After you submit a manuscript to one publisher, don't submit it to any other publishers until you have received a response. Publishers consider it unethical for writers to send out simultaneous copies. It may take three months or more for a publisher to respond to you. Wait two months before you send a brief follow-up query letter.
Use professional letterhead or plain paper with your name, address, telephone number and email address; don't give yourself a job title.
Type the appropriate contact's name (Ms. Jane Doe), her title (Assistant Publisher), the company name, the street address and the city, state and zip code in the address block of your letter. Add a professional greeting such as Dear Ms. Doe. Select Times New Roman or a similar font on your word processor.
Grab the attention of the publisher in your opening paragraphs. Briefly summarize the manuscript's plot and why it is important, relevant or different. This opening is nearly as important as your book. Picture it as your book's dust cover.
Remember that while this manuscript is your pride and joy, publishers receive many submissions every day. You must stand out. Don't provide too much information or the publisher won't need to read your manuscript. Publishers are busy and are not interested in the names of your characters.
Mention the publisher's current publications on the topic or in the genre; this demonstrates that you have done your research. If you have more market data, mention it as well. Tell the publisher how your proposed book will fit into their body of publications and why you chose their company specifically.
Reference your qualifications, especially experience as a writer and publications where your work has been published. Education and employment background, travels, memberships or volunteer work can all be included if they bolster your expertise.
In the "2010 Writer's Market", author Robert Lee Brewer states that payment should not be mentioned. Brewer advises that you should never mention anyone who has rejected your manuscript or those who asked to see more. He said you should never query the same person twice if they have rejected your manuscript.
Close with Sincerely. Don't use "have a great day," "talk to you soon" or anything else that would identify you as an amateur.
Use a plain envelope and, if needed, a plain folder. The envelope should only include your return address and the publisher's name and address. Include a self-addressed, stamped envelope for the return of your manuscript.