Attention: all aspiring writers, authors and journalists! Before launching an exciting career in the world of literature, take a moment to learn more about an important step in the professional writing process: the query letter. A recent OCS workshop, Writing the Query Letter, featured the following wisdom of Gail Gilmore, assistant director for the arts and publications, among other fields.

So, what is a query letter, anyway?

Simple, really – it’s a one-page letter introducing you and your book, or you and your idea for an article or essay, to prospective employers, i.e. magazines, newspapers, publishing houses.

When do I send my letter?

If you’re writing a book of fiction or a memoir, plan on writing the letter when you’re totally finished with the work, i.e. after it has been edited, revised, etc.

If you’re writing for a periodical, be sure to send the letter before writing your essay or article – after all, there may be hidden costs to researching the article, or you may be off-track from what the publication would like to see. (Exceptions to this rule include memoir, essays, and op-eds; these should be treated like fiction/memoir books.)

To whom do I send my letter?

In the case of a book of fiction or a memoir, send your letter either to a literary agent or to a specific editor at a publishing house. If you decide to query editors instead of agents, be aware that agents may be very reluctant to take on an author who has received a pile of rejection letters from editors, as the pool of editors to whom the agent can now try to sell the book is limited.

In the case of a periodical piece, send your letter to the editor of the section you feel your piece will best fit. And be sure you’ve done your research - not all sections of a periodical are open to queries.

How is a query letter structured?

For fiction and memoirs, the letter is broken down into three paragraphs and written in the standard block business letter format:

-        The hook: a concise tagline. Models include “Set in a small town in Los Angeles in the 1990s…” (era and location) and “When so and so did this…” (the “when” formula). More can be found at www.agentquery.com

-        The mini-synopsis: a brief summary of the plot, expanding on the tagline. Read the back flap of your nearest novel for a good idea of what this looks like.

-        The writer’s bio: keep it short and related to your writing, i.e. published works, awards, classes, workshops, etc. And be sure not to call attention to lack of experience – stay positive and emphasize your strengths.

-        Close your letter by (a) thanking the addressee, and (b) indicating that a full manuscript of your work is available for review.

For periodical pieces, the letter is similar but has some important differences:

-        The hook: same as above, except slightly different models (e.g. problem/solution, question, attention grabber).

-        The idea: what are you writing about? Why write about it? Why now? Explain why you are the person to write this article and why the readership will enjoy it.

-        The details: word count? Section? How long will it take to complete? What other requirements exist for this article to be written?

-        The bio: provide the relevant background, credentials and personal experiences that make you a strong candidate to write that piece.

No matter what the circumstances of your letter, be sure to avoid personal introductions, “bids for sympathy,” or “sucking up” to your reader. Be confident; be professional; and include a self-addressed envelope in your package.

What about email? No one sends anything by snail mail anymore, after all…

Whether you submit by email or snail mail will depend on the agent, editor, or publication - whatever they want is what you’ll do. If you’re given a choice, weigh your options; with snail mail you may be able to get away with sending 3-5 pages of your work along with your query letter - most agents or editors will read something this short. With email, this won’t likely be possible, as the instructions generally state “do not send attachments.” Either way, it won’t change response time; in other words, just because you can send your query in a nanosecond doesn’t mean the agent or editor will respond to you with the same lightning speed.

If you do send an email, keep to the same format but be more concise. Try to use a professional email address (@harvard accounts work nicely) and use the subject line “Query: [2-3 word description]”.

For the creative writer, this process may seem monotonous and constraining… Unfortunately, it’s a part of the business, so take the time now to learn how to best present yourself and your work. It will pay off in the long run!

—Nicandro Iannacci, ‘13