You’ve revised, polished, formatted, and researched. You’ve written a strong query and identified a list of agents or editors who might be a great fit.
But once you start submitting your work, things can get murky—fast.
Without a clear system for tracking submissions, it’s all too easy to let things fall through the cracks—or worse, make a professional misstep that costs you an opportunity.
Let’s fix that.
Submitting your manuscript isn’t just about sending it off and hoping for the best. It’s a professional process—and like any process, it requires good record-keeping.
Here’s what submission tracking helps you do:
Avoid submitting to the same person twice (unless invited)
Respect specific submission guidelines
Follow up appropriately
Record helpful feedback (even from rejections!)
Spot patterns—who’s requesting more, what’s getting traction
And—just as importantly—it gives you peace of mind.
You don’t need fancy software (though you can use it—more on that below). A simple spreadsheet will do. Here are some key columns to include:
Date Submitted
Agent or Editor Name
Agency or Publisher
Submission Method (email, query form, conference, etc.)
Manuscript Title
Query Type (cold query, referral, requested, etc.)
Response Time (as listed on their site)
Status (waiting, rejected, request for more, etc.)
Response Date
Notes (e.g., “Personalized pass. Said to try again with future work.”)
Optional: use color-coding to quickly scan your list—green for requests, yellow for still waiting, red for passes, etc.
Spreadsheets: Excel, Google Sheets, or Numbers all work beautifully. The key is consistency.
QueryTracker.com: A free (and optional paid) site for tracking agent queries, sharing response timelines, and learning from other writers’ experiences. It’s particularly helpful for spotting current trends and managing multiple submissions.
The best submission tracker is one you’ll actually use. Whether it’s digital or printed, keep it updated and make it part of your submission routine.
This kind of professional organization does more than keep you sane—it shows you’re treating your writing like a business. And agents and editors respect that.
Looking for a ready-made tracking template, plus detailed guidelines for submissions, formatting, art notes, query writing, and more?
You’ll find everything you need inside The Complete Picture Book Submissions System—the comprehensive toolkit for getting your picture book manuscripts out into the world with clarity and confidence.
