Prepare Your Submission
Query Letter Guide
How to introduce a manuscript clearly, professionally and persuasively to a publisher or literary agent.
A query letter should make the manuscript easy to understand and easy to consider.
It is a concise professional introduction to the author and the book. Its purpose is not to tell the entire story, repeat the synopsis or make exaggerated claims.
A strong query shows what the book is, who it is for, why it matters and why it may suit that particular publisher, imprint or agent.
Query letter or covering letter?
The terms are sometimes used interchangeably, but they may serve slightly different functions. A query letter usually seeks interest in a manuscript. A covering letter accompanies material that the publisher has already invited or requested.
| Document | Primary Purpose | Typical Content |
|---|---|---|
| Query letter | Request consideration of a manuscript | Book details, pitch, readership, author biography and submission note |
| Covering letter | Accompany requested or formal submission material | Brief identification of the work, attachments and relevant context |
| Proposal letter | Introduce a non-fiction or academic proposal | Project purpose, audience, author authority and proposal contents |
Query email or attached letter?
Many publishers and agents expect the query to appear directly in the email body. Others request a separate letter or use an online submission form. Follow the stated instructions exactly.
Repeating the same letter in the email body and as an attachment creates unnecessary duplication.
Choose the correct recipient
Before drafting the letter, identify who should receive the submission. Depending on the organisation, this may be:
- An acquiring editor.
- A commissioning editor.
- A submissions editor.
- A specialist editor for the relevant subject or genre.
- A literary agent.
- A general acquisitions or submissions team.
Use the organisation’s official website to confirm names, spelling, submission status, preferred genres, file requirements and response policy.
Research the publisher, imprint or agent
Personalisation should come from genuine relevance. Review the recipient’s list, subject interests, recent titles, editorial focus and submission guidelines.
Do not manufacture a personal connection or praise an organisation without explaining why the manuscript may fit.
The subject line
A clear subject line helps the recipient understand what has arrived. Follow any required format first.
Useful subject-line formats
Query: The Last Monsoon Train | Literary Fiction | 82,000 words
Submission: The Race Never Ends | Memoir | 71,000 words
Book Proposal: Working Beyond Retirement | General Non-fiction
The greeting
Address a named person where possible. Use the professional title or name shown by the organisation.
Professional examples
Dear Ms Rao,
Dear Dr Menon,
Dear Acquisitions Editor,
Dear TGEP Submissions Team,
Avoid casual greetings, mass-mail language and invented familiarity.
A reliable query structure
Identify the book
State the title, genre or category, word count and completion status.
Present the premise
Explain the central conflict, argument or promise of the book.
Position the project
Identify the intended readership and relevant comparable titles.
Introduce the author
Include only qualifications, experience or publications relevant to the work.
Explain the fit
State briefly why this recipient may be appropriate for the project.
List the materials
Confirm what is attached or pasted and thank the recipient for their time.
The opening paragraph
The opening should identify the project without delay. Include the manuscript title, category, approximate word count and whether it is complete.
Illustrative opening
I am seeking publication for The Last Monsoon Train, a completed 82,000-word work of contemporary literary fiction set between Delhi and Jammu.
The book pitch
The pitch should make the central premise understandable in a few sentences. It should not attempt to summarise every event.
For fiction
Identify the protagonist, the central problem, the stakes and the force opposing the protagonist. Focus on the main narrative rather than listing subplots.
Fiction pitch example
When thirty-eight-year-old Asha receives a railway ticket booked by her late father, she returns to the city she abandoned after a family scandal. There she discovers that her mother’s disappearance was tied to a decision her brother has spent twenty years concealing.
For non-fiction
Explain the problem, argument, reader benefit and the author’s approach.
Non-fiction pitch example
Publishing Without Illusions explains how first-time authors can compare traditional, hybrid and self-publishing routes, understand contracts and avoid misleading service claims.
Comparable titles
Comparable titles can help position the work, but they should be used selectively. Mention one or two relevant books and explain the connection where space permits.
Do not compare the manuscript to famous global bestsellers merely to imply similar sales potential.
The author biography
The author paragraph should be short and relevant. Include professional expertise, lived experience, previous publication, awards, research access, teaching, speaking or other qualifications connected to the project.
First-time authors do not need to apologise for being unpublished.
Why this publisher or agent?
This section should be specific but brief. Mention a genuine connection between the recipient’s list and the manuscript.
Stronger personalisation
I am approaching your imprint because of its focus on contemporary Indian memoir and professionally grounded non-fiction.
Weaker personalisation
I have always admired your world-famous publishing company.
The closing paragraph
State which materials are attached or pasted, thank the recipient and provide reliable contact information.
Illustrative closing
In accordance with your guidelines, I have attached the synopsis and first three chapters. Thank you for your time and consideration.
Attachments and pasted material
Publishers may ask for different combinations of material. Common requirements include:
- Full manuscript.
- Sample chapters.
- Synopsis.
- Book proposal.
- Chapter outline.
- Author biography.
- Author information form.
- Identity proof or declaration where required.
Do not attach materials that were not requested. Use clear file names and confirm that every attachment opens correctly.
