Query Letters: Important Tips & Warnings: Part 5 of Query Letters that Work!
Filed under: Blog, Mini-Courses, Query Letters, Resources
mini.course
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
Query Letters That Work! Part 3: Traits & Characteristics of Winning Query Letters
mini-course
Welcome to Part 3 of Query Letters That Work! :
Key Traits & Characteristics of Winning Query Letters
A winning query letter has two primary objectives:
- To persuade the agent or editor to want more from you
- To provide the editor or agent with a way to easily get in touch with you
As we’ve explored earlier in the Query Letters That Work! Mini-Course, following the specific process for writing, formatting and presenting your query letter can go a long way toward achieving these goals. To further help you improve your chances; you’ll want to pay attention to some of the common traits and characteristics of successful query letters.
Own Your Business
Think of yourself as the owner of your own business; as a writer, that’s precisely what you are! How would the CEO of your company communicate with other business professionals? From beginning to end, all of your communication with others in the industry should be polite and professional in tone. Regardless of the outcome, treat the representatives of the publication or agency you are querying with respect and professionalism. You never know when they just might be in a position to help (or hold back!) your career in the future; and a positive and professional manner can go a long way.
In business, as in life, never burn bridges that you don’t absolutely have to.
Do Your Homework
A winning query letter always shows that the writer did his or her homework. Always. Remember, this is a business; your business. Even if it’s not your full-time “job”, from the very moment you “announce” your intent to publish, your writing becomes a business and when dealing with others in the industry, you need to treat it as such.
- Would you go to work for a company before knowing the benefits or even what you’re salary will be?
- In your business, would you spend big bucks to market a product or service without first finding out if the demand exists?
- Would you spend your time and effort developing a product without knowing if anyone even wanted it, needed it or would buy it?
You don’t want to market your “product” to an audience who may not even be in the market for what you’re selling. Now, this doesn’t mean you shouldn’t send unsolicited queries; by all means, send away! What it does mean however, is you need to know exactly who it is you are, and should be, selling to. Never assume you know what a publication is about simply by its name or even something you saw or read on “Joe Blo’s” web site. Do yourself a favor and do the research! And, view it for what it is – an investment in yourself and your career. Now that’s a worthwhile investment!
Before submitting your query, you should know who it is you’re submitting to and have a pretty good idea of what it is they want.
A few tips for researching and getting to know your audience:
- Review a copy of the magazine or publication
- Buy a copy or if you can, buy several different issues or editions.
- Many publications will allow you to purchase a single edition at a special rate for writers.
- A few (very few) publications will provide a complimentary copy to freelance writers, upon request.
- Request a media or press kit from the publication
- A media or press kit is something publications put together primarily for advertisers and includes demographics of its readership. This kit contains a goldmine of information for writers, such as:
- Sex and age of the publication’s audience
- Median household income
- Upcoming topic issues and submission schedules (Bingo!)
- A media or press kit is something publications put together primarily for advertisers and includes demographics of its readership. This kit contains a goldmine of information for writers, such as:
- Study the website of the agency or publication!
The most successful query letters contain a single pitch only! Don’t include multiple topic or book pitches in the same letter. And, don’t send any additional queries to the same publication or agency until you’ve received some type of reply or feedback first.
Another key characteristic of successful query letters is a sound (and sane!) approach. Don’t embellish! No fluff. No over exaggerated comparisons. No empty words. Excite your audience with sound, skilled writing and by proposing a topic of interest to the readers.
Combining the traits and characteristics reviewed here with all that you’ve learned so far in The Query Letters That Work! Mini-Course, can definitely give you a leg up on much of the competition.
Ready. Set. ACTION!
Keep writing; compose sample query letters and do a step-by-step comparison with what you’ve learned. Make note of any missing components and areas that need work. Re-work your letter and compare again. Keep trying; and always remember . . .
Practice Makes Progress!
STILL TO COME IN THE “QUERY LETTERS THAT WORK!” MINI-COURSE:
- 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, as always . . .
Keep Writing!
-deanna
Section II of Key Components of Query Letters That Work!
mini-course
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
-
Deanna: Regularly Featured Expert
-
Learn Screenwriting
