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Content Submission Guide

What Does This Content Guide Cover?

This content guide covers everything you need to know about writing for When Notes Fly: formatting standards, markdown syntax, editorial requirements, and submission guidelines.

Quick Overview

Markdown Format

All articles must be submitted in Markdown (.md) format

1,200-3,000 Words

Target word count for most articles

5-10 Keywords

Minimum 5, maximum 10 relevant keywords required

3-5 Day Review

Expected editorial review turnaround time

Markdown Formatting

Article Front Matter

Every article must begin with YAML front matter containing metadata:

---title: "Your Article Title Here"subtitle: "Optional subtitle for additional context"author: "Your Full Name"date: "2026-01-06"category: "concepts" # concepts, explainers, ideas, technology, work-skills, culturekeywords: ["keyword1", "keyword2", "keyword3", "keyword4", "keyword5"]excerpt: "A compelling 2-3 sentence summary that appears in article previews and search results."reading_time: 12featured_image: "/images/articles/your-image.jpg"---

Headings Structure

Use hierarchical headings for clear document structure:

# Main Title (H1) - Used only in front matter## Section Heading (H2) - Major sections### Subsection Heading (H3) - Subsections within H2#### Minor Heading (H4) - Rarely needed

Text Formatting

**Bold text** for emphasis*Italic text* for definitions or light emphasis`Inline code` for technical terms or commands[Link text](https://example.com) for external references> Blockquote for important callouts or quotes

Lists

Unordered lists:- First item- Second item- Third itemOrdered lists:1. First step2. Second step3. Third stepNested lists:- Main item - Sub-item - Another sub-item- Another main item

