Tips for Writing an Outstanding Query Letter

Master the Details

As editor in chief of DLA Editors & Proofers since 2008, I have seen firsthand how authors with great manuscripts and marketing potential fall flat when writing their query letters.

Their mistake? Not ensuring they’ve nailed every detail of their query letter before sending it to an agent, producer or publisher.

Below, I will cover the basics that will help you achieve an outstanding query letter.

Step 1: Take a Professional Approach

First, check whether the agent, producer or publisher has any particular guidelines or preferences for the query letter. If they do, then follow them, even if they differ than what I describe here.

Take a business letter approach to the layout of your query letter. This applies no matter whether you are sending your query letter by mail, email or copy-and-paste to an online form.

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Step 2: Your Contact Information & Date

Start the query letter by putting your contact information. Put your name, street address, and city, state and zip code. On the next line, put your phone number, then on the next line, put your email address.

Skip a line and put the date you are sending the query letter.

Example:

Step 3: Recipient’s Name or Title, Address & Delivery Method

Skip a line and put the name and address of the query letter recipient. At a minimum, this will be the name of the agency, publisher or producer to whom you are sending your query letter.

Make every effort to know the name of the individual at the agency, publisher or producer who will receive your query letter, or at least the title of the person, and put that on an attention line after the agency’s, publisher’s or production company’s name.

Do not use a salutation like Mr., Ms. or Mrs. here. That will come later.

Fill in the rest of the recipient's address block (i.e., street address, city, state and zip code).

Skip a line. If you are sending your query letter by email or online form, put "Via: Email delivery" or "Via: Online delivery." If you are sending your letter by snail (regular) mail, then do not put the delivery method unless you are sending your query letter by certified mail, which I do not recommend unless you have been specifically requested to do so, as that would raise a red flag for your query letter.

Example:

Step 4: The Salutation (or Greeting)

Skip a line, and put "Dear Mr./Ms. Last Name" followed by a colon.

Do not use "Mrs." unless you are sure that is the recipient's preference. When in doubt, use "Ms."

A colon is the correct punctuation for a formal letter.

Example:

Step 5: The Introduction

In the introduction to your query letter, include the title, genre, word count, intended audience and whether the manuscript is complete (which, of course, it should be).

Be specific about the intended audience.

You can mention it is your first manuscript if that is true.

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Step 6: The Body

The first part of the body of the query letter should be one to two paragraphs and provide a complete understanding of the key characters and plot points of your manuscript. Provide only the key information in your query letter, but also enough information to provide a complete understanding of your main characters and plot points, including a short, compelling description of each character.

Make sure to include how your narrative ends.

In the body, include relevant comparison ("comp") titles. Comp titles should be ones from the recipient's (agent, publisher or producer you are querying) list. They should be ones that closely relate to the themes, subject matter and intended audience of your manuscript, and they should be ones that have been reasonably successful.

You should include biographical information in your query letter, but only if it is relevant to your manuscript.

For marketing information, provide any relevant information in your query letter that shows you have a built-in market, for example that you are a regular guest speaker or write a blog with 5,000 readers monthly.

Also mention in your query letter if you have had previous works published or produced, along with any relevant awards you or your works have received.

If your biographical and/or marketing information is short (e.g., a total of one sentence), you can include it in the introduction. If it is more extensive, you can put it as one or two paragraphs prior to the conclusion of your query letter.

To give the recipient a sense of the voice and writing style you used for your manuscript, write your query letter, and especially the body paragraphs, in the same writing style as you used for your manuscript.

Step 7: The Conclusion, Complimentary Close and Signature Line

All that needs to be in the conclusion of your query letter is: “Thank you for your time and consideration.”

Then close the letter with "Best regards" or "Sincerely" followed by a comma, then your name on the next line.

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Step 8: Formatting & Layout

Left-align the content of your query letter against the left-hand margin. Leave a line of space after each paragraph, without indenting the first line of the paragraph.

Putting it all together, your query letter should look something like: