I recently hired an editorial assistant at my press, and the submissions were pouring in—hundreds of emails from eager applicants hoping to land a first job in publishing. After combing through the first few dozen, patterns start to leap off the screen. Some made me think yes, please. Others sank themselves before I even opened the attachment.

That made me realize this was a timely topic for an Industry Insights piece. So, here we go! Your mileage may vary with the following, but if you gave me a root beer and asked for my advice, this is more or less what I’d offer if you asked me.

If you’re applying for an entry-​level editorial role—or any publishing position that involves words, organization, and people—these are the signals that stand out for all the right reasons.

Green lights

1. A subject line that says the job and your value
   “Editorial Assistant application – copyediting + kidlit marketing experience.”

2. A three-​sentence opener that orients me
   Who you are, what you’ve done, what you can do for this role. Clear and human.

3. Evidence you understand children’s books
   Name two or three recent picture books by title and publisher and one sentence on why they work.

4. Proof you can handle details
   One paragraph describing how you track tasks, version files, and meet deadlines.

5. Clean, calm formatting
   Consistent headers, white space, one font. No design experiments.

6. A real line about why this press
   Show me you looked at our list. Mention a title and connect it to your skills.

7. Transferable skills with receipts
   “Managed a 200-​entry submissions inbox with a 48-​hour acknowledgment target.”

8. Comfort with the tools
   State proficiency levels for Google Workspace, Track Changes, Airtable, or Sheets, Zoom.

9. Professional presence online
   If you include a website or LinkedIn link, make sure it’s current, typo-​free, and reflects the kind of work you want to do. I always check.

10. Service mindset
    One sentence that shows you anticipate needs: scheduling, prep docs, recap notes.

11. A respectful close with one ask
    “I’m glad to complete a short paid task if helpful. Thank you for the consideration.”

Red flags

For every polished, intentional application, there’s another that goes sideways in seconds. None of these mistakes are fatal—but each one quietly signals inexperience or carelessness.

1. Generic cover letters that could go anywhere
   If I can swap in another press name and nothing breaks, I assume you didn’t prepare.
2. Fuzzy timelines
   If your résumé lacks dates or uses vague ranges, I wonder what’s missing.
3. Attachments named “Resume.pdf” or “document”
   Files without your name disappear fast in busy inboxes.
4. Samples I cannot open
   Make sure permissions are appropriately set. Test them while logged out.
5. Over-​promising
   Keep claims specific and verifiable. Confidence is welcome. Inflating is not.

One last thing

Every job in publishing starts with trust. Can you handle words carefully? Can you manage people’s work and time respectfully? Those answers begin forming the moment your email lands. The best applications feel like a preview of how you’d operate on the job—organized, thoughtful, and aware that someone’s time is on the other end of the screen.

Publishing is a relationship business, even at the inbox level. The way you apply becomes the first example of how you’ll edit, communicate, and collaborate once you’re in the door.

I tell my students this all the time. EVERYONE remembers the candidates who made their job easier. That’s the real first impression.

My Writing Picture Books class is building picture book dummies this week, so spread planning is on my desk and in my head. We had a great time folding paper and stapling up dummies in class last week, too.

If you’re new to making dummies, start with these two resources:

How to Craft a Picture Book Dummy

Picture Book Dummy, Picture Book Construction: Know Your Layout

As the students work with their dummies this week, I’ve asked them to assign a job to every spread. One spread, one purpose. Why? Weak spreads and soft page turns become hard to ignore. A dummy makes each spread’s job visible.

Use your dummy to shape spreads

Label the job for each spread, then place lines from your current draft that best serve that job. Keep only lines that serve a spread’s job. Move others to a better spread or copy them into a “cuts” file for possible reuse.

My spread job checklist

• Promise: who or what the book is about and the energy it carries
• Pattern: the everyday or plan we’ll soon disrupt
• Tilt: the first small change
• Escalate: effort increases or stakes rise
• Breath: a quiet beat to reset attention
• Surprise or Cost: the twist or the price of trying
• Climax: the most charged action or reveal
• Resonance: a final image that lingers

I tell my students to use this as a quick gut check while working on their dummies. When a moment is small, two jobs might even share one spread. If the book runs longer, the same spread logic applies. You can repeat Pattern, Tilt, Escalate, and Surprise or Cost until you reach the Climax and the final Resonance.

What editors and art directors notice

Here’s my advice for beginning and early career picture book writers. After two or three revision passes, make a quick paper dummy for yourself. Use that exercise to shape the manuscript you eventually submit because editors and art directors can tell when a story has been dummy tested. How do they know? Because it reads like a book.

• Page turns feel intentional. The opening starts delivering the cover promise. A real breath appears where listeners need it. Reveals land on turns.

• Lines leave room for pictures. You aim the feeling and the beat. The illustrator invents the staging.

• Pacing fits the format. It reads cleanly in 32 pages because empty spreads were cut or combined.

• The book is easy to picture in layout. Conversations move faster and decisions come easier.

That’s the point of making a dummy first, folks. It’s a simple craft step that signals professional readiness. Plus, it’s a good excuse to break out the glue sticks, scissors, staplers, and crayons and have some fun.