Notes

10 Steps to a Magazine Query
Introduction

There are two methods to submit to magazine editors.

One would be to send the finished article without it being requested. This is known as an unsolicited manuscript. Most editors dislike reading lengthy manuscripts, and many magazines specify they do not accept unsolicited manuscripts which, when received, are consigned to what's called the 'slush pile' and seldom get read.

Another, more productive way, to submit to magazines would be to send a query letter, in which you pitch your idea to the editor before actually writing the article.

A query letter is a sales pitch: your goal would be to convince the editor that your article idea is of interest to her readers and that you will be the best person to write it.

Query letters save everybody time. In enough time that would took you to write a complete article, it is possible to write several query letters which might result in multiple assignment. Query letters save editors' time since they don't have to read lengthy manuscripts which may not be ideal for their magazines.

Query letters better your chances of working with the magazine you intend to write for. Editors are usually reluctant to require a rewrite or suggest substantial changes to a finished piece. Query letters, on the other hand, make it easy for editors to offer suggestions to a proposed idea.

Even if your idea is not quite suitable for the magazine, the editor may like the way you've presented your idea and yourself and could still be thinking about working with you on another assignment.

I hope by now you are convinced that query letters are essential to breaking into the writing industry, particularly if you are just getting started. So it's really worth the effort and time to compose an irresistible letter that makes the editor desire to see more of your writing.

Your query letter is not the only one the editor will dsicover, so you must do your best to make yours stand out from the crowd and get noticed. An individual query letter could make or break your success as a writer. Editors remember names. Make sure they remember yours in a positive way.

If your query letter is professionally written and attention-grabbing, even if your idea may not be quite right, the editor will mentally clock your name. If your query is accepted, and you also complete your assignment with a well-written, well-researched and error-free article, she'll remember you even more. As well as your next query will undoubtedly be viewed in a far more favourable light. Because of this a good query is often the beginning of a long-standing relationship between you and the editor.

In the event that you send an unprofessional, poorly-written query, suggesting ideas which do not fit the magazine, the editor will remember you, too. However now she remembers you in a poor way. Next time you send her a query, she might just quickly glance at it and put it in the bin. You might be closing the door compared to that magazine forever by sending a single bad query. You don't want to take that risk?

There is nothing guaranteed in life. Even a perfect query letter does not guarantee an assignment. But in the event that you following 10 steps outlined in this book, you'll stand a far greater chance of producing a professional query letter that gets read and gets assignments.

Note: To avoid cumbersome writing such as he/she and his/her, I have taken the liberty to refer to an editor as a 'she'.

Step 1 1: Obtain the name right

When you receive a letter addressing you as 'Dear Customer' or 'Dear Home Owner', do you have the letter is speaking with you directly?

Exactly.

It reads like junk mail that has been sent to millions of other people, doesn't it? If you send an editor a letter addressing her as 'Dear Editor' or 'Dear Sir / Madam', she will get the impression that very little time and effort has gone in to the query, and she'd be right.

If there's a very important factor all freelance writers should know, it is that your article must be targeted specifically for a specific magazine. To ensure that your article to fit in with the style and tone of the magazine, the editor will expect you to have read a few issues of the publication.

A query letter you start with 'Dear Sir' tells the editor you have not taken the time to research the publication. If you haven't browse the magazine, you won't know anything about the audience. And if you don't know who the audience is, how can the editor trust one to deliver an article that's suitable for the magazine? So, if you only do one thing to make your query stand an improved chance of success, get the editor's name.

Larger publications often have different editors for different sections, and it's really vital that you send your query to the right person. When a features editor receives a short story, she might not have the time or inclination to forward it to the short story editor, and your query will be unread. So take some time to learn if you need to send your query to somebody apart from the main editor. You can usually find all the information you need in the masthead.

If you don't desire to spend money buying every magazine you would like to write for, go to a large newsagent or the library and appearance up the names there at leisure. Another way is to ring up the editorial office and have the secretary.

