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Content Submission Guide

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, culture
keywords: ["keyword1", "keyword2", "keyword3", "keyword4", "keyword5"]
excerpt: "A compelling 2-3 sentence summary that appears in article previews and search results."
reading_time: 12
featured_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 item

Ordered lists:
1. First step
2. Second step
3. Third step

Nested lists:
- Main item
 - Sub-item
 - Another sub-item
- Another main item

Code Blocks

```javascript
function example() {
 return "Use triple backticks with language identifier";
}
```

```python
def 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