Q: When a publication requests e-queries and clips, how do you e-mail the clips?
—Nannette Croce

A: Sending clips via e-mail can be difficult. You can try scanning the images, but that sometimes blurs the words and makes the piece illegible. You can copy text into a word processing document and send it, but that doesn’t prove the piece you’re submitting has been published. So what can you do?

First, check to see if the publisher of your work has ever posted it on its website. If so, it may have your work archived. All you have to do from here is copy the link into your e-query and your worries are gone. But what if they don’t archive stories online?

Most magazines, newspapers, newsletters and other types of writing mediums use computer programs to lay out the work and then save that work as a PDF—Portable Document Format. PDFs are the standard format for distribution and exchange of electronic files. In other words, they can be easily e-mailed and accessed whether you’re using a PC or a Mac.

If you don’t have the PDFs of your work already, call the magazine or newspaper that published it and request that they send you the electronic versions. Most media outlets keep archives of all their work, but it’s only been within the past 10 years that technology has led to electronic archiving. The older the clip, the tougher it might be to get. But once you get the PDF of your work, you can send it to anyone through your e-mail.

Brian A. Klems is the online managing editor of Writer’s Digest magazine.

Have a question for me? Feel free to post it in the comments section below or e-mail me at WritersDig@fwpubs.com with “Q&Q” in the subject line. Come back each Tuesday as I try to give you more insight into the writing life.

Q: What’s the difference between “allude” and “elude”? Are they interchangeable? —Anonymous

A: “Allude” and “elude” are frequently misused in place of each other, even though they’re about as different as broccoli and ice cream.

“Allude” means to refer to something in a casual or indirect way. Michelle alluded to my tardiness by glancing at her watch when I arrived. My wife alludes to her birthday a week in advance by leaving a Things-I-Want list on the refrigerator.

“Elude,” on the other hand, means to avoid or escape from by quickness or cunning. Justin eludes the police by hiding in a bush. I eluded the school bully—and a wedgie—by ducking behind the principal’s car.

Make sure to use these words correctly in your writing. Otherwise, picky agents and editors may try to elude you.

Brian A. Klems is the online managing editor of Writer’s Digest magazine.

Have a question for me? Feel free to post it in the comments section below or e-mail me at WritersDig@fwpubs.com with “Q&Q” in the subject line. Come back each Tuesday as I try to give you more insight into the writing life.

Q: When should I use single quotes instead of double quotes?—John Batson

A: Double quotation marks signify the exact words of someone else speaking in your writing. Single quotation marks come into play when the person you’re quoting quotes someone or something else.

Look at this example:

“I’m irritated with Dad right now,” said my sister. “Last week he said to me, ‘Jennie, if you don’t wash your own clothes, I’m going to start throwing them in the backyard.’ Last night I found my favorite shirt hanging from the bird-feeder.”

The writer is quoting his sister, Jennie. She gets the double quote marks credited to her speech. But while Jennie is talking, she quotes her dad. His words (which she’s reciting) get the single marks.

As sentences become more complicated with multiple quotes, the rule is to alternate between double and single marks.

 “I talked to Mom last night and she said, ‘I agree with your father. And when he says, “I’m going to throw your clothes in the backyard,” he means it.’ This is laundry war!”

So use single quotes only inside double quotes. And you can quote me on that—as long as you use the correct set of marks.

Brian A. Klems is the online managing editor of Writer’s Digest magazine.

Have a question for me? Feel free to post it in the comments section below or e-mail me at WritersDig@fwpubs.com with “Q&Q” in the subject line. Come back each Tuesday as I try to give you more insight into the writing life.

Q: Is it necessary to ask permission to reprint an article if the reprint is used in a strictly academic setting?—Anonymous

A: Title 17, Chapter 1, Section 107 of the U.S. code states that “the fair use of a copyrighted work, including such use by reproduction in copies … for purposes such as criticism, comment, news reporting, teaching (including multiple copies for classroom use), scholarship or research, is not an infringement of copyright.” But not all material is protected for your free use. There are provisions, and our legal expert Amy Cook says the writer must weigh some factors before considering the work fair game.

“If an article on a hot issue was published, and you distribute it to a large class without permission—ostensibly to examine the writing style—those students wouldn’t go buy the magazine,” Cook says, and the magazine would lose sales. “You can’t destroy the market value for the original.”

Courts also take into account whether the original work is more factual (which more readily falls into a fair use) or if it’s more creative (less likely to be a fair use).  The amount and substantiality of the portion used in relation to the copyrighted work can come into question, too; so taking an entire article is risky.

“The bottom line is that writers or users should take only the smallest amount they need to comment on it,” she says. “The mere fact that it’s an academic use doesn’t automatically protect you. If in doubt, simply get permission.”

Brian A. Klems is the online managing editor of Writer’s Digest magazine.

Have a question for me? Feel free to post it in the comments section below or e-mail me at WritersDig@fwpubs.com with “Q&Q” in the subject line. Come back each Tuesday as I try to give you more insight into the writing life.

Q: When working out a contract with a magazine, what are first serial rights?—Anonymous

A: When you sell first serial rights to a newspaper, magazine or periodical for a piece of work you’ve written, that media outlet has the right to be the first place to publish the article/story/ poem. After the piece runs, you’re free to resell it to another medium or to package a collection of your work into a book.