Bear in mind that magazine personnel changes regularly, so be sure the name is still valid each and every time you send a query letter.

Ensure you spell the editor's name correctly. Some editors are mad about having their names spelt wrong. Besides, if you cannot get the details of her name right, why should she trust one to get the information on the article right?

It is acceptable to address the editor simply as 'Dear John Doe' or 'Dear Jane Doe' rather than 'Dear Mr Doe' or 'Dear Ms Doe'. Nowadays it isn't always possible to inform someone's gender by their name. In the case of women editor, it really is particularly difficult to ascertain if she actually is a Miss, Ms or Mrs.

Step two 2: Know your audience

Imagine this scenario:

You're a 35-year-old career woman. You sign up to a magazine called 'Women Today'. You prefer the magazine because you feel that it caters for women as if you. It addresses the needs of those who've to juggle between their roles as career women, wives and mothers. It offers fashion tips for the age group and good advice for busy parents. In addition, it comes with an inspirational short story in each issue.

Now image this:

By the end of a busy day, after the children have attended bed and all of the dishes have been done, you open your 'Women Today' and look forward to an excellent read, only to find that the magazine is currently full of beauty tips for teenage girls; news about pop bands; suggestions about what to do on a first date; and the short story is gone.

You would be forgiven for convinced that you've brought the incorrect magazine, and you'll stop buying it from now on and look for a different one to fill the void.

Driving readers away is the last thing editors want to do. That's why most magazines stick to a tried-and-trusted formula that suits the targeted readers.

The moral of the story is that there is no point in submitting the incorrect type of article suggestions to editors. Your article could be beautifully written, well-researched and error free, but if it's about teenage pregnancy then it's not going to get printed in a magazine for the over-50s.

Likewise, article ideas about enjoying one's life in retirement are unlikely to be accepted by editors of magazines targeted at teenagers. Your ideas should be right for the magazines you're sending your queries to.

You should read at the very least two issues of the magazine to get to know the tone, style and the common amount of the articles. Again, use a library or perhaps a large newsagent if you want to.

Don't forget to consider the advertisements, which will let you know a lot about the magazine's intended audience. Articles about trendy wine bars is unlikely to be of interest to a magazine advertising stair lifts.

Reading the magazine may also ensure that you are not trying to pitch a concept that has appeared in a recently available issue.

Many magazines now publish their submission guidelines on the websites, so check these out first to get an idea concerning the kind of articles they need. If you cannot find guidelines on the site, write to the editorial office with an SAE asking for writer's guidelines. Most magazines will be happy to send you a copy.

The end result is, editors only print what their readers want to read. So if you have a good idea that appeals to a magazine's audience, it will also interest the editor. And the only path to find out what the readers want would be to read the magazine yourself.

Step 3 3: A grand opening

Make your opening sentence do the job. Ensure it is attention-grabbing and make it a masterpiece. Editors are busy people and you also have about 30 seconds to get their attention. If you begin your query with a boring statement, she'll simply scan through your letter and get to another one. Don't give her any excuse to stop reading your letter. Present your idea as early in the letter as possible.

Your first sentence is definitely an intriguing question, an interesting fact, a quote from someone you interviewed, an anecdote, a statistic, a riddle or a joke appropriate to your idea.

Don't ever begin your letter with:

'Although I've never been published before ...'

'I'm new to writing but ...'

'My mother thinks I will submit this short article idea ...'

You get the drift. Comments like these scream amateurism. No editors desire to work with amateurs.

Step 4 4: Reach the point quickly

Don't over-stay your welcome by waffling on about inappropriate personal stats. Additional info are not thinking about the truth that you battle to find time to write as a mother-of-two, for example.

Explain to the editor why your article idea is unique and how it is of interest to her and her readers. Include a provisional opening paragraph if possible, but only if you think it'll grab the editor's attention and make her wish to know what comes next. Say how you will get the info required to write this article; for instance, by interviewing experts on this issue.

