This is the first freelance writing post in my new blog, and it's a post I promised a long time ago. I'm often asked for advice by beginning freelancers, and for some reason I always feel like the most important things don't get through. I'm hoping that with some breakdowns an examples this will be a more effective way to help beginning writers.
In today's cyber world, sending an email to an editor is often the first step in building a freelancing relationship with a publication. It is very important to set a professional tone. In many cases, the emails I send are my query letters, so I need to make a good impression.
The most important thing to think about before you send out an email, whether it be a query, an introduction, or a response to a call for submissions, is who you're sending the letter to. Whenever possible (and this means you're going to have to do a little extra legwork) find a specific person to correspond with. Look through the company's website and call if you have to, because if you send out an email without a name attached to it there's a good chance it will be deleted without being read. Magazines, newspapers, and book publishers get emails an letters from hundreds of people just like you, so in some ways they're looking for ways to pare down the work they have to do from the get-go.
Once you know who you're sending the email to, make sure you have their name spelled correctly. I usually copy and paste the name just to make sure. Then, tell them why you're writing, your background, why you want to write for their publication (more research), and what files you've attached or the links you've included in the email. Check out the submissions guidelines if available and make sure you're sending the right stuff. This goes back to them wanting to lighten their workload. If you send them an article in your email query but don't send a resume even though they asked for one, they're not going to read your article. If they ask for one sample chapter of your novel and you send three, they won't read your chapters. It's the same for spelling and grammatical errors. If you misspell a few words or misplace a few commas, they won't read what you send. Emails are very easy to delete, just like manuscript caught in a slush pile are easy to throw away.
Another good tip is to make sure the editor/publisher/agent accepts letters and manuscripts through email. Some places don't accept mail submissions and some don't accept email submissions. Determine if the policy of the organization meets your needs. I personally have a problem sending in my work for review by news organizations who don't accept email submissions and don't want links to my web work because it says their org, or at least some of the upper management, aren't looking to the future. But, I'm willing to send query letters and book manuscripts to agents and publishers through snail mail because the fiction world is a much different beast than the fast-paced world of news coverage.
Here is a sample email I have on file from a recent exchange with an editor that helped me get a story.
Dear (Editor's Name),
I have been looking for freelance work in the Tampa Bay area, and (name of associate) recommended I write to you. I recently graduated from the University of South Florida with a journalism degree and have been freelancing for various print and online publications. My work has been published in The Tampa Tribune, Creative Loafing, The Oracle, 411 Magazine, and many more newspapers and magazines.
I have attached my resume and included links to three of my clips.
If you have any questions, please feel free to call or email me.
http://www.the411mag.com/2008/9-10/books/books/2616.cfm?site=C
http://www2.tbo.com/content/2007/dec/20/break-tradition/
http://www.wusf.usf.edu/MM_Journalism/Wendy_Withers.cfm
Regards,
Wendy Withers
(phone number)
(email)
Notice my email is straight and to the point but professional. I include my educational background and that I was referred by someone the editor has already worked with. I have included three links to work I have done for local publications, showing I already have experience writing about the area and the clips show a broad range of writing styles. I also included my resume as a Word document to show I have a history of working with newspapers and magazines, because this letter went to a local newspaper editor.
I always include my contact information to make it easier to find me and try to include something personal in each email, especially if I have a professional relationship with someone the addressee already knows. While most beginning freelance writers won't have contacts in the publishing field, it is very important to network. Go to as many conventions, workshops, and classes as you can and find out who they know. Don't be afraid to ask for help. It looks really good if you can find something in common with a prospective writing contact beyond the fact that you're a big fan of what they've put out.
I hope this has been helpful. If you need any more help with writing a good email query or have any advice, please feel free to leave a comment or two.
