Elements of an Effective Query Letter

Abstract

Writing a query letter is difficult because it synthesizes a prospective article idea within one or two short paragraphs and needs to show a clear writing style. Yet, writing a letter to query an editor on his or her interest in a topic is helpful to the nurse author for several reasons. While a manuscript can only be sent to one editor at a time, the letter of inquiry may be sent to several editors simultaneously, and is thus a more rapid way to determine interest in a topic. It can also help you get feedback from an editor on ways the topic should be developed to make it suitable for the audience and style of the journal (Johnson, 1982). While most nursing journals will accept unsolicited manuscripts and do not require a letter of inquiry, if the topic is unacceptable to the journals for which the topic is appropriate, a letter of inquiry can help the author avoid a lot of unnecessary work (Huston, 1988). For example, of the last 20 query letters I have sent, 10 editors were interested and later accepted the papers, 5 identified interest in a specific slant of the topic I proposed, and 5 indicated that the topic was not of current interest (thus saving my time). Make sure to check guidelines published in the journal because some journal editors strongly suggest them while others request the completed manuscript without an earlier letter. If your target journals accept query letters, make the letters short and to the point. In order to be effective, the query letter needs to be specific and describe the topic, slant, and timeliness of the idea. It should also describe your expertise in the subject. Make sure to include your address and phone number in the letter; one editor found that about 1 of 20 query letters has no return address on the letter. See Figure 1 for a list of the 10 elements included in most query letters demonstrated in an example letter. A well-written query letter can save you time and direct you to the best journal for your idea. Including all 10 elements in the short letter can be quite a challenge, but the process helps you to refine your idea and prepare for writing the actual manuscript.—Ruth Davidhizar, RN, DNS, CS, is Assistant Dean and Chairperson for Nursing at Bethel College, Mishawaka, IN, (219) 259-8511, extension 368.