’t hear back in X days…” | Sets your follow-up calendar without anxiety. |
| Exclusive vs simultaneous | “We accept simultaneous submissions?” | Controls where else you can pitch safely. |
| Revisions | “We may edit for clarity/length”; number of rounds | Helps you book time on your calendar. |
File hygiene: Name files like Outlet_Section_Topic_V1.pdf and keep a single folder per outlet with your canvas, links, and notes.
Money & Rights
Payment and rights — the five lines that protect your income
You will write five lines only, and those lines will prevent most misunderstandings.
| Item | What you write | Where you find it |
|---|---|---|
| Rate type | Per word / per article / flat / TBD | Guidelines, contributor FAQ, editor notes |
| Timing | On acceptance / on publication / net-30 | Guidelines or accounting policy |
| Invoicing | Portal / emailed PDF / form; required fields | Vendor form or instructions |
| Rights | Web, archive, exclusivity window, reprint rules | Guidelines, contract, FAQ |
| Kill fee | Exists? Percentage? | Contract or contributor policy |
If the page is silent on rates, write “TBD — confirm at acceptance.” Silence is common at prestige outlets; it is not a red flag by itself.
Time
Cadence and lead time — plan your week before you promise a date
Look at the publication pace inside your target section and then place work blocks on a simple seven-day grid. You will prevent over-promising and you will deliver calmly.Research
Sources
Outline
Draft
Polish
Buffer
| Format | Minimum days | Max days | Risk if shorter |
|---|---|---|---|
| News | 1 | 2 | Thin proof, rushed context |
| Explainer | 5 | 10 | Shallow “how it works” section |
| Feature | 14 | 21 | Missed interviews, soft narrative |
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Money
How this intake makes you money — small habits that compound
Working writers earn steadily because they remove randomness. This intake compresses your learning curve and compacts timelines, which means your accepted ideas move from pitch to invoice faster.Fit sells
Your mission and section lines turn a vague thought into a buyable idea.
Time is money
Your cadence plan keeps promises realistic and deliveries calm.
Evidence reduces edits
Proof style notes cut rewrites, which shortens the path to payment.
Scope protects rate
Format and rights notes prevent feature-level work inside a short-form fee.
- Angle bank: Keep three angles per outlet; refresh after every new signal you find.
- Clip compounding: Add each new byline to your author page and link three relevant older clips.
- Data diary: Track the best datasets and reports by beat; reuse them across pieces.
- Proof paragraph: Draft a one-paragraph tone sample that matches the outlet’s voice and keep it handy when you write.
- Seasonal tracker: Note calendar moments that spike demand in your beat and prepare ideas one month ahead.
Income loop: Intake → Clean brief → Aligned pitch → Smooth draft → On-time delivery → Quick acceptance → On-time invoice → Repeat assignment.
Advanced Section · Skippable · Data Collection Before Pitching
Advanced Sections Starting From Here: Guest-Posting / Paid Publishing
(Note: You Can Skip All The Advanced Sections Below This)
This continuation expands your data-collection toolkit so you can discover paid guest-post or commissioned opportunities, decode what a publication really buys, measure fit against your own strengths, and set up a clean, evidence-ready intake packet before you write a single line.
You can skip all the sections below this as those contains only advanced methods that you might not need.Discovery
Publication finder — repeatable discovery system for paid opportunities
When you search randomly you miss obvious fits, so you will build a small discovery routine that always checks the same places and writes down only useful details. This makes your next week of pitching calmer because you already have a short list of good targets stored in one place.
Search operators
Google search with operators: Use short, precise queries with quotes and site filters.
“write for us”
submission guidelines
site:[domain] pitch
site:[domain] contributor
Where to look
Footer links, about pages, newsletters, author bios, job boards.
Footer → Write for us
About / Masthead
Author bio → pitches to
Submission portals
What to Note
Pay signals, section names, length ranges, proof style, tone.
Wordcount
Section
Format
Payment timing
| Source | Exact thing to copy | Why it matters |
|---|---|---|
| About / Masthead | Mission verbs and audience description | Sets your angle to match their promise |
| Guidelines | Accepted formats, word counts, rights, pay hints | Prevents scope mistakes and delays |
| Section page | Two latest pieces + patterns | Shows real shapes they publish today |
| Newsletter | One-sentence reader promise | Gives you tone + cadence quickly |
| Author pages | Beat list and recurring proof style | Reveals evidence and detail expectations |
Habit: Save your finds in a single file named Targets_Publications_Month.csv and reuse next month with small edits. Repetition compounds speed.
