Client Intake SOP (Writer→Editor) — Collect goals, audience, voice, sections, deadlines & payment info before you pitch a paying website
You are a beginner who just discovered a professional website that pays writers, and you want to write for them and earn money in a clean and confident way, so this document shows you how to collect all the necessary information in a simple ten‑minute process, and it keeps you focused on what matters for editors and for your own time because every note you write here will later become the backbone of your outline and your invoice, which means this small intake habit saves hours and reduces mistakes.
Match the site’s mission in one sentence.
Describe a real reader and what they want.
Mirror tone and pick the exact format.
The 10‑minute desk intake (click map + wording you can use)
In this short routine you open a small set of pages, you read only what matters, and you write complete sentences in your own document so that later your pitch and your draft are fast and aligned, and the editor can see you fit the publication like a puzzle piece that was made for that exact space.
Follow these Steps to collect information of websites you want to write for 10-Minute Desk Intake — minute by minute
- Open the website’s homepage you want to write for – like open “wired.com” – if you want to write content for this website and earn decent money.
- Open the About page: Scroll to the footer and click About / About Us / Masthead.
- Open the Guidelines page: In the header or footer, click Write for Us / Pitch Us / Submission Guidelines. If you can’t see it, use google search: site:[domain] write for us or site:[domain] pitch – like site:[wired.com] pitch.
- Open the target Section: From the top navigation, click the section most relevant to your idea (e.g., Ideas, Business, Science, Gear/Reviews). Open the section page and then open the two most recent articles in new tabs.
- On the About page, read the first 2–5 paragraphs.
- Look for mission verbs: “explain,” “investigate,” “connect,” “review,” “guide,” “analyze.”
- Write a full sentence: “[Site] aims to [verb phrase] for [audience] so they can [benefit].”
- From the About page and the two recent articles, note how the writer addresses readers (“you” vs “they”).
- Open the site’s newsletter page if visible (header, footer, or sidebar) and read the description — it often states who the content is for.
- Write: “Primary readers are [who]. They want [result] but are stuck because [problem].”
- Pronoun test: In two recent articles, count “you” vs “they.” More “you” → conversational voice.
- Sentence test: Copy a sentence and count words. 8–16 words → punchier; 20–30+ → more formal/academic.
- Humor test: Note if they use light, purposeful humor (one-liners only when it helps clarity) or stay neutral.
- Write a full sentence: “Voice is [casual/formal], energy is [calm/punchy], humor is [low/medium/high]. I’ll match this by [method] (e.g., short active sentences, one purposeful witty line max).”
- From the site’s header, list the main sections (e.g., Business, Ideas, Science, Culture, Gear/Reviews).
- Open 2–3 recent stories in the candidate section. Look at the shape: Is it a News update, an Explainer with headings like “How it works,” a Feature with scenes and quotes, or a Review with verdicts?
- Write one sentence: “My idea is a [format] for [Section] because it follows [pattern: news/analysis/explainer/feature/review] on this site.”
- On the section page, check the publish dates on the last week or two of stories. Are they daily posts? Weekly? Monthly features?
- General rule of thumb: News: 24–48h. Explainer: 5–10 days. Feature: 2–3 weeks. Review/Guide: depends on testing/reporting, often 1–2 weeks.
- Write one line: “Turnaround: [hours/days]. If green-lit this week, delivery by [date].”
24–48h
5–10 days
14–21 days
- Scan the Guidelines page for rate info. If rate isn’t listed, that’s normal — note “ask after acceptance.”
- Note how they pay (portal/PayPal/bank), when they pay (acceptance/publication/net-30), and any rights language (web rights, archive, exclusivity window).
- Write a neutral line you can use later (for yourself, not to send now): “Confirm rate, rights, and invoicing steps at acceptance.”
| Item | What you noted |
|---|---|
| Rate type | Per word / per article / flat fee / TBD |
| Payment timing | On acceptance / on publication / net-30 |
| Invoicing | Portal / Submittable / email PDF / form |
| Rights | Web, archive, exclusivity period, reprint rules |
| Kill fee | Exists? %? (if they cancel after draft) |
- List 3 sources you can realistically interview or cite (names, roles, reports, datasets).
- Write one sentence on evidence you can show (numbers, quotes, screenshots, method).
- Write one sentence on what’s new or why now (fresh report, product change, policy, seasonal moment).
“I will write a [format] for [Section] that shows [audience] how [thing] solves [problem] right now, using [evidence/sources], in [timeframe].”
