How to Write a Query Letter
Freelance Writing Mini-Series - Part 4
How to Write a Good Query Letter
So far in this course, we’ve learned what it is that freelance writers do, and the qualities that editors look for in a writer. We’ve also looked at how you can sell different publication rights to your material.
In today’s module, we’ll explore how to write a good query letter to an editor.
What is a Query Letter?
For a freelance writer, the process of ‘pitching’ to an editor typically involves one of the following two approaches:
- submitting a completed article for the editor to consider publishing, or
- writing a query letter, in which you propose to write a particular piece for the publication.
Which Approach Should You Use?
The approach you should use will depend on your personal preference, but may also depend on the wishes of the editor to whom you are pitching.
It may turn out to be a waste of your time if you write an article first, without finding an outlet for it. That’s why many professional writers prefer to send a query first and then only write the article after the query is accepted.
New Freelance Writers: if you have no previously-published samples or ‘clips’, then it may be easier to sell a finished article than to sell an idea in a query letter. If you do decide to query first, then be sure to write an excellent letter as it will be the primary evidence of your writing ability. Sometimes an editor will respond that they would like you to write the piece ‘on spec’ or ‘on speculation’. This means that they would like you to go ahead but without any obligation on their part to purchase the work if you don’t do a good job.
Now, let’s look at how to write a good query letter. Your query should include each of the following items.
- Addressing Your Query
- Create A Strong Lead Lead or Hook
- Include 1-2 Supporting Paragraphs
- Make The Pitch
- Explain How it Fits the Readers
- Show Your Qualifications
- Deliverability
- Call to Action & Closing
Don’t be worried at the size of that list. The goal with a query letter is to be as brief as possible. Most query letters, if printed out, would fit on a single page.
Before You Begin
Before you start writing a query letter to an editor, make sure have done the following:
- Read several issues of the publication. You should be familiar with the type, style and structure of other articles they have published recently.
- Read the writer’s guidelines as these usually specify the topics the editor is looking for, the preferred style and length, and whether the editor prefers writers to approach with a query letter or by submitting a finished article. The guidelines will also often indicate if they prefer a writer to query via email, snail mail, or, in rare cases, a special web form.
Many publications publish their guidelines on their website. If they don’t, then you should request the guidelines from the editor, if they have any. A simple email like the following should work (always get the name of the editor from their web site):
“Dear Jane Wilson,
I loved the latest issue of [Magazine Name] and the article you featured on XYZ.*
Do you work with freelance writers? I am a professional writer and I am very interested in writing for your magazine.
If you have any Submission Guidelines for freelance writers, then I would love to receive a copy.
Sincerely,
Sue Jones”
* the compliment at the beginning is optional, although it is a warmer approach and shows that you have taken the time to read the magazine. The editor may still remember you for it when you send through a query letter several weeks later. - Identify the publication’s readers. You should have a feel of this if you have read several issues. You can also check the demographics from their advertising media kit.
- Come up with an idea for an article that would be a good match for the publication. (Read our earlier module in this mini-series on What Do Editors Want?
Have you done all of the above? Great!
Now, let’s look at how to write your query letter.
Step 1: Addressing Your Query
I suggest the following email headings and salutation. For letters, use a standard letter format instead.
From: Your Full Name
To: Editor’s Full Name <Editor’s Email Address>
Subject: Submission Query to Editor’s Full Name, Job Title
“Dear [Editor’s Full Name],” or “Hello [Editor’s Full Name],”
If you have previously worked with this editor you may prefer to use:
“Hi [Editor’s First Name],”
Step 2: Create A Strong Lead or 'Hook'
The opening paragraph of your query letter is critical. It needs to grab the editor’s attention and “hook” them into reading further, in the same way that the lead paragraph of an article needs to hook your reader into reading more.
Example:
“In January 2021, John Smith, the self-made and reclusive billionaire, surprised people with the announcement that he would be giving away 90% of his estimated $16 billion fortune.”
This opening paragraph hopes to hook the editor’s attention with the sheer size of the fortune involved, as well as piquing their interest in the possibility that they may learn what was behind the surprise or gain some additional insights into a reclusive figure.
The editor should want to keep reading. Now we need to deliver something to satisfy their interest.
Tip: You might even use the actual lead paragraph of your article as the lead paragraph for your query letter.
Step 3: Write 1-2 Supporting Paragraphs
In the next one or two paragraphs, provide some supporting background information.
Example:
“Smith is following in the footsteps of other wealthy figures including Bill Gates, Ted Turner and Mark Zuckerberg. They have all taken the Giving Pledge. The Giving Pledge is a commitment by the world’s wealthiest individuals and families to help address society’s most pressing problems by giving more than half of their wealth to philanthropy or charitable causes either during their lifetime or in their will.
“Many billionaires give a little of their money to charity, but this group is pledging to give the majority of their fortunes to help others. What is all the more surprising in John Smith’s case is that this is a side to him that we’ve never seen before.”
Step 4: Make The Pitch
It’s time to pitch your piece. Be specific about what you plan to write, and the slant of your article. If there is a Unique Selling Proposition or something you can offer that nobody else can, then include it here.
Example:
“I propose a 1,200-word interview article with John Smith focusing on the reasons for his personal decision to part with his fortune.
“Smith has a reputation for staying out of the media spotlight and, until now, has only issued a brief press statement regarding this decision. He has agreed to be interviewed by me for this piece, on condition that it be published in a leading publication from his home state of Montana.”
Step 5: Explain How It Fits Their Readers
Next, demonstrate that you are familiar with the publication and explain how this piece fits their audience and editorial mission.
Example:
“From reading your publication and your guidelines for writers, I believe that this article would be ideal for your People section which covers public figures from Montana.
“I am sure your readers will be excited to get the inside story on John Smith as he sheds light on his personal story for the very first time. How did he overcome the odds to rise so high despite his humble beginnings? What are the biggest challenges he faced along the way? Despite living in New York, what connections and ties does he still keep with Montana. Why is he now trying to help others? What’s next for John Smith?”
Step 6: Show Your Qualifications
Explain your qualifications and why you are the best person to write this piece.
Example:
“I am a professional freelance writer based in Seattle, Washington, and I have more than ten years of experience. I have been published in Entrepreneur and Esquire, and I am a regular contributor to Seattle Magazine.
“You can view samples of my published articles on my website at www.MyWriterSite.com, as well as some testimonials from satisfied editors who have published my work.”
Step 7: Deliverability
It is a good idea to discuss a timeframe for when the editor gives you the “go ahead”.
Example:
“Regarding timeframe, I can have a first draft of this article to you within three weeks of acceptance.”
Step 8: Call to Action & Closing
Close your query letter politely with a short sentence or two. Don’t forget a call to action.
Example:
“Please let me know if this is of interest to you. I hope to hear from you soon.
Sincerely,
Susan Jones”
What's Next?
In the next module, I’ll explain to you how I search for writing markets online. Even though we have more than 2,000 writing markets in our database, there are still many more markets that we have not yet added. Also, you may want to find more writing markets in a country where we don’t have many listings.
Watch out for the next email soon.
Did You Miss The Previous Part?
If you missed the previous part of this mini-series, it’s here:
About This Mini-Series
This module is part of a mini-series on Freelance Writing sent by email to our subscribers. If you’ve landed on this page from somewhere else, and would like to sign up for the entire mini-series, please click here.
Sincerely,
WorldwideFreelance.com