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A query letter serves to sell your story or article to the editor. Editors have hundreds of queries crossing their desks every day. You may only get one chance to make your sell, that chance is your query letter. Having a professionally written query letter may be the difference between having your article published or rejected.
A query letter must be professional and organized or it is likely to end up with an editor's reject stamp on it. A query must be free from spelling errors and typos. If you use the spell checker program in your word processor, print your letter out and carefully read through it. Spell checkers are equipped to catch spelling errors: they don't always catch typos. If you type "of" when you really meant "or," the spell checker won't recognize it as a misspelled word.
A professional query should be typed on your personal letterhead, preferably on a 24 lb paper, such as resume paper. If you don't have your own letterhead, you can easily create one on your computer. Simple is best. At the top of the page, include your name, address, phone and fax numbers, email and website addresses.
Your letter should always be addressed to the editor of the publication, identifying him or her by name. If you address your letter, "Dear Editor," it is almost a certainty that you will receive a rejection slip. If an editor believes that you were too careless and lazy to find out her name, she isn't likely to trust you to write an article. Make the extra effort to find the name of the editor and its correct spelling. You can easily obtain this information by checking the publication's website, current issue, or by calling the publication's office.
As it was previously mentioned, an editor is very busy and receives hundreds of queries. Yours must grab her attention, and keep it. If your letter starts out dull and boring, the editor will likely stop reading. Remember how valuable her time is. Captivate her with your first sentence. Try to open your query with a fascinating fact or stunning statement. Ask an intriguing question that will make her continue reading for an answer. The first two sentences are the most important statements your query will make, so make them count!
Whenever possible, queries should be written on one page. Remember the time element that an editor has. Even if your three page query is interesting, it will take up too much of the editor's valuable time. Keep your query brief and to the point. Open with your intriguing question or fascinating fact, describe your idea as briefly as you can, and tell the editor why you are the only person who can write the article. If you plan to quote sources or conduct an interview, mention these facts. You should also mention any relevant experience or expertise that you may have on the subject you are querying about. Never say anything negative about yourself such as ‘I have no experience' or ‘I have never had anything published before.' You want the editor to maintain a positive image of you.
Make sure you have read the publications writing guidelines. They may require that you submit clips or writing samples with your query letter. Familiarize yourself with the publication to ensure that your article is suitable for that specific publication.
In the final paragraph, ask if you may write the article or if she would like to read the completed article. Tell what the appropriate word count will be and when you can have the article completed. Include a SASE, a self addressed stamped envelope, for the editor to send you a reply. Mail your query letter in a 9 x 12 white or manila envelope. It looks more professional and will stand out more than one that has been folded and stuffed into a small envelope.
All writers receive rejection notices at some time. Don't be discouraged when you receive a rejection, simply rewrite your query and send it to another editor. The more practice you have writing query letters, the better they will become, eventually bringing you more acceptance notices.
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