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The Submission Letter
by Linda Adams and Emory Hackman

As writers, we can write pages and pages of prose without any problem, but when it comes to writing a letter to submit to a magazine editor, we often stumble. The submission letter is the sales part of the business of writing, and it influences whether an editor looks further at your manuscript. Your letter is your opening demonstration that you can write, and write well.

Approach the letter with a professional attitude. There have been letters from writers who threaten the editor if he doesn't publish their work; bragging about how their Aunt Mary loved it; or go on for ten pages about the worth of the manuscript. The only message this conveys is that these writers don't understand how the business system works, and they blatantly make the biggest mistake of all--not understanding their audience, who is the editor. This reflects badly on what else the writer understands about writing.  Have confidence in your own work. You convey confidence with a professional attitude.

So what is a professional attitude? Start with finding out the editor's name. This information is available in the magazine's masthead, on the magazine's web site, or in The Writer's Market. A letter addressed "Dear Ms. Andrews" is going to get more attention than "To Whom it May Concern." If you can't find the editor's name, then be business-like with "Dear Sir."

Make your letter look competent. Times New Roman is a font style commonly used in business and is very acceptable for a letter. Make sure you change the font size to 12 points because it's easier to read. Black ink, of course. For the paper color, stick with white. Anything else is unprofessional--even cream white can affect that first impression.  

Keep the letter short. After all, you don't want the editor spending time reading five pages of reasons why he should read your manuscript--you want him to spend the little time he has available to read your manuscript. You can use a simple three paragraph format:

Paragraph 1:

A simple line that includes the title of the manuscript, how many words, and the name of the magazine. Example: Enclosed is my 250 word short story, "Blue Herons," for your consideration for Acme Water Bird Magazine.

If you're submitting a non-fiction article, include a reason why this particular piece might be especially appropriate for the magazine. Of course, keep it short. Don't mention that the manuscript is copyrighted; this actually marks you as an amateur who is afraid that her work is going to be stolen. That is not how the industry works. You can't show confidence if you're showing fear.

Paragraph Two:

List three or four publication credits. If possible, try to choose ones that will fit in with who you are sending your manuscript to. For instance, if your article is on guns, list anything else you've published about guns.

If you posted your material on Themestream or similar Web sites, do not list it--it's not a publishing credit even though you might have been paid for it. Anyone could put something up on Themestream, but not anyone can submit to a magazine and be published.    

But what if you don't have any credits? The first thing is to read the magazine's guidelines and see what they require. Some encourage beginners, which gives you an advantage. One writer sent a letter to the editor of her newspaper and used that as a temporary credit until she got published.

If the manuscript is non-fiction, you should also indicate your qualifications. For instance, if you're doing an article on how to raise bananas, briefly give your experience.

Paragraph Three: 

Thank the editor.  Example: "Enclosed is a SASE. The manuscript is disposable; it does not need to be returned. Thank you for your time."

After you've finished the letter, proofread it carefully for grammatical and typographical errors. Do the same with your manuscript. An editor is more likely to consider your manuscript for publication if it looks like he won't have to do a lot of work on it. The example of professionalism in the letter will introduce him to your competency in the manuscript. Among writers, professionalism sells.

Finally, include a Self-Addressed Stamped Envelope (SASE) with your submission. Some writers believe that this says that you want to be rejected. Not true!  Including a SASE between professionals is a courtesy.  And, in fact, a publisher may reject your manuscript out of hand if you don't include one.

As you prepare your manuscript and submission letter to send to a magazine, think professional. Think confident. Approach your writing as the business it is.

Copyright 2001 Linda Adams and Emory Hackman

More by Linda and Emory: More Than Just a Name, Setting: The Essential Character

Linda Adams is an internationally published writer with over 30 writing credits, including The Toastmaster (June 2001), Vampire Dan's Story Emporium, and The Plaza. Emory Hackman is an estate planning attorney who is published in the Virginia State Bar Journal, the Arlington Journal, and the Fairfax Journal. They are currently co-authoring a woman's Civil War Thriller set in Luray, Virginia.

For more information about Linda and Emory, visit http://www.hackman-adams.com