What You Need to Start Your Writing Career

by Moira Allen

A career in freelance writing requires very little "startup investment." It does, however, require a few basic tools -- equipment, resources, supplies. Here are some of the things you'll need to set up your "writing office" -- even if that office is just a corner of the kitchen.

These tools and resources fall into two categories: The absolute necessities, and the optional extras. The necessities are items that you'll need to acquire before you can go very far in your writing work -- even if this means laying out some expenses before you earn any income. The "extras" are important -- but can usually wait until you see a profit.

The Necessities

A workspace of your own. The very first thing you need to establish is a place to write. While some writers have launched their careers from a corner of the kitchen table, it helps immensely to have a space -- even a very small space -- that you can call your own. Most writers feel that this space also requires a door that can be closed against interruptions, distractions, and family members. (Another advantage of an enclosed workspace is that it's more likely to qualify for the home-office deduction.)

At the very least, you'll need the following:

• A desktop (even if it's a table) for your computer
• Good lighting for your computer and reading areas
• A flat surface to spread out notes, books, and other materials
• A place to file research notes, articles, correspondence, etc.
• A place to store your writing supplies
• A handy shelf for your most useful reference books
• A chair that provides good back support

You don't have to go to the office supply store and buy a mahogany desk (though I recommend shelling out for a good chair). Plenty of folks make do with a couple of boards laid across two filing cabinets and a bookcase made of boards and bricks. The key is to make that space yours -- and to make sure that your family respects that space.

A computer of your own. Not only will the majority of your potential markets expect you to be able to submit material electronically (either on disk or via e-mail), but they will also expect to be able to communicate with you by e-mail, and expect you to be able to review their guidelines on the Web. If you're serious about freelancing as a business, having your own computer is essential.

Notice that I said "your own computer." Many households have a "home computer" -- but often, that computer is shared by all family members. If that's the case in your home, you'll find that your "writing time" generally takes second place to homework, games, checking stocks, downloading MP3 files, and general surfing. It's difficult enough to find time to write without having to compete for computer time as well.

If you don't have your own computer, this should be your first, and most important, business investment. It doesn't have to be expensive; for about $700 you can get a basic model that includes a printer, modem, screen, and all the software you'll need to start writing. You can also get good deals on used computers; many computer outlets sell "reconditioned" computers, and you can also find used hardware and software on Amazon.com.

Make sure that your computer is equipped with Microsoft Word, as this is the program most commonly used by publishers. Word documents can be produced both by PCs (Windows) and the Macintosh, so you can use whichever "platform" you're most comfortable with. (Today's Macs can also produce PC disks, so you don't have to worry about publications with "incompatible" systems.)

If you don't have space for a full-size computer, consider buying a laptop. Laptops now have just as much power and memory as a desktop model, with the added advantage of portability. If you do choose a laptop, however, I recommend getting a separate keyboard and mouse; for long writing sessions, you'll find a full-size keyboard much more comfortable (and far more ergonomic) than a laptop keyboard. I also recommend getting a full-size screen when you can afford it; a flat screen, for example, takes up very little desk space.

Most computer systems come "bundled" with an inkjet printer. Some of these are good; some are mediocre. Test-drive your printer; is the print-out clear and easy to read? Leave a page lying out for a few days; does the ink fade? How long do pages take to print? If the printer that came with your system is of poor quality, consider investing in another; you can get a high-quality inkjet printer for less than $150.

Another option is a combination printer/copier. These range from $300 to $500, and provide fast, laser-quality printing plus the advantage of a home copier. (Mac users can buy special software to enable them to use PC printers.)

Some writers feel that they can't justify the expense of a computer until they're actually earning money from their writing. Businesses require certain start-up expenses, however, and a computer of your own is the best start-up investment that you can make. (It's also tax-deductible, which is more than you can say for the computer being used for the kids' homework!)

An Internet connection. There are two basic types of Internet connection: Dial-up and high-speed. Most computers now come equipped with a built-in dial-up modem, which accesses your Internet service provider through your phone line. A dial-up connection contacts the service provider through a phone number, which may be local or "national" (i.e., toll-free). Dial-up accounts are offered by national services such as AOL, Earthlink and Juno, and also be local Internet Service Providers (ISPs).

If you want unlimited Internet service -- the ability to surf as long as you like without incurring extra fees -- then you'll find the best rates through local ISPs. Most local ISPs offer unlimited service for around $9.95 per month. This usually includes an e-mail account (and sometimes more than one) and 5 to 10 megabytes of personal Web space. The disadvantage is that most ISPs offer only local dial-up service; if you needed to connect while traveling, you'd have to pay long-distance charges. (It is possible, however, to find independent ISPs that serve more than one region.)

Services such as AOL and Earthlink have the advantage of being national, which means that you can access them from anywhere in the U.S. You can also keep the same e-mail address if you move. However, these services offer several tiers of pricing options; AOL's "light use" plan, for example, offers very limited Internet access (only five hours per month) for the same price that most independent ISPs charge for unlimited access.

