Non-Fiction Writers Workshop

Non-Fiction Writers Workshop
by Carolyn Dekat

Query Letters, Final Check

How is that query letter doing? Don't be discouraged if it's still floating in your head and hasn't even dreamed of hitting the page yet. You should make it a goal to get one underway soon, though. Remember, the professional author spends only enough time on a piece to get the information to sell it in a query. Then once the go-ahead is given by an editor the author completes the research and writes the manuscript. Just like a manuscript, a good query letter will take time and effort, more time and effort for the first few letters in the beginning. Yet a query doesn't gobble up nearly the time and effort required to finalize a completed article. It is a prudent use of time to spend your time completing queries first, rather than creating "orphan" manuscripts that have no home.

The more queries you write the easier and faster the process becomes. The more queries you send, the more sales you'll acquire.

What Should It Look Like?

As to format, there are two ways you can format your query. The one I've seen most often is the single page, single spaced query in business letter format. The letter would be altered slightly for each publication to which you send it.

The title of your piece should appear early in the text -- either in the first paragraph or preceding the query text. The exact topic should also be stated early, accompanied by a clear topic of purpose (This article will ...). In the summary, start with the strongest points, but save a one strong point for a clincher at the end. So if your summary information was ranked in order 1, 2, 3, 4, 5, the information would appear in your query as 1, 3, 4, 5, 2. The same holds true with the author bio.

In her book How to Write Irresistible Queries (Writer's Digest Books, 1987), Lisa Collier Cool suggests a second format which consists of a cover letter that changes according to whom you are targeting, accompanied by a manuscript-style query (double-spaced) which stays the same regardless of your targeted publication. If you opt for this method, your cover letter should be quite brief and include the following information:

Title of the article.
Points of special interest. "I've noticed over the past year that your publication has focused on articles about ______, so my piece on _________ should interest many of your readers.
If you are a regular reader, say so.
If you were referred by a regular contributor or an editor, explain the connection.
Include one to two sales points not mentioned in the query.
End with a request for action.

The query itself follows the same content as we've discussed, but it is double spaced like a manuscript, rather than single spaced.

Editing for the Final Draft

Here are some tips and things to look for to finalize your query.

Does the lead grab? Do I have any other facts, statistics or quotes that would strengthen the lead? Does it clearly reveal the topic, so the editor knows precisely what I'll deliver in the article? Do I sound knowledgable and enthusiastic about my topic? Does the lead convey the tone and style of the article I plan to produce?
Is my summary concise? Does it cover at least three key points, and not more than six? Are the facts and/or quotes interesting or new? Do I mention the authorities from which I have/will glean my information? Have I included all relevant sales points?
Is is the right length? The query should be one single-spaced page, no more, no less. More and the editor may not take the time to read it; less and it appears you're trying to hiding poor writing ability or a lack of knowledge on the subject. Generally, the lead is one or two paragraphs, the summary 3-6 major points, and the bio one paragraph. To increase clarity and create an attractive layout, you can bullet information for longer summaries.

If your letter is too long, try trimming the lead, sharpening the summary by eliminating points of lesser importance, and condensing your biography. Remember, weak material dilutes impact. It is better to err on the short side and allow the editor to request more information based on what is in the query.
Is it convincing? You must be convinced that the article is worth doing and that conviction must show in your query.
Did I leave out anything? A common newbie pitfall is to try to hold back a key point as a sales device (prompting the editor to ask for the manuscript to read that key point). It seldom works. So don't leave any vital information out. If your article discusses 'seven no-bake chocolate desserts' don't stop with the customary six main points. Briefly mention all seven.
Did I ask for the sale? Any salesperson will tell you that the best way to make a sale is to ask for the sale directly. Try phrases like, "I'm looking forward to your reaction" "This project is a timely topic; I look forward to your speedy response." "What do you think?"
Is it the kind of letter a professional would send? The letter should appear attractively on the page, with even margins and crisp, clear type.

Check:

Spelling and grammar. If you are weak in these areas, don't despair. Employ a friend or family member (the Writer's Circle can qualify as both! ) as a proofreader.
Punctuation. Use proper punctuation and watch for the excessive use of quotation marks. Use them only around direct quotes or unfamiliar words which you are trying to define. Check, too, for excessive exclamation points. Rephrase your sentence so that it carries your excitement rather than relying on punctuation to do it for you.

Pitfalls to Avoid

Incorrect spelling of the editor's name or the wrong editor, period. Things change. Make sure your market information is up-to-date. A quick call to the publishing company asking which editor to send the query to and the spelling of that editor's name can prevent this.
Bad format. It goes without saying that handwritten queries are not professional. Use bold, black, new ribbon/ink, no offbeat stationery or unusual fonts or colors. Use crisp, wide uniform margins for easy reading.
Too much horn tooting. Touting your piece as "the story of the century" is going a bit overboard! A good story sells itself.
Terms of indecision. Watch your phrasing! "This article will ... (rather than "might," "would," "should," "could.")
"I'm unpublished, but..." or "I've written six other articles, but this is the first I feel is suitable for publication." Work on creating a strong bio using other qualifications. Don't draw attention to your lack of publishing credits.
Autobiographical remarks that don't relate to the topic. The only personal information that should be part of your query should relate to your direct connection with the topic, and/or the one-paragraph bio. This would not include a long list of events that led up to the experience that ties in with the topic.
Faulty facts. Double check your sources. Make sure you have the information correct. Remember that not all sources are equally reliable. If your information is from a group with a reputation to maintain, it may not require the follow-up for accuracy that information from an activist group might require.
Typos and other stylistic errors. Let the final letter age overnight. It makes such errors easier to spot.
Unnecessary length. There should be just enough information in your query to spark a sale and nothing more.
Fuzzy communication. A good way to be sure your letter is clear is to try it out on your friends. At the very least, read it aloud to yourself.