Query Letters: Why, How... and What Now?

Why Write a Query Letter?

To query or not to query, that is (often) the first question. First, find out if the publication that you’re interested in prefers queries or full manuscripts. If you can, send a query.

Most of the time, a query is not only a polite way to request business from a publication, but it allows you to work more efficiently. Your goal is to be published, and, hopefully, paid. Would you want to research, write, edit and polish an article that no one wants? I’m guessing not.

Most importantly, a query letter can actually help you make your article successful. In response to your suggestion, the editor may give you information timelines, changing guidelines for writers, or a need to fill an upcoming special issue - all of which helps you tailor your finished piece to meet his or her needs. For example, suppose you propose a story about "great escapes" (safaris, skiing, spa getaways) for a magazine aimed at young entrepreneurs. If an editor likes your idea, the response could be something like this: "Great! Just what we’re looking for. Make sure you talk about internet connectivity at each location - our readers just want to think they’re getting away - they will want to be connected the whole time, of course. Also, we need it before February 1 to make our May issue. Will that be a problem?"

Suddenly you have a focus - one that you know will help you get published with that magazine - as well as a deadline, after which even the best article would be useless. Why would you travel all that way to without knowing what this editor really wants?

Query Letter Basics

Computers make it easy - and therefore absolutely necessary - to put your most professional foot forward.

If you’re sending your query through the postal service, use a graphics program to create a simple black-and-white logo - maybe something that plays off your name, or your niche market - and paste this at the top of a Microsoft Word (or other) document. Voila, customized letterhead without expensive color printing costs!

It’s becoming more acceptable to email and fax query letters and manuscripts, but make sure your target publication accepts letters this way before you send them out.

Faxes should always have a cover sheet that indicates your name and number (in case the fax doesn’t go through properly), as well as the name and fax number of the intended recipient, and the total number of pages contained in the transmission. This increases the odds that it will be delivered directly to the right editor (instead of the "slush pile"), and that it is received in its entirety - if it’s not, they can at least call you to re-send.

If you’re using email, consider one of two approaches:

*Attach your query letter to the email, and use the body of the email just to say "attached is an idea for your publication." Be careful to format your attachment in a generic way - as a .rtf or .txt file, for example.

*Cut-and-paste the full text of your query letter into the body of the email. Stay away from graphics and fancy formatting. This has a few advantages:

1. You know the editors’ email program will be able to view the contents of your letter, no matter what.
2. Maybe something - a turn of phrase, a keyword - in your idea will catch an editors’ eye in an unexpected way.
3. You can still use attachments for digital photos, clips, and other supporting documentation, if appropriate.

No matter what medium you are using to deliver your letter, run a spell-check with every draft, and then once more before you send the letter out. Take it one step further, though, and confirm the spelling of the editor’s name by triple-checking the masthead of the magazine, the entry in Writers Marketplace, or the yellow pages.

Tracking Queries

Keep a spreadsheet or some other record of which article you sent to which editor and when, as well as what the outcome was, and when you received that information. And make sure it’s continually updated and accurate! This record can add up to valuable information as you consider pitching that article, or that magazine, again.

Only query one idea to one publication at a time, but keep a file of backup markets for that story, just in case. If you get a rejection, quickly re-craft your query letter to a new publication and send it out again. And again. And again. If it’s a good idea, - and if you’re a good writer -- your persistence will pay off!

They Liked the Query - Now What?

Immediately write the editor a thank-you note, and take the opportunity to provide some additional information: how long you think the article will take, when your trip begins, how to reach you while you’re away.

Then get to work! Remember - a "go ahead" from a query letter is not usually a promise to purchase your article, but it’s a great indication that a well-written article will be well-received. Even if it ends up being a "no thanks" from that publication for whatever reason, your idea has been validated, and is ready to pitch to other magazines!

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