Rights can be sold geographic-ally, as well. It’s not uncommon to see article submissions with “offering first North American serial rights (FNASR)” written in the top, right corner of the first page. This limits the buyer’s rights and gives you the opportunity to sell the article in other locations outside the U.S. and Canada—such as England, Russia or Madagascar.

Reprints of your work that previously appeared in another publication are considered second serial rights. These rights are nonexclusive, meaning the author can sell the piece to many publications at the same time.

In the online world, you can sell the electronic rights to your piece. These rights aren’t as clear.
While they cover most of the same rules as first serial rights, the ever-evolving technology can cause some discrepancies between yourself and the publisher—like whether it can archive your work, place it in a database and let young punks download it to their PCs. This process is the least defined, and you may want to specify each right you license to the buyer.

Other rights to consider are simultaneous rights (giving you the ability to sell work to publications that don’t have overlapping circulations) and all rights (which means you sell all the rights to your work to the buyer, and you never get another dime for the piece, no matter how many times they publish it).

And remember, it never hurts to have someone familiar with freelancer contracts glance over your contract before you sign.

Brian A. Klems is the online managing editor of Writer’s Digest magazine.

Have a question for me? Feel free to post it in the comments section below or e-mail me at WritersDig@fwpubs.com with “Q&Q” in the subject line. Come back each Tuesday as I try to give you more insight into the writing life.

Q: Do agents steam off the stamps on self-addressed, stamped envelopes (SASEs) and resell them? The agents demand pages, SASEs, that sort of thing, but—and I know this sounds cynical—many of my queries disappear. In this age, why should we need to use what they call “snail mail” for queries and why do agents never answer?—Don Ballew

A: Of course agents don’t steam off stamps from SASEs and resell them. They steam them off and use the stamps themselves. (Hopefully you know I'm J/K, which is "just kidding" in Internet speak.)

Actually, they don’t steam off anything (as far as I know), and really do try to respond. To gain further insight on the matter, I called Donald Maass, president of Donald Maass Literary Agency. He represents more than 100 fiction writers.

“If you’re certain that you wrote to the agent’s current address and the SASE had sufficient postage, then you can conclude one of three things,” he says. “Either the agent is rude, the agent is busy or the agent just isn’t interested.”

Now, I doubt that agents try to ignore you, as their profession and income are based on finding great writing. With the mounds of submissions they continually receive, they probably don’t have time to respond to everyone (though that would be nice). And they do try to respond, but it's easy for queries to get lost in the shuffle.

“Snail mail” is still a viable form of submitting your query, though e-mail has really become increasingly popular in the last couple of years. There is one ultimate problem with e-mail: All that hard work goes down the drain if the editor accidentally labeled your e-mail address as spam and  you’re officially blocked from the system. So it's best to follow the agent's guidelines (which can typically be found online) when deciding whether to send it by the postal service or electronically. But when in doubt, you can always send a hard copy. After all, they are easier for agents to carry around and read while traveling, eating lunch or steaming off stamps.

Brian A. Klems is the online managing editor of Writer’s Digest magazine.

Have a question for me? Feel free to post it in the comments section below or e-mail me at WritersDig@fwpubs.com with “Q&Q” in the subject line. Come back each Tuesday as I try to give you more insight into the writing life.

Q: A friend approached me about writing her memoir. I don't know how to charge for it, especially since I have no idea how much material I'll have to work with and, therefore, how long it might be. Also, I know I want to share credit, on the one in a million chance that the client gets it published and the book becomes a bestseller. What should I charge? Should I assure a minimum number of pages?  What guidelines do you suggest? —Tamara Kort

A: According to guidelines set forth in the 2008 Writer's Market, ghostwriters charge anywhere from $50-100 per hour for "as told to" projects and $30-115 per hour for no credit pieces. “As-told-to” ghostwriting often nets you less money per hour because you get other benefits—such as a byline, an advance and a split of the royalties (up to 50 percent). But if you're willing to skip the byline and future earnings, you can act as a work-for-hire ghostwriter and charge more on the front end.

"Whatever is negotiated needs to be done, agreed upon, on paper and signed before work commences (or continues--if already started)," says Robert Brewer, editor of Writer's Market. "Included should be an estimate on the amount of time or pages expected; how many re-writes/revisions are expected; what constitutes a finished product; how and when payment will be made; and conditions under which the price might escalate."

If charging by the hour makes you (or your counterpart) nervous (Hey, I know I said to write about my first time at Yankee Stadium, but I'm not paying for the three hours you spent catching a game in the bleachers no matter how much 'ambiance' it added to the writing)—you can simplify it by charging per page. When translating hourly rates to pages, it comes out to $4-$25. I know that seems like a large range, but, like with any contracting job, the more experience and success you have, the more you can justify charging a higher price.

Realistically, the best bet for your first time ghostwriting is probably to negotiate a specific page count and price per page, so both you and your counterpart know the total amount that will exchange hands when the book is finished. (Negotiate royalties separately). As you become more comfortable with the process,  you can adjust accordingly.

Brian A. Klems is the online managing editor of Writer’s Digest magazine.

Have a question for me? Feel free to post it in the comments section below or e-mail me at WritersDig@fwpubs.com with “Q&Q” in the subject line. Come back each Tuesday as I try to give you more insight into the writing life.