High-speed connections are provided by cable (usually offered by your local TV cable company and sometimes by your long-distance phone company) or DSL (which works through the phone line). The advantage of this type of connection is, needless to say, the high speed. If you do a large amount of research online, you'll find that a high-speed connection saves you time and frustration; you won't have to sit around twiddling your thumbs while waiting for a large or graphic-intensive site to "load." This option is also helpful if you like to network or chat, or if you have a large daily e-mail load (e.g., 50 messages a day or more).

The disadvantage, of course, is cost. DSL and cable may cost around $49.95 per month. (In some cases, you can get a lower "introductory" rate that generally is good for three months.) You will also need to rent or purchase a special modem. (You can usually rent a cable modem from your provider, or buy one at a computer or office supply store. If you wish to hook up more than one computer to the Internet, you may also need a router.)

The other disadvantage is that these services are not available in all areas. You can usually obtain a cable connection anywhere you can get cable television, as the Internet connection uses the same lines. Cable companies run regular promotions offering free installation, particularly to existing TV cable customers. DSL is considerably harder to get; you must live within a certain distance of a DSL "hub." You can check with your local DSL provider online to determine whether DSL is available on your street.

Finally, a high-speed connection won't do you any good when you're traveling If you need to use the Internet on the road, you'll still need some sort of dial-up connection.

An e-mail account. In addition to choosing the best way to get online, you also need to make decisions about the best type of e-mail account. In most cases, your service provider will give you at least one e-mail account, and often more than one. However, this is not your only option, and may not be your best option. For example, if you wish to use a personal domain name, you won't be able to create an e-mail account associated with that domain (e.g., "jane@mydomain.com") through an ISP such as AOL or Earthlink, or through your cable or DSL provider. Most independent ISPs, however, offer domain hosting and domain-related e-mail accounts for a small extra fee.

Many people opt for a free, Web-based e-mail account, such as Yahoo! or Hotmail. The primary advantage of such a service is that you can access your e-mail through the Web browser of any computer, anywhere. This makes Web-mail particularly useful for people who travel a lot. However, since free programs support themselves through advertising, this means that you not only have to view ads whenever you view your e-mail, but that advertising messages may be appended to your outgoing e-mail as well.

Free Web-mail programs also tend to impose limits on the amount of e-mail that can be stored in your "inbox" -- so if you don't check your e-mail daily messages may begin to bounce. (Fortunately, these limits have eased in recent years.) Some programs also impose limits on the length of messages you can receive, or convert long messages into attachments. It also requires an extra step to transfer your e-mail to your computer -- and you can't use Outlook or Eudora to organize your e-mail. Many Web-mail providers offer increased storage, reduced (or no) advertising, and other options, for a fee.

A phone. Just as you need a computer of your own, you also need a phone of your own. This should be part of your basic work-space. It's usually easiest to conduct telephone interviews at your computer, so that you can jot down notes or look up information while you're talking. Your business phone needn't be fancy; these days you can pick up a phone at a garage sale for $5 or less!

You may also want to install a second phone line for business use, particularly if it's going to be difficult to ensure uninterrupted phone-time when you're working. The cost of a second line, including installation, is deductible as a business expense (you can't deduct the cost of your first, "personal" line, though you can deduct the cost of all business calls). A less expensive alternative is to subscribe to a second number on your primary line, with a "distinctive ring" that enables you to distinguish between personal and business calls. A fax machine can also be set up to respond to a "distinctive ring," so that you can have your phone and fax on the same line.

Having a second line, or second number, enables you to ensure that your business calls are always answered professionally -- or by a separate answering machine when you're not available.

The Writer's Market. There is still no substitute for this comprehensive annual guide to markets. Published every fall, Writer's Market lists nearly 3,000 magazine markets, plus book publishers, writing contests, and markets for other products such as greeting cards, screenplays and more. Listings include contact information, payment rates, rights, and what each publication wants to receive from writers.

Writer's Market now comes in a basic edition (book only) and an "online edition" (book plus access to an online market database, which is located at www.writersmarket.com). One can also subscribe to the online database without buying the print book (which can be useful if you live outside the U.S. and can't easily order the book itself). I recommend getting the print book if you can, however, regardless of whether you intend to use the online database; when researching new markets, there's nothing quite like being able to page through the book itself, marking interesting-looking publications.

Basic writing supplies. You'll need the following:

• Several reams of good-quality, 20-lb. white bond paper
• A box of 9x12 mailing envelopes
• A box of #10 (business size) envelopes
• Extra computer disks (both for back-up and for submissions)
• Postage in various denominations. (Invest in an inexpensive postage scale that lists current postal rates up to one pound, and buy postage that corresponds to those rates.)
• Your own supply of pens, pencils, felt pens/markers, erasers, paper clips, rubber bands, rulers, post-it notes, etc.
• File folders (and labels); also hanging folders if your file cabinet uses them. (For the economy-minded, there's nothing wrong with scavenging used file folders from your office!)
• Note-pads, both large and small. Large note-pads are great for jotting down interviews or research notes; small ones are good to keep by your computer (and everywhere else) to jot down ideas, reminders, etc.