Fit
Editorial map — sections, formats, and acceptance signals
Editors buy patterns, not surprises. You will map how a site structures its content and you will write short sentences that show where your idea fits. This turns your future pitch into a solution to their editorial plan instead of a random ask.News / QuickFast update + one insight
ExplainerHow it works + why now
FeatureReported depth, scenes, quotes
Reviews / GearHands-on verdicts
Ideas / OpinionArgument with evidence
GuidesStep-by-step help
Signal heatmap (5 = strongest)
1 (weakest)
2
3
4
5 (strongest)
Section→Pattern
Section→Length
Section→Tone
Section→Rights
About→Voice
Guides→Payment
| Data point | Your one-line note | Where you saw it |
|---|---|---|
| Primary section | [e.g., Ideas → Explainer] | Section page |
| Typical length | [e.g., 1,000–1,600 words] | Guidelines / bylines |
| Evidence style | [stats + expert quotes] | Recent articles |
| Update cadence | [daily quicks + weekly explainers] | Publish dates |
| House tone | [smart-casual; low humor; clear verbs] | Top 2 stories |
Write in complete sentences. Future you will thank past you for clarity.
Topics
Keyword & topic gap scanner — find what is missing
You do not need complex SEO tools to spot gaps. A fast scan of headlines, subheads, and archive search will reveal missing formats, outdated pieces, or new angles linked to fresh reports.| Quick scan | What you write | Why it matters |
|---|---|---|
| Archive search | List 3 headlines close to your topic + dates | Shows recency and angle saturation |
| “Compare/versus” check | Note if competing products/topics have a vs piece | Reveals obvious comparison gaps |
| “How it works” check | Record if a true explainer exists | Explainers are evergreen and useful |
| New report hook | Paste name + date of a fresh dataset | Creates “why now” without hype |
| Seasonal hook | Map to an upcoming month or event | Makes timing feel natural |
If a near-identical article exists within the last 60 days, you should either pick a new format (e.g., explainer → guide) or a tighter audience slice to maintain originality.
Clarity
SEO & style expectations — small details that editors silently expect
Many guidelines include quiet expectations that influence acceptance and edits. You will capture them in one place to prevent rework.| Expectation | Target to note | Where you see it |
|---|---|---|
| Length | Typical word range per section | Recent stories, contributor FAQ |
| Headings | Subhead every 150–250 words | Visual scan of 2 recent pieces |
| Links | Proof links to primary or high-trust sources | Footnotes, link patterns |
| Definitions | Define terms once, briefly | Style guide / consistent practice |
| Images | Captions, credits, rights statements | Image meta in recent posts |
Keep these at the top of your outline so your draft meets house style on the first try.
Money
Rate intel & payment reliability — what to capture before you ask
Some sites publish rates, many do not. You will record what is public and you will keep a neutral note to confirm later at acceptance.| Item | Public note | Action later |
|---|---|---|
| Rate type | [per word / flat fee / TBD] | Confirm after acceptance |
| Payment timing | [acceptance / publication / net-30] | Record in invoice template |
| Vendor setup | [portal / emailed invoice / form] | Collect fields once |
| Rights | [web, archive, exclusivity window] | Note reuse plan |
| Kill fee | [exists? typical %?] | Adjust scope if low |
Consistency pays: Keep one Vendor & Invoices folder per outlet with a standard file naming pattern like Outlet_Section_Month_Amount.pdf.
Evidence
Proof bank — build a reusable source shelf for multiple stories
You will keep a simple list of datasets, white papers, and experts you can cite quickly. This makes your outlines feel solid and reduces revision time later.| Source | What it proves | Last updated | Reuse notes |
|---|---|---|---|
| [Dataset / Report name] | [market size / trend / risk] | [YYYY-MM] | [use in explainers 2–3 times] |
| [Expert / Org] | [quote on implications] | [YYYY-MM] | [offers context + credibility] |
| [Case study] | [practical example] | [YYYY-MM] | [keeps piece grounded] |
Store only sources you understand. Confidence comes from comprehension, not volume.
Timing
Seasonality & news-hook calendar — plan angles a month early
Publishing feels smoother when you track predictable peaks. You will write the hooks that naturally fit your beat and you will place them on a simple week grid.
Mon
Trend data
Tue
Policy watch
Wed
Explainer draft
Thu
Interview
Fri
Outline
Sat
Polish notes
Sun
Buffer
| Hook type | Example you capture | Window |
|---|---|---|
| New dataset | [Name + section relevance] | Week of release |
| Product cycle | [Launch, review eligibility] | Embargo to +7 days |
| Policy shift | [Regulatory change] | Announcement month |
| Seasonal need | [Back-to-school / holiday gear] | 1–2 months prior |
Pipeline
Opportunity pipeline — track targets with a simple kanban
Seeing your pipeline makes you realistic. You will place each publication in one of four columns and you will write one next action only. This prevents thrashing.
