Writing Cover Letters

A cover letter literally covers a submission. It is the first sheet of paper in front of a manuscript, or the first section of an email message before submitted material or to which an e-submissions is attached. It is NOT a query. Queries stand alone, asking questions like "would you like to read my manuscript?", "do you accept simultaneous submissions?", "does an article on --- sound like a good fit for your magazine?", or "may I send you this story?"

Both queries and cover letters are business communications and require all six parts of a good business letter. They are, according to the Scribner Handbook of English:

• Heading
• Inside Address
• Salutation
• Body
• Closing
• Signature

I'll elaborate on the specifics of those parts in another post.

It is the content of the body with which we are concerned here. A cover letter presumes that the publication accepts unsolicited submissions or the editor has already asked to receive your work or, perhaps, someone else the editor knows has suggested you send the piece. I can think of no other reasons for writing a cover letter. If you can, please leave a comment.

Conversely, there is no excuse for omitting a cover, either, especially with unsolicited submissions. It is common courtesy. It is expected. It is a record of your submission, and in some cases, it may be vital to having your work understood or even reviewed. In standard business format, mention:

• the title and word count, if the work was requested, and where else and when it has been published (if a reprint submission);
• your writing credits, awards, any expertise that qualifies you to write this work, and information that may be critical but isn't apparent (like well-known authorities interviewed), additional material available (photos, sidebars, sources);
• if applicable, that an SASE is enclosed for the ms. copy's return and/or the editor's response, and don't forget to thank the editor for taking time to read your submission.

You can find some elaborations on the topic of cover letters at Writing World in James Floyd's Cover Me - I'm Going In! and Moira Allen's Cover Letters: When, Why, and How to Use Them.