A professional letterhead. You can design a letterhead at no cost on your computer, and save it as a file to use whenever writing a letter, or have it printed at a local print shop. Include your name, address, phone, fax and e-mail. Avoid "cute" logos like pens or parchments, and don't use a "title" (like "author" or "freelance writer") -- these are signs of an amateur. I recommend using a linen or parchment stock in a neutral color such as ivory or gray for letters (but not for manuscripts); this helps set them apart from the sea of white paper that clutters the average editor's desk.

Optional Extras

A fax machine. Many editors expect to be able to fax contracts to you, or galley proofs of your article. Being able to receive and send a contract by fax can shave a couple of weeks off the time it takes to get paid. A fax is also a good way to send an editor last-minute changes or materials. Don't fax queries or manuscripts, unless a publication specifically states that this is acceptable. I recommend a plain-paper fax, as the print-out is easier to store and the ink doesn't fade.

A copier. You'll find that you're constantly running to the local print shop to copy contracts, clips, correspondence, and a host of other materials. Having your own copy machine saves valuable time, and will eventually pay for itself. Today, you can find a variety of "all-in-one" machines that function as a printer, copier, fax machine and scanner.

Computer peripherals. In addition to the essentials of a computer and printer, I recommend the following equipment:

• A read/write DVD/CD-ROM drive. CDs are the most efficient way to back up your files, which you should do on a regular basis. (You'll only need to use DVDs if you plan to back up a huge number of files, or many large files, such as lots of digital photos.) Make sure that you can read your backups. Also, make sure that you know whether your drive uses "+R" or "-R" media. Most computers can read either type, but can only record one type.
  
  
• A "flash drive." Also known as a data stick, these handy little drives fit in your pocket and can hold as much as 2 GB of data. They are wonderful for temporary backups or for transferring files from one computer to another (such as from your laptop to your main computer). They make a good place to store files that change often (such as your online expense spreadsheets). However, I don't recommend them for permanent storage; it's too easy to overwrite a file, and these drives can be damaged if, for example, you drop one on a hard floor.
  
  
• A label-maker. There's no good way to print single labels or envelopes on a printer, and it's a pain to haul out the typewriter. This handy tool, however, lets you print mailing labels with the touch of a button -- just paste the address from a letter into the label-maker window.
  
  
• A scanner. If you plan to sell photos -- especially to online publications --this is an easy way to convert them to electronic files. A scanner can also enable you to back up older paper files. If you plan to scan photos or books, you'll need a flatbed scanner; if you plan to scan large quantities of paper in single-sheet format, consider a sheet-feed scanner (such as Fujitsu's ScanSnap). Many scanners (including ScanSnap) are now able to convert a document directly into a searchable PDF file.

A "writer's bookshelf." In addition to The Writer's Market., you'll want a good dictionary that defines obscure words as well as everyday words. (A dictionary should define the words you don't know!) You'll also want a thesaurus (Roget's is good, as is Websters's). If you plan to write technical, medical, or scientific articles, it's wise to invest in the appropriate dictionaries for those, too. Over time, you'll also probably collect some basic references on writing, as well as books that relate to your particular areas of interest or expertise. Here are some worthwhile books for writers:

• Starting Your Career as a Freelance Writer, by Moira Allen
• The Writer's Guide to Queries, Pitches and Proposals, by Moira Allen
• Writing.com: Creative Internet Strategies to Advance Your Writing Career (Second Edition), by Moira Allen
• The Writer's Digest Guide to Manuscript Formats
• Every Writer's Guide to Copyright & Publishing Law, by Ellen Kozak
• How to Write a Book Proposal, by Michael Larsen
• The Complete Guide to Self-Publishing, 2nd Edition, by Tom and Marilyn Ross
• The Self-Publishing Manual, by Dan Poynter
• The Portable Writer's Conference, edited by Stephen Mettee

A separate bank account. It's a good idea to keep your business income and expenses separate by setting up a separate bank account. Banks charge whopping fees for "business" accounts -- but as long as you're receiving checks in your own name, you don't need one. If you write under a pseudonym or business name and will receive checks under that name, you may need to set up a "doing business as" or get a business license; check with your bank for details. (You can, however, write under a pseudonym and still get paid under your real name.)

Spend a few days setting up your writing space. Take the time to get it just right. Make sure it is comfortable: You're not going to become enthusiastic about writing if each session puts you in desperate need of a chiropractor. Make it esthetically as well as ergonomically pleasing: Put an attractive picture on the wall, a potted plant on the desk. (Mine is fake; they live longer.) If you can afford to go beyond the merely functional, pick out a desk that appeals to you visually -- a desk that says, "this is the desk of a writer!" Take time to determine the best arrangement for your equipment; make sure everything is within easy reach -- that you don't have to climb over the printer to reach your files, for example.

Then, leave it alone. Rearranging one's workspace and reorganizing one's files are two of the most common forms of procrastination. It feels like you're working, but you're not. Resist the temptation to keep tinkering with your space, and sit down and start writing. After all, the best tools in the world aren't going to help you if you don't use them!

MORE RESOURCES FROM THE EDITOR:

Check out these books and more in the Writing-World.com Bookstore!

Subscribe to our Free Monthly Newsletter!