How to Write a Professional Query Letter

One of the most important things that a professional freelance writer does is to send out query letters. You need to send query letters out to prospective employers in order to work as a freelance writer.

For many people though, the query letter itself remains somewhat of a mystery. So, read on to learn more about the query letter process.

What is a query letter?

A query letter is an introductory letter from you to an editor. You send a query letter to a publication in order to express your interest in working for them.

Why do you send a query letter and not a resume?

You send a query letter to an editor in order, not only to introduce yourself, but also to outline your story idea. A query letter acts as your story pitch. Most publications that hire freelancers ask that you to "send query" or "query first." It is very rare for an editor to even read a story that was sent in with out being queried first.

Sending a full story to an editor whom you do not already have a working relationship and understanding with screams amateur. More than likely, your story will end up right in the trash.

It is also very rare for you to send a resume to an editor for a freelance article. Usually, the only time you will send a resume is if you are applying for an ongoing freelance position at a newspaper. Magazines and other periodicals just do not require that much information from you. They are more interested in the story you can write than your complete work history.

What types of information should be in a query letter?

In a query letter you need to include your work experience as it relates to your story pitch. This does not mean that you should copy and paste pieces of your resume in to your query letter.

You need to tell your prospective editor what experiences you have that will allow you to write this article better than anyone else.

If you have little or no experience writing for a print publication, than don't mention it in your letter. You want to focus on the experience that you do have. Again, a great way to scream amateur is to send a query letter that says something like:

"Even though I have not been published, I believe that I can..."

When you are talking about your article idea, be sure to show that you have done some of the research already. Work some of the facts about your subject matter in to your query; show the editor that you know what you are talking about.

Another important piece of the query letter is the personalization of it to the publication that you are querying. Show the editor that you are familiar with their publication, and explain why you feel that this article fits with their style.

In other words, don't query a fashion magazine with an article about truck tires. If you have a great idea for a fresh article about truck tires, then you want to query a trucker magazine. When you query the trucker magazine, you want to tell them where you think the article can fit, which section of their magazine it goes best with.

The last thing that you should mention is the approximate length of your article. It is a good idea to tell them the median length that you think it could be. Mention in the letter that the article could be shortened or lengthen if need be.

How long should a query letter be?

Unless it is absolutely necessary, keep your query letters to a single page. If a letter is too long than a busy editor is not going to read it.

What is the format for a query letter?

A query letter should be formatted like a normal letter. Your return address should be at the top right corner, then the editor's address on the left, ending with the body of the letter.

A tip for formatting the body of your letter is to lead with a great opening line. Make that first sentence grab the editor. Going back to the truck tires example, maybe say something like:

"Hundreds of motorist are killed or seriously injured each year by tire blow outs, XJY Company claims that their new tire can virtually eliminate the blow out problem, but truck owners say 'no way.'"

You may only get that one sentence to hook the editor, make it a good one. You need to prove to the editor that you can hook a reader by hooking them.

Spend some time putting together your query letters until you find a format that really works for you. Once you find that magic combination, the query letter process will become second nature.