Your 6-Box Intake Canvas (copy into your notes)
Your 6-Box Intake Canvas — Demo (Pre-Filled)
This example shows exactly how your canvas should read once you’ve done the 10-minute intake. Use it as a model and then fill your own in the next section.
Your intake source map — the pages that reveal everything fast
Publications hide their most helpful signals in a few predictable places, so you will save time when you go straight to these locations and look for the exact phrases listed here, and when you do this in the same order each time your notes become consistent and that makes your later work easier and faster.
Signal heatmap (5 = strongest)
Affiliate slab (optional)
Place this box where it naturally fits in your course or blog PDF, usually after the intake canvas or the approvals section, and replace the placeholder text with your chosen tool so readers can try it, and keep the disclosure visible so your recommendations stay transparent.
Recommended: [Tool Name] — painless intake & approvals
Collect goals, audience, voice, sections, deadlines, and payment in one simple dashboard, and use templates, e‑sign, and auto‑reminders to reduce back‑and‑forth with editors and clients.
Why it helps: faster decisions, cleaner approvals, quicker publishing.
Try [Tool Name] →How this intake earns you money — practical tips and hidden tricks
Professional writers earn steadily because they make small repeatable decisions that save time and show editors they are safe to assign, and this intake habit is one of those decisions because it keeps the work aligned with the outlet and it removes confusion about scope, tone, and timing, which means fewer edits, cleaner invoices, and a shorter path to the next assignment.
Ideas that mirror the site’s mission and format get accepted faster, so your intake line about goals and pattern is not a formality, it is a sales tool for your idea.
When your canvas sets a realistic turnaround you hit the date calmly, and editors remember punctual writers and rehire them.
When your notes include sources and numbers the draft needs fewer rewrites, which shortens the path to payment.
Your section/format choice sets a clear word range, so feature‑level reporting does not sneak into a short explainer fee.
Hidden tricks used by working writers
- Angle bank: Keep a running list of three angles per outlet; after each intake, add one angle that fits a different section so you can pitch quickly next time.
- Clip compounding: When a story publishes, update your author page and link three older related clips at the bottom of your portfolio page so new editors can see depth at a glance.
- Data diary: Save the best datasets you find inside a simple sheet with columns for topic, source, and last updated; cite them repeatedly across pieces to cut research time.
- Proof paragraph: Write one paragraph in the outlet’s voice using your intake sliders, and keep it handy as a tone reference while drafting.
- Seasonal tracker: Note seasonal peaks relevant to your beat so you can prepare timely intakes a month earlier and look magically fast when the moment arrives.
Advanced Section (You Can Skip) Deep Dive Tools (Data Collection Only)
Below This Section Only Advanced-Sections Are Available – So You Are Free To Skip All Below Sections.
This continuation expands your Section data‑collection toolkit so you can decode audience, tone, section‑fit, timelines, payments, rights, and ethics in a calm and repeatable way before you write a single line.
Audience decoder — turn vague readers into one clearly pictured person
When you imagine one real reader instead of a crowd you make cleaner decisions about what to include and what to skip, therefore you will collect a few concrete details and write them down in full sentences so the target becomes visible to you and to the editor.
Write: “They want ___ but are stuck because ___.”
Beginner → Pro scale helps you set definitions and examples.
Short, medium, or long reads—choose the format accordingly.
| Detail to capture | What you write (one line) | Where you find it |
|---|---|---|
| Identity snapshot | [role/interest/industry] | About page, newsletter promise, top articles |
| Immediate need | [clear outcome they want this month] | Headlines, decks, subheads |
| Frustration | [what keeps them from result] | Opinion/FAQ pieces, comments |
| Preferred tone | [casual/neutral/formal; funny or not] | Two newest section pieces |
| Proof style | [stats, demos, quotes, case studies] | Recurring elements in published stories |
Tone & language lab — measure how the publication sounds
Voice becomes easier to match when you measure simple things like sentence length, pronoun use, and metaphor frequency, so you will collect small numbers that act as guardrails for your own sentences later.
Ratio of “you” to “they/us.” More “you” equals more conversational.
Average words per sentence in two recent stories.
