Yes, we all hate to write them, but many editors require seeing a query letter before they will even take a look at your article, essay, story or etc.. And the thing you want most is that editor to write you back with a "go ahead and send your article to me" response. However, if your query letter does not grab or hold the editor's attention it will be tossed in the slush pile, and what's worse is you may never hear from that editor again. Yes, that's right, you may not even get a rejection letter, and the whole time you're waiting you could be trying to sell your article to someone else.
Let's say you did grab the editor's attention with your query, but you still got no response, and you know your query was good enough to grab the editor's attention. What went wrong? A little tiny mistake could have went wrong, something you may have thought could be overlooked, but not with an editor! Yes, those tiny little mistakes can also cost you a sell, and many times you don't even think about them.
Do
Make sure you grab the editor's attention in the first paragraph. If you have to, ask the editor an intriguing question (make sure to answer it in your query later), state some facts or statistics from your research or place the first paragraph from your article into your query (this should have been written to grab your readers' attention, so it should grab the editor's attention as well).
Address your query letter to the appropriate editor. In other words, study the publication's masthead or editor list to get the right person. For example, if you're submitting an article on fitness try and get the fitness editor's name and contact information. Addressing the correct editor just may give you a quicker response.
Keep your query letter professional.
Include any clips relevant to the topic you're selling. If your clips aren't relevant go ahead and include a few of the ones you do have.
If you send your query letter via e-mail place it in the body of your e-mail, unless the publication's guidelines say otherwise.
After you've grabbed the editor's attention with your first paragraph, list a few (not all) of the important benefits that are in your article--this should be your second paragraph. If you asked a question in your first paragraph then the second paragraph should answer the question.
For your third paragraph, briefly tell the editor about your writing experience and any expertise you have related to your topic.
For your final paragraph, make sure to thank the editor for his/her time and consideration, and end with something like: "I look forward to hearing from you," or "with your go-ahead, I can have this article on your desk in one week" (or how ever long you think it will take to get your article to the editor).
Include your contact information so the editor will know how to get in touch with you if he/she is interested.
Study the publication before submitting your query letter. Read over a few back issues to get a feel for the publication's style and what they want. Usually the past six months is a safe bet on back issues.
Follow the publication's guidelines to a "T."
Check your query letter for spelling, grammar and punctuation errors before sending it to the editor.
When addressing the editor in the beginning use a colon instead of a comma--like this: Dear Mr. Doe:. This is more professional, a comma is usually for a friendly letter.
Make sure the publication's name and address is correct.
If mailed, type the query letter on professional letterhead (standard is 8 ½" x 11").
For the editor's convenience, if you mail your query letter include a S.A.S.E. (self addressed stamped envelope) for the editor's reply or return of your manuscript.
Keep your query letter brief (one page at the most).
Don't Don't start your query letter out with "dear first name" or "dear editor." Always start with "dear Mr. or Ms.." Or, if you don't know the gender of the editor you can always make a quick phone call to the publication to find out. However, when making that phone call be polite, and make sure to thank the assistant for his/her help, because you never know, it may be the editor you're planning to send your query letter to.
An alternative, if you don't know the gender or you're too shy to call, you can always say "dear first and last name" instead. One other thing, make sure you're spelling the editor's name correctly, this can be an annoyance to any editor when you spell their name wrong, and they may think you didn't do your homework. You can check the publication's masthead or contact list for the correct spelling. Or, if you call the publication you can ask the person who assists you if you've spelled the name correctly.
Don't submit a query about home and garden to the health editor. Again, like before, make sure you submit to the correct editor, and if you're in doubt, ask (a quick phone call or e-mail should do the trick).
Unless the guidelines say to do so, don't send a bunch of links to your clips. If you're mailing your query letter copy your clips and mail them with your query letter. If your clips are on the web, print out the page they are on. Finally, if you're sending clips via e-mail, unless the guidelines say otherwise, place your clips in the body of the e-mail.
NEVER send attachments unless the guidelines or editor tells you to do so. Unsolicited attachments are usually always deleted and unread.
Don't ever tell the editor that you're just starting out and don't have any clips (write samples if you don't have any clips, or send nothing at all), that the piece you're submitting has been rejected by others, how long and hard you've worked on the article, your article still needs work, don't tell about your life or family and etc.. All these things will not get you placed in the slush pile, they will get you placed in the trash.
There are many other things you shouldn't tell the editor--the list could go on and on--just use your common sense, and if you're in doubt post your comment and ask me and I'll tell you if you should or shouldn't mention it (you can post anonymously if you like).
Don't include any comments or reviews you've received about the piece you're trying to sell.
Don't pitch more than one idea in the same query letter unless you've worked with this editor many times before.
Don't promise quotes from experts unless you know for sure you can get that expert to give you a quote. Same with interviews, don't promise an interview from someone unless you're 100% certain you have it.
Don't bug the editor if you don't hear back soon. You can send a follow-up if you don't hear back within their specified time (check the guidelines), or if they don't give a response time, six months is usually a fair time to send a polite follow-up letter.
Don't pitch an idea the publication has covered recently. Again, study back issues.
Don't pitch a 1000 word piece if their guidelines say they only accept up to 500 word articles, essays, stories or etc..
If mailed, don't send your query letter on letterhead that has a bunch of flowers, scenery or etc. on it (your logo at the top is fine). Also, don't make it smell all pretty either; this isn't professional looking and it's usually frowned upon by most editors.
Are you smacking yourself in the head right now and saying, "silly me, I've been doing all the wrong things in my query letters." Don't worry about it, we all make mistakes from time-to-time, especially in the beginning, just pick yourself up and go on, and at least this time you'll know not to make that same mistake again. Happy querying and good luck!
