Query Letters

The following notes are from a UBC Freelance Article Writing class.

No matter how great a writer you are, you’re likely to never get a single word published if you don’t learn to write a proper query letter. Writer’s Encyclopedia definition for Query[Dead Link -ed]

In simplified terms, the query is a one page sales pitch which is sent to an editor at a publication. The aim of the query is to hook your editor as you would want to hook a reader, and to explain how you plan to pursue the story.

The query letter is sent after the writer has done some brief research into the subject of the article but before she has really done any writing. In many situations it is commonly asked that you ‘query with published clips’, this means that you send a few samples of your work along with the query. Your clips do not have to be published, but it helps lend credibility to your work if they are. Consider publishing your work on free websites/magazines/papers if you are desperate for some sort of published clip.

Also, your clip could consist of the following:
- an actual clipping from your published work
- a photocopy of a published piece
- a typed version with info on where the piece originally appeared
- a link to your clippings on a website (NB: this is not always acceptable, I’ll try to write more about this in another post)

Query letters consist of three basic sections, each generally consisting of a single paragraph (although this is a rough rule).

Section 1 The Lead: Although few writers actually use the same lead for their query and their finished article, the lead of your query should be written in the same style.

Section 2 Summary and Background: Again, similar to the article itself, if the lead was a zoomed in camera shot in a film, this is the panned back shot giving more information and history into your feature. Think of this as the second part of your Lead and your Nut Graph combined.

Section 3 Plan of Attack: In this section you will explain to the editor how you plan to pursue and research the story. If interviews play a role in your article then try and state some expected replies of the interviewees. You may not necessarily have done the interview yet, or even found someone to interview but you can still state something like “I will talk with an expert in this field who agrees with the findings of blah blah”. Don’t get too specific with this unless you’ve already done the interview, and even then leave it general.
This section is also where you should state any relative credentials you have, like a PHD in a subject relating to your article, or perhaps the last 20 years you spent working in the field which you share with your subject. Better credentials would include your writing history, such as well known publications you’ve already been published in… but if you’re reading this then there’s a good chance you don’t have those types of credentials. This is also where you would state your availability of photos if you have them.

Be prepared to back up and deliver anything you promise in your query!!
Do not make claims like “In my interview with President Bush, we will discuss X subject.” Editors will often call if they like your idea and ask for more info. More than one freelance writer has been caught off guard by this one and had to do some fast research after a promise to call the editor back in an hour (a tape recording of a baby wailing in the background may help you out of sticky situations like this and buy a few moments).

Some general notes:

Be Assertive. This is a sales pitch and you are the one being sold. Take the stance that the editor needs this story.

Don’t give away the story, leave the editor wanting to read more. After reading your query he should be sitting there thinking “Now I want to read the article to see what happens.”

Humour and wit can sell your idea, use it where appropriate. Editors have seen all the tricks of fancy coloured paper, and silly gimmicks to get attention, but a witty remark that makes the editor chuckle out loud may help your work to stand out. Obviously this should suit the tone of your article, humour has no place in a serious piece.

Perk the editor’s interest without being tacky or inappropriate. Leave your writing to do the job, never never ever use coloured paper, hard to read fonts, special silver foil wrapping with balloons, or any other stupid idea you can think of. This only tells the editor that you’re trying to hide the fact that your writing is likely not very good.

Your query should suit the style of the magazine. As you should have done for the article, study the magazine before hand and see what kind of language it uses, what the tone of it’s articles is, what it’s readership is like. Obviously you would use different wording for Chatelaine magazine than you would for Spin. You’ll also want to figure out whether the publication is more research oriented or character driven and suit your query to that style.

Whenever possible, mention the specific section of the magazine you are gearing your story to. Most front of the book sections have a title and it shows the editor that you’ve actually read the magazine and done some thinking about where your piece fits in. If possible, include a appropriate word count for that section.

Have a good well developed story idea. This should go without saying, but if you’re reading through your query and you find it lacks focus and direction then chances are good that you need to go back and develop your story a little more.

This one seems like a no-brainer, but apparently it’s a common mistake: Spell names and titles correctly. An editor will not be remotely impressed if you spell their name or the name of their publication wrong.

Shorter is better. Be concise.

Figure out who your query should be sent to and make sure you address it to that person rather than simply “Dear Editor.” An editor does not want to receive a form letter and will notice the fact that you didn’t take the time to research the publication and send it to someone in particular. One tip is to call the front desk and speak with a receptionist, tell them you have a story you’d like to submit and they’ll often let you know the best contact. Otherwise, if you’re picking from the masthead, then don’t pull the most important name off the list. Jump down a bit to the ‘lesser’ editors who will have more time to deal with you and who may be eager to help you and further their own career.

Never send a query without reading back issues of your target publication to see if the idea has been published within the last few years. Again, this is sloppy and the editor will not be impressed.

Presentation
This is the method my professor uses when sending her queries:
Find a simple paper folder with slots on either inside cover and preferably with a business card holder.
Staple your cover letter to the outside front of the folder. The cover letter is a simple one page introduction to your query. Think of it as a more casual version of a resume cover letter, this is your opportunity to use a more conversational tone (within limits) with the editor.
Place your queries inside the front cover, and your clips inside the back cover. It is entirely common to send multiple query ideas to a single publication and this may increase your chance at having one picked, however there is a risk of the feeling of ‘wasting’ a query if one is chosen and the others are barely looked at. However, all three or your queries may be chosen.
Use the business card holder to send along a simple business card. It is worth the time and money to get a small run of these printed (they’re so cheap now) to add an air of professionalism to your query. A simple card is best, include your name, contact info and if you’re feeling confident enough, the title of Writer or Freelance Writer.

If you find yourself having a hard time writing your query then this may be a sign that you don’t have a clear enough idea for your article. You may need to go back and do some more research or rethink your angle before finishing your query.

Related posts: Novel Writing and Commitment,  Published,  Word Zero,