How to Write a Query Letter in Five Easy Steps

It's almost impossible to b e a successful freelance writer without learning how to write an outstanding query letter. Although query letters are traditionally associated with print publications, more and more online publishers are requiring query letters. As profits from web publishing continue to increase, freelance writers should expect most serious employers to ask for query letters, whether they publish online or in print.

Writing a query letter isn't difficult. The format is simple, and you already have the information you need for the content. The hard part of writing a good query letter is finding the balance between being attention-getting and ridiculous.

Most editors receive hundreds, if not thousands, of query letters each month. Most will give each query only two or three seconds of attention before the first decision is made. The majority of query letters are almost immediately rejected, but a few will get further consideration. How do you make sure your query letter gets serious consideration? There are a few things you can do.

1. Match your topic closely to the publisher you are querying.

It doesn't matter if you have the most compelling, hottest story on the planet if you query it to the wrong publisher. All publications have a defined audience, style and series of topics. Before you even begin your query letter, research the publications thoroughly.

In your research, go to the publication's website and look at the writer's guidelines as well as the areas of the site designed for readers. If they publish complete stories online, read a few to get a feel for what they publish. Order a sample copy, or go to the store and browse through a few recent issues. Large used book stores and libraries are a great place to find back issues of magazines, newspapers and other publications you might be considering querying. Browsing through several issues will give you a better understanding of what a particular publisher prints, and also help you avoid querying about topics they have recently covered.

2. Give your topic a unique spin.

General topics have been covered over and over and over. How many "Save Money on Gas" articles have you seen lately that all offer the same information. Whatever your idea, try to give it a unique twist. This will not only help your query letter stand out, but greatly increases the chances of getting the green light to produce the article you've queried.

For example, instead of "How to Save Money on Gas," go a little deeper and consider a topic like, "How to Protect Yourself From Con Artists Promising Better Gas Mileage," or "Going To The Extreme for Better Gas Mileage."

3. Open your query letter with a hook.

The first line of your query letter should be so enticing and intriguing that the editor wants to learn more. One simple method is to use the most interesting fact you plan to include in your article. If the most interesting fact is not intriguing, then you should probably revise your topic. Another method is to say something shocking or surprising. It's important to remain professional and not cross the line into the ridiculous, but this is also your best chance to grab the editor's attention, so don't be afraid to push boundaries.

4. Follow the hook with a brief summary of your idea.

Limit this portion of your query letter to one paragraph. Include some basic facts or information, the angle from which you will approach the topic and the names of any individuals or sources you will be using.

5. Explain why you are the best writer for the project.

Mention your experience, your contacts, previous publications, anything that shows an editor that you are qualified, professional and capable of completing the work, and that you are the best person to do the work. Limit this portion to one paragraph as well.

Even if you haven't completed similar projects, mention any experience you have working with an editor. It is important for an editor to know that you can meet deadlines, accept constructive criticism, and work closely with the publication to complete requested revisions.

If you don't have any professional experience, don't say so. This is an opportunity to show off your strengths, so don't point out your weaknesses. Don't lie or stretch the truth, but use any experience you have that is relevant to the project you're proposing. Don't talk mention the opinion of friends and relatives, but do include any positive professional reviews of your work.

End your query letter as you would any other business letter, by signing it "Sincerely, Your Name, Your Contact Information."

Here's a few additional things to keep in mind for writing a great query letter:

* Query letters should be brief and never longer than one page. Give the editor all the information they need to make a decision, but no more than that. Don't include your resume, personal history or interests or references in a query letter. If an editor wants that information, they'll ask.

* Be polite. This should be obvious, but some writers make the mistake of being pretentious, overly confident and rude. A query letter is the equivalent of a cover letter for a resume. While you might tell a prospective employer that you could make a positive impact on the organization, you would not tell them that their IT department is a disaster, and only you can fix it. The same goes for query letters. Let the editor know you'll deliver quality writing, on time, that will interest readers and increase revenue, but don't bash their other writers or previous articles.

* Wait for the editor to respond. Don't tell them, "I'm sending you an article." In the first place, you shouldn't write the article until the query is accepted, because the editor is likely to have specific suggestions or requirements and assuming that they will want your article as-is, without being tailored to their publication, is obnoxious. In the second place, most editors don't want your article unless they ask for it.

* Be creative. Have fun writing your query letter. Keep it professional, but not dry. Follow the rules of grammar and punctuation, but don't worry too much about keeping the query letter in a business format. An interesting query letter will let an editor know that you can also write an interesting article.

* Don't call. Editors and their staff don't have time to answer questions about whether or not they received your query letter, or whether or not they're interested. If an editor wants to talk to you, they'll call you.

I hope these suggestions help. My favorite resource, as I've mentioned before, for learning more about query letters is Writer's Market. The beginning of each book includes an entire section on query letters, including examples of actual query letters that show what to do, what not to do, and notes from actual editors explaining why they did or didn't respond to a query letter.

Now get out there and write a successful query letter!