Writing a Query Letter to an Editor

When writing a formal query letter to an editor, it is wise to follow some simple guidelines. An editor is likely to be impressed if your query letter is brief, personable and interesting. As it is a formal query letter, it should be written as such. If you are using Microsoft Word, you will find a template or you can check out query samples online.

To start, at the top of the letter you should mention an address and name of the editor to whom you are addressing your query. You can collect this information along with submission guidelines from their website, or even from an associate editor at the publication. This information must be correct and you should carefully check the spelling of names. Feel free to use tools such as bold print, numbering, and bullet points to make your idea stand out on the page. Do not get carried away, just use enough so that the editor can skim the page to see your ideas and your main points at a glance.

You should introduce your query in a smart and concise manner. Although it is a formal letter, that does not mean you have to use formal and boring language. Exude confidence through your words, but without being overly cocky. Write the introductory portion in such a way that it can hold their attention and they will continue reading. It helps greatly if you can build on this interest with the help of two or three sentences on the purpose and angle of your story. This is a suitable place to furnish information on sources you have arranged to interview or information from sources that you have already interviewed. Try to make an impression that will stay with them.

Once this is done, follow this section with one or two lines about how this relates to the publication's readership. In other words, you are telling the editor how your idea fits the needs of his or her readership. Additionally, it is imperative that you give a brief description of your qualifications. This is to ensure that the editor knows why you are the best person to write this story. In addressing this query, you should be polite, but direct. The best way to end the letter is by thanking the editor for their time and saying that you will look forward to hearing from them as soon as possible. This is an indirect expression of your self-belief, showing that you believe in your story idea enough to think the editor will want to establish contact with you.

Try to make your letter completely error-free. Get it checked by a second party even if you are sure that every word is spelled correctly, every sentence grammatically correct, and every punctuation mark included. Computer spell-check systems are not fool-proof, and the errors are likely to escape your attention if you read your own writing. Even if you have a great, original idea, you will fail to create an impression in case there are mistakes in your writing.

Include a self addressed stamped envelope (SASE), at least two forms of contact information and your address so the editor can get back to you. You can also include your cell phone and e-mail address. With these tips, the editor will definitely be impressed with your high level of professionalism.