How to Write a Successful Query Letter
Query letters remain a critical part of a writer’s toolkit, though the format has evolved with the rise of digital media. While some writers prefer sending completed manuscripts or using ultra-brief, informal pitches—especially via email—a formal, well-crafted query letter can still help you stand out.
Here are some advantages to writing a formal query letter:
A well-written query letter demonstrates to an editor that you are qualified and professional.
Blindly sending completed articles can suggest that your piece was rejected elsewhere, wasn't written for their publication, or has already been published.
Short, informal queries may be dismissed if the editor prefers a more formal approach.
A detailed query allows you to do preliminary research, which can quickly be turned into a full article once approved.
For online publications, a polished query letter will set you apart from the majority of submissions.
Though digital communication makes it easier to send quick pitches, a formal query letter shows professionalism and seriousness. Below is a point-by-point guide on writing a modern query letter.
Know Your Target
Research the publication before submitting a query. Familiarize yourself with their content, tone, and audience.
Request writer’s guidelines, which many publications now make available online.
Identify the correct editor for your submission by checking the masthead or the publication’s website. Avoid relying on outdated sources like Writer’s Market since editorial staff often change positions.
Simultaneous submissions are acceptable, but ensure the publications don’t directly compete and that your topic is relevant to both.
Make Your Query Letter Professional
Proofread carefully for any spelling or grammar errors.
Include the date on your letter; it can be important if you need to reference the query later.
Address the editor properly—use their full name but avoid gendered titles like "Mr." or "Mrs." unless you know their preference. Use professional titles like "Dr." when appropriate.
Ensure correct details such as the publication’s name and address.
Maintain a formal tone in your salutation (e.g., “Dear [Editor’s Name]”).
Presentation matters even in email: format your query in a clean, readable way. Use single spacing for paragraphs and double spacing between paragraphs.
Include your contact details at the top or bottom, including your full name, address, email, and phone number.
Make Your Query Interesting
Present a fresh, original idea or angle. Editors are always looking for new perspectives.
Highlight your idea clearly within the body of the letter, ensuring it stands out.
Capture the editor’s attention immediately with a compelling lead.
Keep Your Query Specific
Limit your query to one page (or a concise email).
Outline the specifics of your article, including what it will cover and what it won’t.
Provide a word count range—round to the nearest hundred for articles under 2,000 words, and to the nearest 500 for longer pieces.
Identify the section of the publication where your article fits.
Make Your Query Persuasive
Include relevant writing samples that align with the publication’s style and audience.
Share any credentials or awards that reinforce your authority on the subject.
Reference past work that’s been published in similar publications.
Mention any credible sources you plan to use, particularly if they would impress the editor.
End your query with a confident, polite close. Example: “I look forward to hearing from you. Please feel free to reach out with any questions.”
Respond Promptly When a Query is Accepted
If your query is accepted, send the completed article promptly and include a cover letter referencing the editor’s request. Digital submission makes this faster and more efficient.
No need to include a Self-Addressed Stamped Envelope (SASE) when submitting electronically.
What NOT to Include in Your Query Letter
Don’t mention past rejections of the piece.
Don’t include comments from other people about your article.
Don’t tell the editor how long you’ve been working on the article or ask for feedback.
Don’t say the article needs more work or request criticism or analysis.
Avoid discussing how excited you are to be published.
Don’t include off-topic personal information or unnecessary details about yourself.
Don’t discuss rights, pricing, or payment in the initial query.
Avoid excessive length or going off-topic.
Don’t submit queries without fully understanding the publication’s audience and needs.
Don’t query an editor repeatedly if they haven’t been responsive.
Avoid pitching multiple article ideas in a single query unless you have a relationship with the editor.
Keep content professional—don’t include inappropriate language or samples.
Sample Query Letter:
Jamie Taylor
Technology Editor
Digital Insights Magazine
j.taylor@afictionalpiublisher.com
October 20, 2024
Dear Jamie Taylor,
Proposed Article:
AI’s Next Frontier: How Quantum Computing Could Reshape the Tech Industry
As AI continues to revolutionize industries, the rise of quantum computing could take these advancements to a new level. My proposed article will explore how quantum computers, now being developed by companies like Google and IBM, can enhance machine learning, accelerate drug discovery, and solve complex problems that traditional AI struggles with. I will interview Dr. Maria Rios, an AI researcher at MIT, and Anthony Cole, a leading quantum computing expert at IBM.
This piece is a great fit for your Technology & Trends section, which frequently explores groundbreaking technologies. The article will run approximately 1,500 words and will include a sidebar outlining the challenges of merging AI with quantum computing, along with a timeline of quantum advancements.
I’ve written extensively about AI and emerging technologies for Tech Republic, Wired, and Fast Company. Enclosed are links to recent articles that showcase my writing style and expertise. I would love to discuss how this article could be tailored to your readers. Please feel free to contact me for further details or questions.
Thank you for your consideration.
Best regards,
Alex Johnson
alex@afictionalfreelancer.com
123-456-7890
[LinkedIn Profile]
[Personal Website with Portfolio]
Key Points in This Sample
The pitch is timely and taps into a current tech trend.
The author's expertise is highlighted without being overbearing, referencing relevant experience.
The editor is addressed professionally, and the tone is formal but engaging.
The topic is clearly outlined at the beginning of the letter, and the article's position within the publication is clearly indicated.
Selling similar articles to different markets (with different angles or focuses) is a perfectly acceptable practice, especially in today’s diverse digital media landscape. Ensure your query reflects professionalism and a modern understanding of the publication industry.