As a freelance writer, I live and die by deadlines. One could say I’m my own boss… but conversely, I have many bosses — the editors and clients who assign me work. When I collaborate with PR teams to research and find sources for stories, my deadlines for these pieces impact how they work, too. But there are misconceptions surrounding deadlines that freelance writers set and work by. Today, I’m sharing a behind-the-scenes look at how I approach deadlines, and what that means for publicists.

Understand how a freelance writer sets deadlines.

My personal philosophy as a freelance writer is that I don’t write pieces the day they are due. (New here? See more on how freelance writers work). That means I personally set my deadlines to receive information, conduct phone interviews, get emailed responses, collect images, and so forth earlier than my actual deadline, which is set by my editor, to submit the piece.

I do this to ensure I have ample time to piece the story together, ask follow-up questions if needed, review images and ask for more options if needed — you name it. Experienced freelancers build in cushion time for all of these items to ensure they can complete their assignment by the assigned deadline. Depending on the outlet and story, this may be a month before a story is due (i.e., a major print feature), or as little as two days before it’s due (a short online piece). Other factors impacting the deadline writers set for PR can be the complexity of the topic (if it might warrant follow-up questions, the deadline is sooner), the potential volatility of a source’s schedule (i.e., an ER doctor may be called to a duty more important than talking on the phone), and confidence in that publicist or PR firm (if we haven’t worked together before, I build in more time until I see how well you respond to deadlines).

Sometimes, deadlines are implied.

When I’m opening up my inbox to ideas for a specific pitch idea I’m working on (usually through my newsletter), and I communicate clearly that it’s a pitch and not a confirmed story, I often get email responses to these asking simply, “What’s your deadline?” While I can see the point, as a writer, this isn’t helpful for a few reasons. One, if it’s a pitch I’m researching, I won’t have a hard deadline as I’m working on my own time (and not an editor’s) to develop and send off a pitch. When I put out a call for ideas for a pitch specifically, I’m implying that sending your ideas sooner rather than later is smart. (Also, the best ideas that come in first are usually what I end up going with.) Additionally, when I get many responses to one call for ideas, I’ll set up a specific folder in my email where I immediately file them away. Then, when I go in to review all the ideas, I’m disappointed to realize that out of 25 emails I filed away, 18 or so are just asking “What’s your deadline?” and I have less information than I’d thought. The bottom line? Rather than taking time and clogging a writer’s email with deadline questions, do the best you can to get what they need, if you have a fit, and send it as soon as possible (or at least confirm you’re doing so with the writer so they can count on your idea).

Don’t always lead with deadline questions.

Yes, deadlines are critical. But at the same time, it’s not effective to have that be the first and/or only response to an email request for a confirmed story. For instance, I recently had an exciting feature assigned to me by a national print editor. In emailing a few PR teams to share the news and what I needed from them to complete the story, one person responded with simply, “What’s your deadline?” Look, I get that’s important — but when that’s the only response from a publicist when I’m planning to feature their client in a major feature, it gives me pause. I would expect more questions (and maybe even enthusiasm?) when we begin working on a story together. When I receive this single question, I worry that I’m not going to get what I need. Some writers may disagree with this; but I believe strongly in relationship-based work and will be more inclined to work with PR teams with whom I know I can trust.

Know the meaning of “What’s your hard deadline?”.

If I provide a deadline to a publicist, and then get this question right before that first deadline, it’s very frustrating. I’m not sure why PR thinks writers give them “fake” deadlines, meaning ones that aren’t real or “hard” deadlines. (FYI: In journalism jargon, a “hard” deadline is a fixed date by which something must be completed.) Why? Because in my world, I treat every deadline as a hard deadline — meaning a day that an assignment must be turned in.

An example of this was a long email exchange I had with a publicist, where I was missing some of the information I’d originally requested. After much back-and-forth, the publicist asked, “What’s your hard deadline on this?” My deadline hadn’t changed throughout the exchange — but it was slightly exasperating to have spent so much time on email talking about, only to end up barely meeting my own deadline because of it.

On that same note, don’t play cat and mouse with freelance writers. If you have a strong feeling a client can’t help you to deliver what a writer is needed by their deadline, say so up front. This is a much better option than saying yes, then backing out last minute, as it gives the writer enough time to find an alternative source.

Don’t miss deadlines.

This sounds obvious, but it happens regularly. The most annoying deadline miss is when I have a simple request, such as a link to images, that isn’t sent to me by deadline. If a publicist misses a deadline for me more than once, no extraordinary circumstances permitting, chances are high I will avoid working with that publicist again in a similar situation. I understand things can happen where a client is unavailable, goes offline unexpectedly, or a family emergency occurs — however, if none of those happen, it’s my impression that often, some publicists may miss freelance writer deadlines because they simply don’t keep track of them in an organized way. (An example of this: When I follow up asking for status of said request a couple days past the deadline I set, and the publicist immediately responds with the information and doesn’t acknowledge it was late.)

The bottom line when it comes to deadlines set by freelance writers? Respect them. I always aim to give publicists as much time as possible to deliver on my requests while simultaneously managing my own workload and my editors’ expectations. That’s why asking for “flexibility” in deadline is usually not an option for me, as I’ve already given as much time as I can (without going to the extreme of asking my editor for an extension). If you would miss a deadline set by an editor, do your best to not miss one set by a freelance writer, either. Both freelance writers and publicists are the same in that our reputation — and careers — can depend on it.

Do you have any tips on accommodating freelance writers’ deadlines? What is your take on these five things to know? Share with me below.