Query Letters: Important Tips & Warnings: Part 5 of Query Letters that Work!
Filed under: Blog, Mini-Courses, Query Letters, Resources
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Welcome to Part 5 of the Query Letters That Work! Mini-Course
A Word to the Wise: Important Do’s and Don’ts – Tips and Warnings
So, far in Query Letters that Work! a mini-course, we’ve covered:
- The purpose of the query letter
- Key Components of Query Letters That Work Part One and Part Two
- Key Traits and Characteristics of Winning Query Letters
- What to Do if You’ve Never Been Published and Don’t Have Any Writing Credentials
Now, we’re going to take a look at some important things to remember when writing and submitting your query letters:
Note: For more in-depth explanations of the tips, warnings and things to remember – see Parts 1 – 4 of Query Letters that Work!
- Keep your letter to a single page!
While it might seem like a good idea to include more (and more!) information, doing so will actually hurt your chances rather than working to your advantage. (This doesn’t include attachments, such as: clips).
Editors and agents want to (and expect to!) see your ability to write concisely and effectively and to not have to spend a lot of time reading to determine that! Remember, they are inundated with queries on a regular and ongoing basis. Why bother with 2 and 3 page queries, when they have a stack of 100, single page ones that effectively show topic, subtopics and the ability to connect with the reader? (Hint: they won’t!)
- Include relevant published clips if you have them (unless the publication specifically requests otherwise).
- Always, make sure the tone and the topic fits the publication and the readership!
Click here for tips on researching and getting to know your audience.
Do your homework!
- When querying by mail, always include a SASE (self-addressed, stamped envelope).
You won’t always receive a response, but doing this encourages the editor or agent to respond and enables them to do so easier and faster.
- Don’t submit the same idea to multiple publishers at the same time!
The only exceptions to this are when a publisher specifically stipulates that this is acceptable or when you notify all of the publishers you are submitting to that you are doing this. In general though, it is best to wait for a response from one publisher before submitting the same idea to another.
As freelance writers, we need to make money from our profession to survive; we can’t wait forever to hear back from one publisher before pitching our awesome ideas to another. So, what do you do if you haven’t heard back, but you really need to move forward? Stay tuned to Writers Bra! I will posting soon all about proper follow-up etiquette with publishers, editors and agents.
- When using qualifications and experience in lieu of writing credentials, make certain that experience is relevant and viable!
If your background has no relevance to the topic you are pitching, leave it out of your query letter altogether. Click here to learn more about how to use your life experiences in place of writing credentials. (Hint: This is excellent for someone who has never been published!)
- Make sure your query letter is in business format and has the appropriate look!
Click here to learn more about how to format your letter and exactly what it should (and shouldn’t!) look like.
- Always address editors and publishers professionally and with a business tone.
This is a business; you are the owner of your business; and you need to treat publishers with the respect and professionalism that their position warrants. After all, they are the gatekeepers to your publishing world.
- Always, always, ALWAYS have someone else proofread your query letter for you!
Writers make terrible proofreaders of their own writings. Why? Quite simply, we see what’s supposed to be there instead of what’s really there.
Now, I’m not talking about creatively; most of us do a pretty darn good job with that part 
. But, grammar and spelling; especially spelling… trust me; if the word is supposed to have an apostrophe, we’ll see an apostrophe. If the word is supposed be spelled “too” and not “to”… we’re going to see “too”.
Don’t get me wrong; we’ll likely catch a lot of our own mistakes, but we’re just as likely to leave behind a few too (especially if we’ve read the piece dozens of times during the writing process!).
Anyway, why even take that chance? Do you really want your idea tossed out simply because you made a few typos? Threw in an extra “the”? Wrote “good darn”, instead of “darn good”?
While these may not seem like such a big deal, they can be… particularly when an editor already has 75 other query letters sitting on his or her desk.
I’m not saying typos and grammar issues will exclude you from the running; if your idea is good enough and the mistakes are minimal, you just might make it through. But, why take a chance?
Be safe! Have a friend or colleague proof your query letters and other important work before putting it out there…
- Quality matters!
This kind of goes without saying. Most of the tips above are all about just that; quality.
Your query letter needs to be your “best foot forward”. This is precisely how editors and agents will view it.
If your query letter is not in the right format, doesn’t follow the standard process, is sloppy in appearance, addresses the publisher too casually, etc. etc…. it’s going to hurt you as a writer. What the editor will take away from that is, “If that’s their best effort, what can I expect the finished “product” to be like?” Common sense.
And, with that . . .
I hope your query letters are going well! Don’t forget to shout-out your publishing and writing successes through Writers Bra Bally-hoo! We want to hear all about it and we want to help you get it out to the world!