If you haven't worked with the editor before, include brief information regarding yourself. For those who have special qualifications to write concerning this particular article, ensure you let her know. For instance, when you have a science degree as well as your article idea is about making science interesting to everyone, then say so.

Indicate how long your article will be. Make sure that is in line with the average amount of similar articles in the magazine. Inform you to the editor that the distance can be varied to match her needs.

Make your query an individual A4 page. If you can't condense your idea on one page, you need to work on it more to get it more focused.

Don't include several idea in a query. The only exception is when you're sending fillers. Even then it ought to be no more than 2 pages. Number your fillers clearly.

Step 5: Be professional

Professionalism is the key to success. The quality of your writing is needless to say important, but so may be the image you project as a specialist writer.

Be businesslike. You could be feeling despondent about having received five rejections in a week, but don't spill your emotions. At this time, an editor is really a potential client, not a personal friend, although she may become so once you have worked with her on a regular basis.

When you can afford it, get yourself a professional-looking letterhead designed and printed at a printer. It need not be too expensive. In the event that you own a laser printer, you can design a simple, elegant letterhead yourself on your pc. Make it minimal. Don't try to use all of the available fonts and colours in your word processor, and resist the temptation to add silly clip-arts in your letterhead. If you want to include graphics, get yourself a logo designed professionally.

Include essential details such as your name, postal and email addresses, telephone and fax number.

Don't expect the editor to pay for return postage. To be able to get a reply, you must include an SAE.

Editors want articles which are well-researched and error-free. In the event that you query is full of mistakes, editors will doubt your ability to produce high-quality articles.

Don't depend on spell-checkers solely. Read your query letters out loud; this makes it better to spot spelling and grammatical errors. Get yourself a friend or relative to proof-read your queries. Don't send them out if you don't know they're error-free.

Step 6: Be focused

It is probably true that everything has been written about at least one time. Your task would be to look for a new angle. Do you have something new to say about your topic? Or can you say something that's recently been said in a fresh way?

Don't write to an editor suggesting you intend to write an article about cooking or dyslexia. That is too generic. Alternatively, queries entitled 'Quick Mouth-watering Recipes for Busy Mums' or '10 tell-tale signs of dyslexia in children' are focused.

Editors like ideas which are focused since they can picture how and where the finished articles will match their magazines. Make your query focused and editors will like you.

Many magazines have regular sections. If you can indicate to the editor which portion of the magazine your article will fit into then all of the better. This tells the editor you have studied the magazine, that may put your in her favour.

Step 7: Mail or email, but no phone

Before you distribute your query, check that your submission method is correct. Some magazines will not look at email queries, others insist on them. Usually do not query by telephone if you don't have worked with an editor on a few occasions and are sure she doesn't mind.

Sending your query via the wrong method once again shows the editor which you have not spent time studying their publications and guidelines. This will put you on the blacklist and jeopardise likelihood of acceptance of your future queries.

If you are querying by email, it is advisable to paste your query in to the body of the e-mail, instead of sending it as an attached document. Simply because attachments are notorious for spreading computer viruses, and editors who've not caused you before will be unlikely to open an attachment from an unknown source.

Emails are great for keeping touching friends and family, and we often adopt an informal tone in emails. When you email an editor, however, write it as you'll a formal letter. Resist the temptation to use smilies (? ?) or abbreviations popular on the internet. Don't over-use punctuation marks, like this!!!!!!! AND DO NOT USE ALL CAPITAL LETTERS IN YOUR EMAIL. IT MAKES IT VERY DIFFICULT TO LEARN.

I'd also advice against putting the word 'Query' in the subject type of your email. Editors are busy people. On a day when she actually is inundated with emails and letters, and confronted with a deadline two days away, she may react to that 'oh no another query' by deleting it without reading it.

