Client Intake SOP (Writer→Editor) — How to collect goals, audience, voice, sections, deadlines & payment info in 10 minutes before pitching a paying website
You found a website that pays writers — maybe WIRED, The Atlantic, MIT Technology Review, Vox, The Verge, or a niche blog with a “Write for us” page. Amazing. Before you pitch, do a super-short “client intake.” In this SOP, your “client” is the editor/publication. In 10 minutes, you’ll grab the key details: what the site wants (goals), who they serve (audience), how they sound (voice), where your idea fits (section/series), when they publish (deadlines/lead times), and how you get paid (payment & rights). It’s fast, beginner-friendly, and yes — you can smile while you do it.
- Quick Win: Your 10-second pitch opener (email or DM)
- Pre-Pitch Checklist: What to scan before minute 0
- The 10-Minute Desk Intake (Minute-by-Minute)
- Section & Series Map (where your idea actually belongs)
- Guidelines & Submission Rules (visual checklist + path)
- Pitch-Fit Score (speedometer + rubric)
- Tone & Voice Decoder (sliders you’ll love)
- Publication Intake Form — filled demo
- Payments, Rights & Invoices — what to note
- Demo: Mapping your idea to WIRED (example)
- Copy-Paste Pitch Templates (subject lines + body)
- Follow-Up Timeline (gentle nudges, not spam)
- Outline Skeletons & Tree (to show structure)
- Final Checklist & Common Pitfalls
- How this SOP makes you more money (quietly but surely)
Quick Win — Your 10-second opener (email or DM)
You don’t need fancy poetry. You need a clear line that tells the editor you did your homework and you respect their time.
First line: “Hi [Editor Name], I love how [Site] explains [topic] for [audience]. I have a timely [format—news/feature/explainer] idea that fits [Section] and hits your readers’ need for [outcome].”
That’s it. No life story. Save your personal epic for your award speech later. Right now, clarity wins.
Pre-Pitch Checklist — what to scan before minute 0
The 10-Minute Desk Intake — minute by minute
This is your rapid run. You are not writing an essay; you are capturing the exact info that guides your pitch. Yes, you can play calm background music. No, you cannot drift onto cat videos… yet.
This tiny “intake” turns your guess into a match. Editors notice when you fit their voice and section on the first try.
Section & Series Map — where your idea actually belongs
Pick the right neighborhood and your pitch sounds like it already lives on the site. Here’s a simple map that many sites mirror (names vary, logic doesn’t):
Guidelines & Submission Rules — quick checklist + path
Sometimes you’ll use Submittable/Google Form. Same idea: follow fields exactly.
Pitch-Fit Score — a quick speedometer + rubric
Rate each area 0–5. If you hit 20+, you’re ready to send. If something’s low, fix that part first (your future editor will thank you, probably silently).
| Area | 0 | 3 | 5 |
|---|---|---|---|
| Voice Match | Clash | Close | Spot-on |
| Section Fit | Random | Related | Exact slot |
| Timeliness | Stale | Okay | Now/urgent |
| Reader Outcome | Vague | Some | Clear/valuable |
| Feasible Plan | None | Partial | Solid sources |
You do not need perfection; you need a clear, viable fit.
Tone & Voice Decoder — score the site like a pro (without the fear)
Read two recent pieces in your target section and set these sliders in your head (or in your notes). You’ll write like you belong.
If the site uses “you,” keep it conversational. If it sounds like a research report, keep it clean and neutral.
Publication Intake Form — a filled demo (so you see how yours should look)
Imagine you want to pitch WIRED. Your notes could look like this (short, full sentences):
Payments, Rights & Invoices — what to note before/after acceptance
Many outlets list pay on their pages; some discuss it on acceptance. Keep it simple and polite. You’re a pro (even if your coffee says otherwise).
- Pay structure (per word, per article, flat fee).
- When you’re paid (on acceptance, on publication, net-30).
- How to invoice (form, portal, email PDF).
- Rights (web rights, archive, exclusivity period).
- Kill fee (if they cancel after draft — some outlets have one).
- “Could you share the rate and rights for this piece so I can invoice correctly?”
- “Do you prefer invoice on acceptance or publication? Any template to use?”
- “Is there a standard rights clause or contributor agreement I should read?”
You are not being pushy. You’re being practical. Editors handle this every day.
Demo: Mapping your idea to WIRED (example)
Your idea: “How small city offices use AI to fix broken public forms in weeks, not months.”
Show tech influencing everyday systems. Readers learn something new and useful about real-world AI.
Tech-curious readers who enjoy future-leaning, society-level stories with concrete examples.
Smart, clear, slightly witty. No fluff. A few sharp quotes from officials/experts.