Code Blocks

```javascriptfunction example() { return "Use triple backticks with language identifier";}``````pythondef example(): return "Supports multiple languages"```

Images

![Alt text description](/images/filename.jpg)Or with caption:![Alt text](/images/filename.jpg)*Figure 1: Detailed caption explaining the image*

Editorial Requirements

01

No AI-Generated Content

Critical Rule: Human-written content only

  • Articles must be primarily human-written, we do not accept AI-generated content
  • If more than 50% of your article is AI-generated, it will be automatically rejected
  • We use advanced detection tools to identify AI-generated text
  • Minor AI assistance for grammar checking or outlining is acceptable
  • All core ideas, arguments, analysis, and synthesis must be your original thinking
  • Using AI to paraphrase or rewrite existing content is not acceptable
  • Violations may result in permanent ban from submissions
02

Minimum Keyword Count

Required: 5-10 relevant keywords

  • Keywords must be relevant to the article content
  • Use specific, searchable terms (avoid vague words like "tips" or "guide")
  • Include both broad and specific terms
  • Research keyword search volume before finalizing
  • Format: lowercase, hyphenated phrases (e.g., "mental-models", "cognitive-bias")
03

Word Count Guidelines

Target: 1,200-3,000 words

  • Minimum: 1,200 words (shorter pieces require editor approval)
  • Optimal: 1,800-2,400 words for most topics
  • Maximum: 3,000 words (longer pieces need strong justification)
  • Every word must serve a purpose,no fluff or padding
  • Complex topics warrant longer treatment; simple topics should be concise
04

Source Citations

Required: 15-30 credible sources

  • Peer-reviewed academic papers strongly preferred
  • Books by recognized experts in the field
  • Reputable institutional sources (universities, research centers)
  • Use inline links for citations: [Smith et al., 2023](url)
  • Include a "References" section at the end with full citations
  • Avoid citing blog posts, social media, or unverified sources
05

Structure Requirements

Must include:

  • Lead paragraph (150-200 words): Hook the reader and establish the article's purpose
  • Clear sections (5-8 H2 headings): Break content into logical, scannable sections
  • Subsections as needed (H3): Organize complex sections into digestible parts
  • Examples or case studies: Concrete illustrations of abstract concepts
  • Conclusion (150-250 words): Synthesize key takeaways and implications
  • References section: Full citation list at the end
06

Excerpt Guidelines

Required: 2-3 compelling sentences

  • Must be included in front matter as excerpt
  • Should hook the reader and convey the article's value
  • Maximum 300 characters (appears in previews and search results)
  • Don't repeat the title,add new information
  • Focus on the "why this matters" angle
07

Author Bio Requirements

Must provide:

  • Full name and credentials (PhD, MA, industry title)
  • Current affiliation or position
  • Relevant expertise (2-3 sentences)
  • Published works or notable contributions
  • Contact information or professional website
  • High-resolution author photo (minimum 400x400px)

Writing Style Standards

✓ Do This

  • Write in clear, accessible language
  • Define technical terms on first use
  • Use active voice when possible
  • Support claims with evidence
  • Provide specific examples
  • Link to authoritative sources
  • Use "we" for inclusive statements
  • Break up long paragraphs (max 4-5 sentences)
  • Use subheadings for scanability
  • Acknowledge complexity and nuance

✗ Avoid This

  • AI-generated or AI-rewritten content
  • Jargon without explanation
  • Clickbait headlines or promises
  • Unsupported generalizations
  • Personal anecdotes as primary evidence
  • Excessive use of passive voice
  • Listicle formatting ("10 ways to...")
  • Oversimplification of complex topics
  • Promotional or sales language
  • Ideological bias or advocacy
  • Filler words and redundancy

Submission Process

1

Pitch Your Topic

Email editorial@whennotesfly.com with:

  • Proposed title and topic
  • 2-3 paragraph outline
  • Your credentials and expertise
  • Preliminary keyword research
  • Expected word count and timeline
2

Wait for Approval

We'll respond within 2-3 business days with:

  • Approval or feedback on the pitch
  • Editorial guidance or angle adjustments
  • Deadline and word count confirmation
  • Any specific requirements for your topic
3

Write & Research

Develop your article following our guidelines:

  • Use the markdown template provided
  • Include all required front matter
  • Cite sources as you write
  • Save frequently and back up your work
4

Submit for Review

Email your completed article as a .md file attachment:

  • Verify all front matter is complete
  • Double-check keyword count (5-10)
  • Confirm word count is within range
  • Include author bio and photo
  • List any images/graphics needed
5

Editorial Review

Our editors will review for:

  • AI content detection, Articles with 50%+ AI content will be rejected
  • Factual accuracy and source quality
  • Clarity and readability
  • Adherence to style guidelines
  • Proper markdown formatting
  • SEO optimization (keywords, structure)

Timeline: 3-5 business days

6

Revisions (if needed)

If revisions are requested:

  • Address all editorial feedback
  • Track changes or provide revision notes
  • Resubmit within agreed timeline
  • Respond to any clarification questions
7

Publication

Once approved:

  • Article is scheduled for publication
  • You'll receive publication date confirmation
  • We'll handle all formatting and image optimization
  • Your author bio and credentials will be displayed
  • Article will be promoted across our channels

Pre-Submission Checklist

Before submitting, verify you've completed all requirements:

Content

  • ☐ Content is human-written (not AI-generated)
  • ☐ Word count: 1,200-3,000 words
  • ☐ 5-10 relevant keywords
  • ☐ 15-30 credible sources cited
  • ☐ Lead paragraph (150-200 words)
  • ☐ 5-8 major sections (H2)
  • ☐ Concrete examples included
  • ☐ Conclusion section (150-250 words)
  • ☐ References section at end

Front Matter

  • ☐ Title and subtitle
  • ☐ Author name
  • ☐ Publication date
  • ☐ Category selected
  • ☐ Keywords array (5-10)
  • ☐ Excerpt (2-3 sentences)
  • ☐ Reading time calculated
  • ☐ Featured image path

Formatting

  • ☐ Markdown (.md) format
  • ☐ YAML front matter included
  • ☐ Proper heading hierarchy
  • ☐ All links functional
  • ☐ Code blocks formatted
  • ☐ Images have alt text
  • ☐ No formatting errors
  • ☐ File named correctly

Attachments

  • ☐ Author bio (2-3 sentences)
  • ☐ Author credentials listed
  • ☐ Author photo (400x400px min)
  • ☐ Featured image (high-res)
  • ☐ Additional graphics (if any)
  • ☐ Image permissions documented
  • ☐ Contact information
  • ☐ Professional website/profile

Ready to Submit Your Article?

Have questions about our guidelines? Need clarification on formatting? We're here to help.

Contact Editorial Team