Stay tuned. Still to come in Query Letters that Work! A Mini-Course:
- A Word to the Wise: Important Do’s and Don’ts – Tips and Warnings
- Sample Query Letters
- Final Thoughts: Bringing It All Together & Things to Remember
Plus! I’ve added a topic:
- A Few Key Differences When Querying to Publish Your Book
Wishing you continued writing success,
Deanna
Founder and Creator
Writers Bra
Section II of Key Components of Query Letters That Work!
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Welcome to Section II of Key Components of Query Letters That Work
Part 2 of Query Letters That Work!
mini-course continued . . .
To stand out from the massive crowd of query letters that agents and editors receive on a regular basis, your query letter needs to attract the attention of the editor or agent, and in a good way.
We’ve gone over the purpose of the query letter and what it says about you; and we’ve identified the essential key components of all properly formatted query letters. Now, we’re going to dig-in to the very heart of the query letter, break down each component and take a look at what you should (and shouldn’t!) include to help yours stand out from the pack.
First let’s talk a bit about the look of your query letter. Following are a few things to keep in mind when first preparing to compose your letter:
- No colored paper! The only exception to this is a soft linen color like that of typical business stationery.
- No fancy designs and no big, colorful artwork or graphic art. Use simple, tasteful letterhead with a small, clean looking logo.
- No fancy fonts! Choose an attractive, easy-to-read font, such as:
- Times New Roman
- Tahoma
- Arial
- Verdana
- Helvitica
When choosing your look, just remember that a query letter should be written using a formal business format. Keep it simple, tasteful and clean looking.
Keep it simple.
Keep it tasteful.
Keep it clean.
With that in mind, let’s move on to the actual writing of the letter.
You have exactly one page to introduce yourself and the article you are proposing; four –to-five clean, tight paragraphs, each with its own specific purpose.
Your first paragraph, the introduction or “hook”, is your one opportunity to catch the editor’s attention and show that you are able to quickly and effectively connect with your audience. There are several styles of introduction you can use to successfully accomplish this:
- Pose a problem with a corresponding solution
- Inform your audience by providing useful information of value to the reader
- Share a personal anecdote or experience
All have proven to be successful approaches. Just be sure whichever one you choose fits in with the style of that particular publication and its readership.
Some introduction mistakes to avoid:
- “Hi, my name is . . .” Don’t do it!
- Sharing personal information irrelevant to the editor. The editor doesn’t want to hear about how much it would mean to you to be published or that you’ve always dreamed of being a writer.
- “I just love your magazine.” Don’t tell the editor how much you love the publication or even that you’ve been a subscriber for the past ten (10) years.
Instead, show the editor that you are familiar with the magazine by submitting a query that is appropriately in tune with the publication’s readership.
- “I’ve never been published, but . . .”
- “I really need this assignment or . . . they won’t publish my book” . . . I can’t pay the water bill” . . . I won’t eat this month” . . .
Even if it’s all true, don’t include it in your query! No attempts at gaining sympathy.
- “I have the perfect idea for your magazine!” or “I have just what you’re readers want!”
Prove how ideal your piece is for the publication through effective writing and appropriateness of topic, never by telling the editor it is or by “talking yourself up” as a writer.
Reminder: I’ll be posting sample query letters later in the course so you can see how this all comes together.
Normally the second (2nd) paragraph, your “pitch” is where you tell the editor precisely what it is you are offering the publication. Here you will provide a brief summary of your proposed article and, if you can, a working title and word count.
If you’ve made it this far with the editor still reading your query letter, congratulations! You’ve done a good job at capturing your reader’s attention and the editor sees potential in both the topic you are proposing and in you’re writing as a good match for the publication.
A good “body” can seal the deal for you! (And, no, I’m not talking about a great figure in a bikini! 
)) Between two (2) and four (4) paragraphs, the body continues to sell your idea by providing the details of your proposed article. Here you will want to be specific, yet concise.
Be specific, yet concise.
Develop an outline of your article, dividing your topic into subtopics. These subtopics are what you will touch on in the body of your query.
Using a 1200 word article on the swine flu as an example, the description of the article might read as follows:
“The article covers the warning signs and symptoms of the swine flu, as well as discusses the most effective preventive measures and current treatment options.”
Note: With a 1200 word article, by choosing a maximum of three (3) subtopics, I’ve allowed myself 400 words per subtopic, which is a good general rule-of-thumb to follow.
When determining the number of subtopics to include in an article proposal, divide
the total number of words by four hundred (400) as a guide.
Moving on to “credentials” . . .
First, don’t panic if you don’t have any! I will be covering what to do in this case a bit later in the course.
