The 10 Most Important Tips to Writing a Good Query Letter

The following are the most important things to know if you want to learn how to write query letters as a freelance writer. These tips apply primarily to writing query letters for articles for any publication, including newspapers and magazines.

1. Reading and Research:

Always read and research any publication you query or submit anything.

Make sure to read the writer's guidelines (or submission guidelines) of the publication. These guidelines aren't always published to the public; you may request them from the editor when appropriate.

Check the publication's masthead for the correct name and contact information for the appropriate editor. The masthead will always have the most current information, so this is the best place to look. It is NOT appropriate to submit a query to a general email address or address, or to address your query letter to "Dear Editor" (or even worse....) "To whom it may concern."

Do not submit queries to many different publication's editors on the same subject with the intent to sell the very same article to many different publishers if more than one says yes to your query. Editors which accept you will want original material, so be prepared to deliver. Backing out if you are accepted is wasting the editor's time, makes you look unprofessional, and will likely get you no further positive response should you wish to write for this publication in the future.2. Write Like a Pro:

Your query letter is the first (and perhaps only) impression on the editor. Think of it like an interview; dress your best.

ALWAYS use spellcheck, but also proofread to make sure there are no spelling or grammar errors your word processor did not catch. If your spelling and grammar are poor in your query letter, the editor is certainly not going to want to publish you.

Always date your query letter. (Not only is this the professional way to write a letter, but this will also serve to protect you should your idea be stolen.)

Make sure the editor's name, the publication's name, and the address of the publication is correct in your letter's header.

Single-space paragraphs and double-space between paragraphs is proper format for any formal letter, including queries.

Always include a self-addressed stamped envelope.

Make sure your name, phone number, email address, and postal address are included (and accurate) at the bottom of your letter. (This is important even if you are sending a query by email -- not every editor simply hits "reply" but rather may wish to speak with you by phone, etc.)3. Be Brief:

Editors are busy people and read thousands of queries every week, some every day. Do not waste their time by rambling on.

Never go on an off-topic tangent. Only write what is specifically relative to your proposal, and even then, keep it quick, including only the information absolutely necessary to sell your idea and yourself.

Any more than a single page is too long (unless you're writing book proposal or the like).4. Be Specific:

Give a detailed description of what you plan to write. Do not say, "I plan to write an article about pet rabbits." Instead say, "I plan to write an article called "Ten Essential Tips to Caring for Your Pet Rabbit," which will specifically detail some of the most important ways to ensure the health and happiness of your readers' pet rabbits," and then further describe your ideas.

Include an estimated length (word count) of the proposed piece.

Include an estimated time frame for delivery of your piece, should your idea be accepted.5. Be Persuasive:

You want to sell your idea by placing your pitch up front. The clincher should be in the first line of the first paragraph if at all possible.

Your letter should convince the editor that you are the best person possible to do this particular piece.6. Be Interesting:

Submit only the freshest ideas. Do something the editor has never seen, or come at a topic from a fresh angle.

State your main proposal idea right away, and say what you mean in an interesting way.

Write in a way that makes the editor want to see your work. If you sound boring in your letter, the editor will figure any work you do will be boring also. Boring is not what most publications are going for!7. Sell Yourself:

Include credentials specific to the idea you're pitching.

You may include your degree in journalism, how long you've been a freelance writer, or the writing awards you've won.

You may include the names of similar publications you've done work for or been printed in.

Do not include a huge list. This is not a boasting contest. Include only enough to prove to the editor that you are qualified to do the job.8. Include Clips and/or Writing Samples:

Only include clips relative to the topic you're proposing to write on and/or relative to the publication's general theme.

Do not include clips that are not related to the subject matter you're proposing.

If necessary, because you've done no work on the topic you're querying, write an article and get it published in an online article directory site for free, just to have something to show to the editor.9. What NOT To Do:

Do not send an entire article or piece, unless the publication's guidelines specifically ask for it.

Do not tell an editor that you would appreciate feedback or criticism on a piece you're submitting. They don't have time for this.

Do not ask how much you will be paid or how soon your check will arrive.

Do not discuss copyright information or ask questions about retaining or selling rights to a piece.

Do not mention that a piece has been rejected before, or say that a piece may still need some work.

Do not include off-topic information or writing samples.

Do not send multiple ideas for various pieces in a single query.

Do not beg an editor to publish you or talk about what an honor it would be work for them.

Do not call an editor to propose an idea.10. Respond Promptly Upon Acceptance:

When an editor solicits (accepts the query for) your article, make sure to deliver promptly.

Always make sure to stick to the time frame you indicated in your letter. Never deliver later than requested. If at all possible, deliver earlier than proposed.

Include a brief cover letter to the editor when delivering the finished product. Indicate in your cover letter which piece you are delivering, and remind them of their request (including when it was made).