Query guidance by category
| Category | What the Query Should Emphasise | Common Supporting Material |
|---|---|---|
| Fiction | Protagonist, conflict, stakes, genre and word count | Synopsis and sample chapters or full manuscript |
| Memoir | Central life experience, narrative arc, relevance and author credibility | Synopsis, sample chapters and author background |
| General non-fiction | Problem, reader benefit, audience, author authority and market position | Book proposal and sample chapters |
| Children’s books | Age group, format, word count and central story | Complete text, synopsis and illustration information if relevant |
| Poetry | Collection theme, structure, number of poems and publication history | Complete or selected manuscript |
| Academic books | Research question, contribution, readership and author credentials | Proposal, chapter outline, sample chapter and CV |
Email etiquette
- Use a professional email address.
- Use one clear subject line.
- Do not mark the message as urgent.
- Do not request a read receipt unless specifically appropriate.
- Do not send repeated messages within a short period.
- Keep the email body readable and free of decorative formatting.
Simultaneous submissions
A simultaneous submission means sending the same manuscript to more than one recipient at the same time. Some publishers allow this and others do not.
Check the stated policy. Disclose simultaneous submission where required and withdraw the manuscript promptly if it is accepted elsewhere.
Exclusive submissions
An exclusive submission gives one recipient a defined period to consider the work. Do not grant exclusivity without a clear time limit. Confirm the arrangement in writing.
Following up
Follow the organisation’s published response time. If the stated period has passed, send one brief and courteous follow-up.
Brief follow-up example
Dear Ms Rao, I am writing to follow up on my submission of The Last Monsoon Train, sent on 12 March 2026. I understand that review takes time and would be grateful for any update when convenient.
Withdrawing a submission
Withdraw the work promptly if it is accepted elsewhere, if the manuscript has been materially revised or if you no longer wish it to be considered.
Understanding responses
Form rejection
A standard response that usually provides no project-specific feedback.
Personalised rejection
A project-specific response that may contain useful editorial information.
Revise and resubmit
An invitation to make substantial changes and submit again.
Request for material
A request for the full manuscript, proposal or additional information.
Handling rejection professionally
A rejection is not an invitation to argue. Thank the recipient only where appropriate, record the outcome and decide whether the submission package or manuscript needs revision.
Do not post private correspondence publicly or accuse the recipient of misconduct simply because the manuscript was declined.
Fraud and warning signs
Verify publishers and agents through official sources. Be cautious of:
- Unsolicited offers guaranteeing publication or representation.
- Pressure to pay immediate reading or processing fees.
- Requests for banking passwords or unnecessary financial information.
- Email domains that do not match the organisation.
- Promises of guaranteed bestseller status.
- Refusal to provide clear contractual terms.
AI-use disclosure
Where the publisher requires it, disclose material use of artificial intelligence or automated content-generation tools. The author remains responsible for originality, accuracy, legality and source verification.
Sample complete query letter
Dear Ms Rao,
I am seeking publication for The Last Monsoon Train, a completed 82,000-word work of contemporary literary fiction set between Delhi and Jammu.
When thirty-eight-year-old Asha receives a railway ticket booked by her late father, she returns to the city she abandoned after a family scandal. There she discovers that her mother’s disappearance was tied to a decision her brother has spent twenty years concealing. As Asha searches for the truth, she must decide whether exposing the past will free the family or destroy what remains of it.
The novel is intended for readers of character-driven family fiction with a strong sense of place. It may appeal to readers of contemporary South Asian literary fiction centred on memory, silence and intergenerational responsibility.
I am a journalist based in Chandigarh. My short fiction has appeared in two Indian literary journals. I am approaching your imprint because of its focus on contemporary Indian fiction and family-centred narratives.
In accordance with your guidelines, I have attached the synopsis and first three chapters. Thank you for your time and consideration.
Sincerely,
Author Name
Email Address
Telephone Number
Common query-letter mistakes
- Using the wrong recipient name.
- Sending a mass email to several recipients together.
- Failing to state genre, word count or completion status.
- Retelling the whole synopsis inside the query.
- Calling the manuscript a guaranteed bestseller.
- Including a long unrelated autobiography.
- Using false or copied personalisation.
- Sending unrequested attachments.
- Ignoring the submission guidelines.
- Following up repeatedly before the stated response period.
Final query checklist
Frequently asked questions
How long should a query letter be?
One page or a concise email is generally sufficient. Follow any stated word or character limit.
Should the synopsis be included in the query letter?
No. The query should contain a short pitch. The full synopsis should be attached or pasted separately where requested.
Should I mention that this is my first book?
Only where useful. There is no need to apologise for being a first-time author.
Should I include my social-media following?
Include it only where it is relevant and meaningful, particularly for non-fiction. Use accurate figures.
Can I query several publishers at once?
Only where simultaneous submissions are allowed. Never place several recipients in the same visible email.
How long should I wait before following up?
Follow the recipient’s published response period. Where no period is stated, wait a reasonable time and send only one courteous follow-up.
Once your query and submission package are complete, review how authors build a sustainable professional career beyond a single manuscript.
Continue Preparing Your Submission
Previous and next guides
Is your query ready?
The Good Earth Publishers welcomes clear, professional submissions that follow the stated guidelines and include the requested manuscript and author information.
Submit Your Manuscript