Low, medium, high—use intentionally only when it clarifies.
| Signal | How to collect | Note you write |
|---|---|---|
| Verbs | List three recurring action verbs | Prefer direct verbs like “shows,” “tests,” “explains.” |
| Jargon | Note the worst jargon word | Avoid or define once in a short parenthetical. |
| Numbers | Count graphs/tables per piece | If many, plan one data point that earns its place. |
Deadline reality check — a visible calendar for your lead time
Lead times feel calmer when you can see them, so you will place the pieces of work on a simple seven‑day calendar and confirm that your promised delivery date is realistic for your current week.
| Format | Minimum days | Max days | Risk if shorter |
|---|---|---|---|
| News | 1 | 2 | Thin proof, basic context |
| Explainer | 5 | 10 | Shallow “how it works” section |
| Feature | 14 | 21 | Missed interviews, soft narrative |
Payment safety net — set up once, relax forever
Collecting a few administrative details in advance prevents last‑minute scrambles and late invoices, so you will capture the items in this table and keep them in one folder named Vendor & Invoices for every outlet you work with.
| Item | Exact data you capture | Where it usually appears |
|---|---|---|
| Vendor registration | Portal URL, login email, approval date | Onboarding email or guidelines |
| Tax/ID requirements | W‑9/W‑8BEN or local equivalent | Payment FAQ / finance form |
| Invoice fields | PO/assignment ID, article title/URL field, rate type, due terms | Acceptance note or contract |
| Bank details format | IBAN/SWIFT/IFSC or PayPal email | Vendor form |
| Payment schedule | Acceptance vs publication vs net‑30 | Guidelines or accounting policy |
| Contact for finance | Accounts email, escalation path | Footer of vendor docs |
Rights & reuse planner — understand what you can do later
Rights language controls whether you can turn your research into future pieces, so you will copy the exact phrases and paraphrase them in plain English inside the table below and you will keep this note with your draft files.
| Clause | Plain‑English note | Action |
|---|---|---|
| Exclusive web rights | Only the outlet can publish on the web during the exclusivity window | Do not republish elsewhere until the window ends |
| Archival rights | They keep it online indefinitely | Fine; keep your research notes for portfolio use |
| Reprint permissions | Rules for translations or anthologies | Ask early if you plan derivative work |
| Kill fee | Percentage paid if the story is cancelled after submission | Record the number; adjust scope on future work |
Ethics, sourcing, and fact‑check grid — protect trust and save edits
Accuracy is your silent brand, and it also saves time because clean facts mean fewer revision cycles, so you will tick the boxes below before you call the draft finished.
Accessibility & clarity pass — make the piece easy to finish
Readers finish articles that respect their attention, so you will gather a few clarity checks which you can apply to your outline before you draft and again before you submit.
| Check | Target | How to measure |
|---|---|---|
| Paragraph length | 2–5 lines for web | Preview with a browser extension or CMS preview |
| Subhead cadence | 1 every 150–250 words | Word count tool + visual scan |
| Definition rule | Define terms once, briefly | Highlight jargon, add an appositive explanation |
| Link usefulness | Links that add proof or context | Ask “Does this link help a reader decide or learn?” |
Master intake checklist — one page you can print
This checklist condenses the entire SOP into simple actions so you can move through intake quickly and avoid missing an important detail that would slow you down later.
| Area | Action | Done |
|---|---|---|
| Goals | Write the outlet’s mission in one sentence | □ |
| Audience | Describe one reader and one obstacle | □ |
| Voice | Set pronoun, sentence length, humor sliders | □ |
| Section | Choose the format + pattern from two recent pieces | □ |
| Deadlines | Estimate lead time and write a delivery date | □ |
| Payment | Rate type, schedule, invoice path noted | □ |
| Rights | Copy clauses and paraphrase in plain English | □ |
| Evidence | Two voices, one dataset, one example listed | □ |
| Clarity | Paragraph, subhead, definition, link checks | □ |
Practice sprint — do one full intake in eight minutes
You can get faster with light practice, so try this eight‑minute sprint where you move through the sections without stopping to overthink and you write only complete sentences.
Open About, Guidelines, Section, Newsletter.
Write goals and audience lines.
Set voice sliders and choose format + section.
Write delivery date; capture payment and rights notes.
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 really 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. |
Common “signals” you might read on professional sites
Publications often use similar language, and recognising it will speed up your intake because you will know what each phrase means for your work.
Your intake system is complete
You now have a repeatable, visual way to collect goals, audience, voice, section, timelines, payment, rights, ethics, and clarity checks before you pitch. Use it each time you discover a paying website so your ideas fit, your drafts flow, and your invoices clear on schedule.