Ideas (explainer/analysis) or Business (reported feature with outcomes).
One-line angle: A reported explainer showing specific city workflows, the tools, the measurable time savings, and why this matters now.
Copy-Paste Pitch Templates (subject lines + body)
Use these as a base. Keep it short, respectful, and crystal clear. Feel free to add one dry joke if the site’s voice allows it (one!).
1) Explainer / Ideas
Subject: PITCH: Ideas — The Un-Glamorous AI Fixing City Paperwork
Body:
Hi [Editor Name] — I love how [Site] explains complex tech for everyday readers (e.g., your recent piece on [link]). I’d like to pitch an explainer that fits the Ideas section.
- Angle: How small city offices use simple AI tools to speed up broken public forms, with real examples from [City 1, City 2].
- Why now: Budget-tight cities are adopting practical AI; it’s not flashy, but results are measurable this quarter.
- Reporting plan: Interviews with [officials/IT leads], product docs, recent pilots, cost/time comparisons.
- Reader outcome: Understand where AI actually saves time — beyond hype — and how it changes the citizen experience.
- Length: ~1,200–1,600 words; turnaround in 7–10 days.
About me: [1–2 lines: niche, credits or portfolio link].
Thanks for considering — happy to adjust the angle/section.
2) News / Quick Hit
Subject: PITCH: News — City Pilot Shows AI Cut Permit Times by 43%
Body:
Hi [Editor Name] — I have a short news item on a city pilot where AI auto-routes permit forms, dropping approval times from weeks to days.
- Why it fits now: New report released today by [source].
- What’s new: Detailed metrics + quotes from [role].
- Length/turnaround: 700–900 words in 24–48 hours.
Clips: [link1], [link2]. Thanks!
3) Feature
Subject: PITCH: Feature — Your City’s Boring Back Office Is the Real AI Story
Body:
Hi [Editor Name] — Proposed 2,000-word reported feature following three departments rolling out task-level AI. The piece follows staff through one real workflow (before/after), cost, time saved, and citizen impact. Fits [Section].
- Why now: Government AI procurement is shifting; we have fresh pilots, not just promises.
- Access: I have tentative yeses from [City/Department] for interviews and workflow screenshots.
- Delivery: 2–3 weeks, photos/illustration ideas included.
Bio + links: [1–2 lines]. Thank you!
Follow-Up Timeline — gentle nudges, not spam (you’re charming, not annoying)
| Day | Action | Line |
|---|---|---|
| 5 | 1st follow-up | “Bubbling this up in case it suits [Section]. Happy to adjust angle.” |
| 10 | 2nd follow-up | “Quick nudge — I can hold or tweak if timing’s off.” |
| 21 | 3rd follow-up | “Last ping from me on this. If no fit, no worries.” |
Outline Skeletons & Tree — show you can deliver clean structure
Pick one pattern that fits the section. Editors love writers who bring a clear shape, not a content smoothie.
Common skeletons
Outline tree (example)
Title: The Un-Glamorous AI That’s Fixing City Paperwork
- H2: What’s broken today (1 scene, 1 stat)
- H2: The boring tools that quietly work (how they route forms)
- H2: Measurable changes (time/money saved; quotes)
- H2: Risks, equity, and what could go wrong
- H2: What this means for readers (bigger takeaway)
Final Checklist & Common Pitfalls
- One clear angle + one clear section.
- One line about why now.
- Three sources or reporting actions you can actually do.
- Voice match proven by your phrasing (not just saying “I can match your voice”).
- Subject line follows any requested format.
- Pitching everything to Features because it “sounds serious.”
- Vague outcomes like “insights” without a reader benefit.
- Copy-pasting the same pitch to ten sites (editors can smell this from space).
- Attaching a full draft when the page says “pitches only.”
How this SOP makes you more money (quietly but surely)
Editors say yes when a pitch sounds like their site. Yes → published → clips → more yes. It’s a chain reaction of money and confidence.
When you know the section, length, voice, and sources, you draft faster. Faster draft = more pitches per month.
Trust leads to repeat assignments, series ideas, and sometimes a column. That’s steady income, not one-offs.
Offer add-ons in your acceptance reply: graphics suggestions, data table, pull-quotes, or mini resource box. Small extras, fair pay.
Wrap-up — You’re ready to pitch like you belong
You now have a tiny but mighty “client intake” for publications. In 10 minutes, you gather the exact details that make your pitch look like it was invited to the party. Choose a section, match the voice, show a real plan, and ask for payment details when the time is right. Keep it short, kind, and confident. If your inner critic complains, give it a cookie and keep going.
Built with Course 1.0 graphics and Favourite1 theme · Images are reference only; all visuals are hand-drawn via HTML/SVG/CSS.