You’ve got a fresh article that flows perfectly and offers readers the latest and greatest information on a hot topic, and you know just the right audience – but you need a magazine to buy it. Many magazines won’t buy an article manuscript based on its ingenuity alone; you’ll need to write a query letter that grabs the editor, shakes him up a bit and makes him need your piece.
Sometimes writing the query letter is harder than writing the article. The pressure to get the editor’s attention is greater than that of captivating your audience, and the threat of rejection is very real. Unfortunately, if you can’t get the editor’s attention your article won’t ever see a magazine stand.
There are vital things a query letter must do: show respect to the editor, outline your proposal, and most of all, it must illustrate your writing style without stifling your voice. If you have supplemental materials, like photos or professional credentials which would help sell the article, include those in the query as well.
To fulfill these requirements, you need to prepare your query letter like you would an article – except it’s aimed at an audience of one. Write clearly and concisely without trying to sweet-talk the editor into buying your article, but confidently outline the reasons your piece is the best fit for their magazine. Don’t write in a tone you’re not comfortable writing in; write it in your normal voice so that the editor can be assured that you’re not trying to send in an article that won’t seamlessly fit in with others he’s purchasing.
You should always address the editor by name. Never use “To Whom it May Concern” or “Dear Sir,” because it shows that you haven’t even done the minimum amount of research on the publication. If you don’t read the magazine, why would an editor want you to write for it? It only takes a minute to check the company’s masthead – that’s where they list the editors’ names for each section. Address your query to the appropriate editor; if it’s Jane Smith, call her Ms. Smith. However, if it’s Chris Smith, don’t guess on gender – you could be committing a huge faux pas by addressing Chris as a Mr. instead of a Ms. It’s not worth it, so skipping the prefix is your best bet.
After you’ve determined the right person for your query, start your letter with a little background on why your article is a must-have for the magazine. If it’s about the benefits of exercise for pregnant women, let the editor know that a new study came out saying only 32% of pregnant women get the right amount of cardio. Explain why that’s bad, and move on.
Give the editor your credentials and what kind of inside scoop you’re able to get; if you can interview the people who furnished the study and some pregnant women who have something interesting to say about exercise, tell them! Let them know you’re proposing to write (or may have already written) a gripping article that will encourage pregnant women to get more exercise and give them tips on how to do it.
When you’ve outlined the article, let them know how long it will be. Now is the time to tell them if you’ve got corresponding photographs or illustrations, and those can add a lot of value for an editor.
That said, thank the editor for their time and respectfully sign off.
Your finished product, if you were querying about the article described above, would read like this:|
Chris Smith, editor
Pregnant Exercisers Magazine
123 Cardio Street
Healthy, MI 11111
Dear Chris Smith,
A recent study conducted by the Healthy Woman Foundation found that only 32% of pregnant women are getting enough exercise. Based on those statistics, women could help themselves to a healthier pregnancy and easier childbearing experience by taking a few simple steps to improve their overall fitness.
As a personal trainer at a local gym, I have several pregnant clients who, after consulting their physicians, begin an easy exercise regimen under my guidance – and they’ve found great success with minimal lifestyle change. I have contacted Mary Jackson, the head researcher on the project, and conducted an interview about her findings.
I propose writing an easy-to-read, entertaining piece with example exercises to help the remaining 68% of women get fit and have healthier, happier pregnancies.
The article will fit your normal range, running approximately 1,000 words and will be accompanied by photographs which demonstrate each exercise.
I have been published on FitMom.com and in several local newsletters. (If you haven’t been published yet, omit this paragraph.)
Thank you for considering my proposal, and I look forward to hearing from you soon.
Respectfully (or Sincerely),
Jim Writer
123 Author Lane
Honolulu, HI 96791
(your e-mail here,
and your telephone number here)
Once you’ve crafted your query letter, you’re ready to go. If you have a business card, be sure to include that in the letter – editors appreciate having something tangible to remember you by.
If your letter goes unanswered, there’s nothing wrong with a follow-up. Be friendly and respectful, like you were in your original letter, so as not to burn any bridges. Include the date you sent your original query and what it was for so they know what you’re talking about – it may have just slipped through the cracks. Never, ever be rude or condescending toward an editor!
Some editors never answer, so be prepared for that. If your proposal has been rejected, don’t throw away your hopes. Maybe you need to revise the query, or perhaps it just wasn’t what an editor was looking for at the time. Try other magazines, and if those reject your proposal as well, consider revamping the whole idea and trying again.
It’s important to remember that a query isn’t only selling your article – it’s selling you as the best possible person the publication can work with. When you nail that concept down, you’ll see editors’ interest in your work spike – and then they’ll start showing their appreciation by paying you for writing.