Your credentials help to assure the editor that you are the best person to write the article you are proposing and should make up the paragraph immediately following the body and just before the “close”.
Using the same article about the swine flu as an example, your credentials might read as follows:
“As a Nurse Practitioner, I am exposed to and work with flu sufferers on a regular basis. Every year, for the past four years, I have helped educate our local community about the various types of flu and ways to protect themselves throughout the flu season. This season alone I have personally assisted in the treatment of three patients who contracted swine flu.
Please find enclosed two clips; one from Healthy Peeps Magazine and the other, a local news article I recently wrote on regional flu statistics.”
Whenever possible, you will want to include, and highlight, credentials and qualifications that directly relate to the topic of your article.
In your final paragraph, the “close”, you should thank the editor for his or her time and consideration. This is also an opportunity to give the editor one final boost toward accepting your proposition. One really good way to do this is by indicating a time-frame, such as:
“I can have this article completed and in your hands within ‘X’ days.”
This is a great way to let the editor know he or she can count on you to finish the job and in a timely manner. It also creates a sense of urgency, yet in a passive and indirect manner and could very well be the final nudge the editor needs to go ahead and pick up the phone instead of setting your query letter aside (with others!) for further consideration.
A lot covered today! Next, I’ll be going over some of the key traits and characteristics of winning query letters to help you further refine your query writing process and ensure your query stands out from the masses.
Be sure to join me for Part 3 of the Query Letters That Work! Mini-Course
- Key Traits and Characteristics of Winning Query Letters
A bit about grammar . . .
While they are important, your grammar skills are not the most important consideration for an editor or agent. Your idea and your ability to effectively connect with your audience carry far more weight.
That said, it’s not likely you will be able to effectively pull in and connect with your reader without having a fairly good grasp of the correct usage of punctuation, prepositional phrases and all those other fun things that fall under the heading “grammar”.
The key is to combine basically sound grammar with conversational style writing. Conversational style writing goes a long, long way!
So, yes, an editor does want to see that you have fairly sound grammar skills and they aren’t likely to work with a writer they are going to have to spend a huge amount of time editing. But! . . . the good news is this –> If you’re writing is strong and effective, you can fix the grammar!
I recommend the following:
The Gregg Reference Manual
by: William Sabin
I just love what the author has to say about punctuation:
“Punctuation marks are the mechanical means for making the meaning of a sentence easily understood…” -William Sabin
That is just so true!
to be continued . . .
STILL TO COME IN THE “QUERY LETTERS THAT WORK!” MINI-COURSE:
- Key Traits and Components of Winning Query Letters
- What to Do if You’ve Never Been Published and Don’t Have Writing Credentials
- A Word to the Wise: Important Do’s and Don’ts – Tips and Warnings
- Sample Query Letters
- Final Thoughts: Bringing it All Together and Things to Remember
Stay tuned!
and
Keep Writing!
Blessings,
-deanna
Part 2 of Query Letters That Work! – Key Components
Filed under: Blog, Mini-Courses, Query Letters, Resources
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Welcome to Part 2 of Query Letters That Work! :
Key Components of Query Letters That Work
While, as writers we are creative and our writing needs to show this, the actual process and format of putting together a query letter is formal.
In order to be taken seriously as a writer and considered for publication, your query letter needs to contain specific key parts and the letter needs to be formatted in business style format.
But, first let’s take a look at exactly what your query letter says about you.
Though brief, query letters show editors several key things:
- Whether or not you have an idea that fits with their readership and publication.
- How knowledgeable you are (or are not!) about the publication.
- Whether or not you are able to effectively connect with your target audience.
- What, if any, credentials or qualification you have.
- Whether your writing style is amateurish or professional and polished.
- Whether or not you have the expertise to write about the topic you are proposing.
- If you have a sound working knowledge of the language and lingo required to write the article.
- And, of course, a taste of your grammar and spelling skills.
Editors are highly skilled at spotting details quickly and effectively and usually have a great deal of experience in knowing what will work and what won’t for their readership. So, though query letters are but brief, one page introductions, they literally speak volumes to an editor.
Don’t let this scare or intimidate you though! This is actually good news for you . . .
Constructed well, your query letter can be a powerful tool for getting your writing out to the world!
Now, let’s talk about how to do just that!
What should you include in your query letter?
All query letters need to contain the following critical components:
- An attention grabbing introductory paragraph often referred to as the “hook”.
- A clear, concise, precise description of what you are offering the publication, also known as the “pitch”.
- A “body” in which you provide the details of your proposed piece.
- Your “credentials” and qualifications. (Don’t panic if you don’t have any! Remember, I’ll be covering this a bit later in the course.)