Step 8: Clips, or no clips

If you're a published writer, add a couple of your best clips with the query, but only if the clips are appropriate to the idea you're proposing. There is little point in sending a clip on local history if your question is about fine wines.

If you have never been published before, don't draw the editor's focus on the fact. If the only places you've been published are local church newsletters or obscure websites with dubious reputation, it is best not to mention them. It's much better to simply present yourself in a specialist manner in your query letter. If you act like an expert, the editor will assume you're a pro and will treat you as you. Let your irresistible query letter and its own professionalism speak for you.

Step 9: Study from your rejections

It's waiting time once you have sent your query off. Unfortunately editors are busy people and the waiting time can range between a week to three months.

If you haven't heard from the editor in four weeks, follow it up with a polite letter or email. If you still haven't heard anything after 90 days, assume it's a rejection and move ahead.

For new writers, rejections could be soul-destroying. Just when you are feeling more confident about your writing, along comes a rejection letter, leaving you in doubt as to whether you are good enough to become a writer.

It's important to realise that getting rejections is part of a successful writer's life. This means that you're making connection with the publishing world. Don't let rejections stop you from sending out more queries. Be persistent, be professional and you will get published.

While you must try not to let the rejection allow you to get down, you should spend time analysing why your last query has not produced a positive response before re-submitting it to another magazine. Was it appropriate to the publication? Did you start your query with an attention-grabber? Did you send it to the proper person? Did you send it in the post when the magazine insists on email submissions (or vice versa)? Did you include enough information for the editor to generate a decision? Did you include an SAE?

Every rejection is one step forward in your writing career. Learn from them and use them to make the next query better.

Step 10: Give it 100%

Some writers, especially new writers, argue they ought to be spending their time writing 'something proper' instead of writing query letters. The trouble is, unless you write query letters, your 'proper writing' may never be published and become read.

A query letter is a sales letter. To the editor, it is an indication of the quality and design of your writing. If she actually is impressed using what she reads in your query, she'll trust your ability to write the finished article.

Don't ever dismiss writing queries as a waste of time. To a writer, nothing written is ever wasted. Think about it as the gateway to your success as a freelance writer. Follow the steps outlined in this book and give it 100% each and every time you write a query letter. Now all you have to are good ideas. But that's another story.

Happy writing!

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Appendix:

1. How not to write a query letter

[No Date]

[Do return address and contact details]

ABC Magazine

123 High Street

Another Town

Dear Mrs Smith

I have never written to an editor before, but I have a wonderful article idea about horses. I started riding since I was a child, so I thought I possibly could write an article for the magazine about horses.

I haven't read your magazine but a pal suggested I should write for you to see if you would be interested in my idea. I've written several items for the local community newsletter and my family and friends think my writing is not bad.

Please let me know as soon as possible if you are interested in my idea. I am going to give you a call next week to go over the details.

Emma Johnson

[no SAE enclosed]

2. Example of a specialist query letter

[Professional letterhead, or clearly printed contact details]

20 October 2002

Anne Smith

ABC Magazine

123 High Street

Another Town

Dear Anne Smith

What.. what.. should a pa.. pa.. parent do if.. if.. if.. a kid st.. started stammering?

Many would simply keep their fingers crossed and hope that the child would 'grow out of it'. However, research implies that some children do outgrow this problem, some will establish persistent stammering into later life.

Stammering usually begins between the ages 2 and 5, and early intervention is essential in preventing it from developing into a chronic problem. I am confident your readers, a large number of whom are parents of 2- to 5-year-olds, will undoubtedly be interested in a 1000-word article entitled 'Help! My Child Has Started Stammering'. This article will be an excellent fit for the Toddler Development section in your magazine.

I am a speech therapist and have worked with children who stammer. I'll also interview two experts in this field to include the latest findings on childhood stammering.

Thank you when planning on taking the time to consider my idea. I enclose an SAE for your response.

Yours sincerely

Emma Johnson

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