1. Research
[Site A] — finish section scan
[Site B] — find newsletter promise
2. Ready
[Site C] — gaps found; outline ready
3. Waiting
[Site D] — awaiting rate clarity
4. Hold / Re-angle
[Site E] — similar piece ran last month
Keep no more than seven active targets. Focus beats volume.
Priorities
Opportunity scoring rubric — decide where effort deserves to go
When you score targets with the same scale you make better choices. You will fill this table in one pass and then pick the top two for the week.| Criterion | Score 1–5 | Notes |
|---|---|---|
| Section fit | [ ] | Pattern match strength |
| Evidence available | [ ] | Sources ready vs hard access |
| Rate potential | [ ] | Known or likely based on peers |
| Timing | [ ] | Seasonal or news-hook |
| Portfolio value | [ ] | Will this clip open doors? |
Choose like a pro: Two focused, high-fit targets will usually beat ten loose ones.
Clarity
Accessibility & clarity pass — make your notes easy to reuse
Your intake is valuable only if future you can read it quickly. You will make a fast clarity pass now so your later outline takes minutes instead of hours.| Check | Target | How you measure |
|---|---|---|
| Sentence length | 8–20 words | Read one paragraph aloud |
| Subhead cadence | Every 150–250 words | Visual scan of notes |
| Definition rule | Define once, briefly | Add appositive the first time |
| Link usefulness | Only proof or context links | Delete vanity links |
Trust
Ethics, sourcing, and fact-check grid — protect your reputation
You will check quotes, numbers, conflicts, and image rights before you turn research into a draft. This protects readers and your relationship with editors.
Numbers traced
Every stat linked to a primary source or high-quality dataset.
Conflicts disclosed
Note any relationships that might influence perception.
If a number is from a secondary source, either find the primary or label the source clearly to avoid confusion later.
Rights
Rights & reuse planner — understand what happens to your work
Rights language controls whether you can repurpose research into future pieces. You will copy the exact phrases, paraphrase in plain English, and write an action you will take later.| Clause | Plain-English note | Action |
|---|---|---|
| Exclusive web rights | Only the outlet can publish online during window | Do not republish elsewhere until window ends |
| Archival rights | They keep it online indefinitely | OK; keep research notes for portfolio |
| Reprint permissions | Rules for translations or anthologies | Ask early if planning derivative work |
| Kill fee | Partial payment if cancelled after submission | Record %; set scope carefully next time |
Checklist
Master intake checklist — one page you can print
| Area | Action | Done |
|---|---|---|
| Goals | Write outlet mission in one sentence | □ |
| Audience | Describe one reader and one obstacle | □ |
| Voice | Set pronoun, sentence length, humor sliders | □ |
| Section | Choose format + pattern from two recent pieces | □ |
| Deadlines | Estimate lead time and pick delivery date | □ |
| Payment | Rate type, schedule, invoice path noted | □ |
| Rights | Copy clauses; paraphrase in plain English | □ |
| Evidence | Two voices, one dataset, one example listed | □ |
| Clarity | Paragraph, subhead, definition, link checks | □ |
Practice
Practice sprint — do one full intake in ten minutes
Minutes 0–3Open About, Guidelines, Section, Newsletter.
Minutes 3–5Write goals and audience lines.
Minutes 5–7Set tone numbers and choose format.
Minutes 7–10Delivery date; payment and rights notes.
Do one sprint per week. Speed comes from repetition, not rushing.
Appendix
Glossary — words you often see in guidelines
| Term | Plain meaning |
|---|---|
| Deck | A single line that expands the headline and clarifies the promise. |
| Nut graf | The paragraph that tells readers what the story is about and why now. |
| Kill fee | A partial payment if the outlet cancels after you submit a draft. |
| Web rights | Permission for the outlet to publish online; may include archives. |
| Net-30 | Invoice is due thirty days after acceptance or publication. |
Wrap
Your intake system is complete
You now have a repeatable, visual way to collect goals, audience, voice, section patterns, timelines, payment details, rights boundaries, ethics checks, and clarity safeguards before you pitch.
Use this the next time you discover a paying website so your ideas fit, your drafts flow, and your invoices clear on schedule. When you are ready to pitch, you will open your intake file and translate the notes into a tight outline and a short, aligned message — but that is outside this data-collection SOP.