- And, the “close”; a final paragraph thanking the editor for their consideration, plus one final boost to illicit a response!
Along with some potential enclosures, these are your key components in a nutshell.
Every query letter that lands on an editor’s desk will (ok, should) have all of these same components. So, how do you make yours stand out? . . . and, in a good way?
That is exactly what I’ll be covering in Section 2 of Key Components of Query Letters That Work!
So, stay tuned!
Note: I realize this is focusing mostly on query letters for articles. I will still be covering the differences when applying the process to book manuscripts!
A bit (more!) about rejection . . .
Many times (many, many, many times!) you won’t receive any real explanation for the rejections you receive.
Remember when I said that rejections can be a good thing? Encouraging even?
If you receive feedback or criticism in a rejection . . . rejoice!
Most editors (and agents) don’t take the time to provide feedback.
Think about it . . .
They receive tons (tons!) of inquiries and manuscripts on a regular basis. They just don’t have the time to provide feedback, let alone quality feedback, to everyone. If they do provide any, they are most certainly making time to do so. And, why would any editor or agent make time in their busy schedule to provide explanations, feedback or criticism to a writer they aren’t even going to publish?
Exactly! If you are fortunate enough to get that feedback, take it as a sign that the editor or agent sees in you the potential to be published at some point in the near future. And, this is very encouraging indeed!
to be continued . . .
STILL TO COME IN THE “QUERY LETTERS THAT WORK” MINI-COURSE:
- Key Components of Query Letters That Work (Section 2: the “meat”)
- Key Traits and Characteristics of Winning Query Letters
- What to Do if You’ve Never Been Published and Don’t Have Any Writing Credentials
- A Word to the Wise: Important Do’s and Don’ts – Tips and Warnings
- Sample Query Letters
- Final Thoughts: Bringing It All Together & Things to Remember
Query letters that work! mini-course: Part One
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QUERY LETTERS THAT WORK
Part One
As writers, one would think this would be easy; right up our alley, so-to-speak. But, the fact is, writing a query letter is a very specific and formal process; one that can leave many writers frustrated and unsure.
I’ve worked with many talented writers who have been tripped-up by or struggled with the process of writing query letters, myself included! We’ve all been there.
The good news is that query letter writing is a process and processes can be learned.
Every writer who hopes to see their work published needs to know how to write a smart and effective query letter.
The #1 purpose of the query letter is to promote.
Here is where the entrepreneur in you needs to come out. And, as a writer and freelancer, you are an entrepreneur. As a matter of fact, the connection is so intimate that I’m currently in the process of writing a piece for my home blog, dbRoss Enterprises, called “Writers and Entrepreneurs – A Marriage!”.
Your query letter is your opportunity to sell yourself and your writing. It’s your pitch. To get your writing “in the door”, you first need to get the attention of someone who is in a position to take it all the way to print, such as an agent or an editor.
While occasionally it works out that a writer is able to accomplish this through networking or an already published writer, most often the query letter is the writers only means of introduction. And, chances are, even if you are fortunate enough to establish connections, you will still need to submit query letters many times throughout your writing career.
While there is no guarantee you’ll sell a number one best seller with your first query letter upon completion of this course, you will have the knowledge and information you need to learn how to write smart, effective query letters, thus increasing your chances of getting assignments with those publishers with whom your writing is a good fit.
Just remember – Practice makes progress!
Coming up in Part Two: The Key Components of Query Letters That Work
Now for a bit about rejection . . .
Know that all writers deal with rejection. ALL writers!
No one likes it. It’s not pleasant. But, rejection is a normal part of the process in any writing career.
Just take a look through Rotten Rejections: The Letters That Publishers Wish They’d Never Sent
Celebrate your 1st rejection . . . and every single one you receive thereafter. After all, each one just puts you one step closer to your next published work!
I, myself, decoupaged an antique table of mine with the letters I’ve received over the years. ( . . . even before Augusten Burroughs told of his mother doing this, in his book Running with Scissors: A Memoir
Don’t ever let a rejection slow you down! Keep writing and keep submitting!
Some rejections can even be a good sign; encouraging and valuable . . .
to be continued . . .
STILL TO COME IN THE “QUERY LETTERS THAT WORK” MINI-COURSE:
- Key Components of Query Letters That Work
- Key Traits and Characteristics of Winning Query Letters
- What to Do if You’ve Never Been Published and Don’t Have Any Writing Credentials
- A Word to the Wise: Important Do’s and Don’ts – Tips and Warnings
- Sample Query Letters
- Final Thoughts: Bringing It All Together & Things to Remember
Deanna: Regularly Featured Expert
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