Nathan Bransford | Writing, Book Editing, Publishing

Helping authors achieve their dreams

How to format a query letter

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SUBJECT LINE: Query – [Something that makes sense like your book title]

Dear Blog Readers,

This is how you format an e-mailed query letter. Note that I did not begin with the recipient’s address or my address or the date, as that is not customary for an e-mail. I also am not indenting because indenting and e-mails do not mix.

I am using block formatting. My BOOK TITLE is capitalized. I double space between paragraphs but otherwise the query is single-spaced. It is written in a default font, it is left-justified, and the font is a normal size and color. If I have copied from a word processing program or a past e-mail I am careful to have stripped any lingering formatting (pasting with Alt-Shift-Command-V can help). I haven’t added pictures or tried to get fancy with anything because I want the agent to see that I’m confident in my words and don’t need any gimmicks to make my query stand out.

Believe it or not, less than 25% of the e-queries I received when I was an agent were properly formatted. While you won’t get rejected if your query is incorrectly formatted, if you accomplish this simple task correctly you will convey an indispensable aura of professionalism.

And remember: the amount of time you spend formatting, coloring, bolding, italicizing, and adding pictures to your query is inversely proportional to how professional it looks when you’re finished.

Sincerely,
Nathan Bransford (note that I didn’t leave space for a signature since it’s an e-mail)

My e-mail address
My phone number
(optional: my website)

—

First 5 pages of the manuscript in the body of the email.

More query formatting tips

Here are some more tips on formatting and email correspondence:

  • Always address your query to a specific agent and personalize, even if it’s a general submission address. Personalize, personalize, personalize. It’s not about kissing up, it’s about showing the agents you’re diligent and did your research.
  • Query with your real name. An agent is considering entering into a business arrangement with you and they want to know who they’re really talking to. If you are planning to use a pen name, include it beneath your signature but you should still query as yourself.
  • Always include “query” in the subject line. Many agents have their spam filters set so that queries don’t get trapped. What you include in addition to that is up to you, but don’t get gimmicky. Just be professional.
  • Do not send an attachment unless the agent specifically asks for one. Agents will likely delete an unsolicited attachment unopened. Follow submission guidelines but your initial query should most likely not have an attachment.
  • Do not change the color or font. I really can’t emphasize this enough. Sometimes people feel they need to do something to “stand out” in an agent’s inbox and so they get crazy with the formatting. Do not do this. Stand out by just writing well.
  • Do not use a shared email address with your spouse. Sorry, but this feels unprofessional and computer illiterate. Use your own email address.
  • When corresponding with an agent, reply directly to their emails and do not change the subject line. This is just good email etiquette in general, but don’t make an agent’s life difficult by making them hunt for your past correspondence. Always just reply to their last email. Make sure all the correspondence is one place so they can easily refresh their memory. (Here’s more on literary agent etiquette)
  • See also: How to format your manuscript.
  • If you need additional help with your query: Take my online classes, reach out for editing, or book a consultation!

Have any other questions about query formatting? Let me know in the comments!

Need help with your book? I’m available for manuscript edits, query critiques, and coaching!

For my best advice, check out my online classes, my guide to writing a novel and my guide to publishing a book.

And if you like this post: subscribe to my newsletter!

Art: The Fish Footman and the Frog Footman from “Alice in Wonderland” by Sir John Tenniel

Reader Interactions

Comments

  1. Neil Larkins says

    Nathan, this reminder has come at a great time. I am getting ever closer to having my query letter just the way I want it, ready to do some serious querying. I’ve been psyched out by the process and labored more on the query than my manuscript…and that’s saying a lot.
    I’ll still likely get many, many rejections but I won’t get any until I send my query. Besides, I need something new up on the wall to remind me to keep on keepin’ on. Thanks!

  2. Loren says

    Hi Nathan,

    Thank you for this insightful article. I continue to enjoy your blog and newsletter; they are helpful. Your efforts are much appreciated.

    The question I have is that some agents say that the query “should include a cover letter.” Is this something that should be a separate attachment and would that request change anything in terms of what you have stated in this blog?

  3. Angela L Brown says

    Thank you so much for sharing this. We work so hard on the MS, go through the mountainous minutiae to get first pages, first lines, the hook, strong middles and satisfying endings to our stories then trip up trying to introduce ourselves to the very people we’re hoping to help us get our labors of love out into the world.
    This is very helpful!

  4. Loren says

    Hi Nathan,

    I think that you are right that the query letter is the cover letter and the difference in terms for the query is because of the option to submit both electronically and through traditional mail. Here are the submission guidelines in their entirety:

    Submitted queries should include a cover letter with your name, a short bio, the title of the work, and a brief synopsis. Manuscripts should be attached as .PDF or .docx files and should be titled in the format “Last Name_Manuscript Title”, e.g. “Ginsburg_Sunset City”. You may include a full manuscript or an excerpt of whatever length you choose. We do not accept queries by mail or over the phone.

    If you have any additional thoughts, I would be grateful for your opinion. Thank you for your time and efforts.

    • Nathan Bransford says

      Yeah it’s phrased in a confusing way but I think they’re just trying to describe what a query letter is for people who might not be familiar with the term. I still think cover letter = query letter.

  6. August J Specht II says

    Hi Nathan,

    From what I’ve seen, the British refer to query letters as cover, so yes they are one and the same. I read that the query should be single spaced, but few references to the sample manuscript pages. Should the first five or ten be double-spaced?

    Thanks,

    August

    • Nathan Bransford says

      I wouldn’t worry about double-spacing the sample pages within the query letter. I think agents know that formatting is going to get wonky when you’re pasting a manuscript into the body of an email, so just do the best you can.

  7. Billy Dean says

    Thanks for your blog. One of the things I keep encountering is advice on the Internet to not put a synopsis in your query. The advice tends to be that a query should be less than 300 words or so. But then I start going through my list of potential agents and a large percentage of them want a query and a synopsis. I’m stuck with whatever a particular agent wants, of course, but that means I have to try and distinguish what part of my “query” is the query (hook, bio and?) and what part is the synopsis (just a summary?).

  8. Del says

    I’ve noted that in some overviews on the net, plot summary (hook/pitch) and synopsis are used interchangeably – confusing. Thanks for differentiating between the plot summary contained in the query and the separate synopsis. Clarified and clear, now.