Agents, Querying, Revising

Tracking Agent Responses & Knowing When to Revise

If you read my posts on Creating a Detailed Spreadsheet and Querying Strategy and Hitting Send, then you know I’m a bit of a statistics freak. Well, I actually take my statistics even a bit farther once I’m querying. I track how agents are responding to my query and pages so I know whether they’re working and I need to revise anything. It’s not an exact science because a rejection could be entirely based on premise and have nothing to do with the materials themselves, but if the numbers start adding up against a particular submission package, it’s worth taking a second look. Obviously I’m hoping that none of this will be necessary this time around thanks to the fabulous assistance of my Pitch Wars mentors, but it’s still smart to be prepared ;).

So here’s what I do.

1. Add a new sheet to my spreadsheet called Stats.

2. Create tables for Queries, Requests, and Submissions. Leave several columns between each. The total should be a sum.





3. Make pie charts for each of these. I’ll use one as an example.

a. Highlight everything except the total.

b. Select Charts, then Pie, and choose whatever type of pie chart you like, and voila!, a pie chart will appear. If you want it to show percentages, right click on the pie and select Add Data Labels. If you then right click on Format Data Series, you can choose whether those are the numbers or percentages. I personally prefer to see percentages.






c. A note as to how I fill these tables out: Queries start as No Reply Yet and move to requests, rejections or personalized rejections–just because it’s unique if you get a personalized rejection on a query. Partials sometimes get moved to the partial to full category because I like to track if a submission is upgraded. The third category is to track responses to the requests. If a request turns into a rejection, I move it there so that my total always stays the same as that total in the Requests table.

But this isn’t the only thing I’m tracking. Remember I said I tracked the types of materials as well?

4. Track what the agents are rejecting by creating a table and pie chart of submission materials. I usually add to the table with what the agents are asking for as I go, but I copied this table from my last MS, so it’s pretty comprehensive. You can create the pie chart following the same directions as above.








a. You may be asking: Why the heck do you want to know this information, Michelle? So, I didn’t include the numbers in the table, but you can see in the pie chart that the two biggest chunks are 5 and 10 pages for my rejections. I ended up doing a major revision on this manuscript, and my pie chart for the revision rejections looks quite different. There’s also the factor that I received an R&R from an agent, but having these statistics to review factored heavily into deciding whether to pursue it.

5. Track positive/negative comments. If agents reject a partial or full manuscript, they sometimes send feedback. It’s not a guarantee, but when it happens, it’s golden. But it’s important to remember one agent’s opinion may differ from another’s, and so I also try to track this graphically. Sometimes it’s not possible because it doesn’t line up at all, but other times the comments will start matching up, and that’s when you know you should stop querying and revise. I make two tables as below.

Then, instead of a pie chart, I make clustered bar graphs so I can compare. In this example to the left? I was getting conflicting opinions on X and wanted to chart agent opinions. Ultimately an agent asked me to rewrite it without X and I did. Actually, now that I look at this chart, I’m realizing the second R&R I did addressed a couple more of those negative comments. Hmm …

I realize this post may seem like a downer because it assumes you won’t land an agent as soon as you start querying. Well … the odds of that just aren’t very high. It could happen, but if it doesn’t, don’t let it deter you. There are so many agents out there, and if you’re smart about querying, your yes may still happen with your fiftieth or hundredth query. There are many stories like that!

Contests are amazing. I’ve been involved in several over the years with various manuscripts, and each time I was hopeful, but even when your entry is a hot property (and I’ve been there!), it’s still your actual materials that have to keep the agent’s interest. No matter how sexy your pitch and first page are, every page then on has to hold the agent’s interest for them to offer representation, so it’s a good idea to have a strategy in place to keep an eye on whether you’re on track. It doesn’t have to be my strategy–because I realize I’m a bit over the top ;)–but be aware of what you’re sending out and if you’re getting positive feedback.

Good luck as you go forth and query. And to my fellow Pitch Wars mentees, whether it’s your first manuscript, your sixth (like me!), or your tenth, you have so many cheerleaders ready to applaud your successes and pick you up when a rejection comes. Some of my closest writer friends are from a contest I participated in five and a half years ago–The Writer’s Voice. It’s actually why I started this blog :). I’m so grateful for those friendships and the new ones I’m making every day in this community.

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