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Your Cover Letter: A Basic Template

Cat Rambo reports for duty!I’ve seen a lot of cover letters in my time. Some ramble, some describe the story, others list thirty small publications, some are misaddressed or rife with typos.

So here’s a cover letter. It’s really all you need to say. Fill in the blanks yourself (and doublecheck to make sure you got the details right.) Italics indicate commentary and should not be included. And always, always – the market guidelines trump anything I say. Read AND follow them. Note: this cover letter is intended to be used when submitting short stories to magazines. You want a different one when submitting to an agent or sending a book to a publisher.

Dear {Editor}: (do make sure you’ve got the right name if you’re addressing them by name)

Attached/enclosed* is my story, “{title}”, ({wordcount}). (“Attached” if it’s e-mail; “Enclosed” if you’re sending by snailmail. Round wordcount up to the nearest 100.)

(The following paragraph is optional if you don’t have publications.)
My work has appeared in {market1 name}, {market2 name}, and {market3 name}. (List your three biggest or most prestigious publications.) In {year}, I attended {workshop name}. (Don’t list stuff if you don’t have it. If you’ve got contest wins that are significant, like Writers of the Future, list that here as well. Again, all of this is optional. This paragraph is intended to make the slush reader pass the work up to the editor by listing reasons you stand out of the herd.)

Thank you for your time and consideration. I look forward to your reply. (If you’re sending by snailmail and include a SASE, mention that here.)

Sincerely, (or the tag of your choice, just make sure it sounds professional. “Peace out,” while charming, may not sound as professional as it could.)

{Your name}

That’s it — that’s all you need. No accolades, no summaries, no previews. The facts and just the facts. Good luck!

Enjoy this writing advice and want more content like it? Check out the classes Cat gives via the Rambo Academy for Wayward Writers, which offers both on-demand and live online writing classes for fantasy and science fiction writers from Cat and other authors, including Ann Leckie, Seanan McGuire, Fran Wilde and other talents! All classes include three free slots.

Prefer to opt for weekly interaction, advice, opportunities to ask questions, and access to the Chez Rambo Discord community and critique group? Check out Cat’s Patreon. Or sample her writing here.

15 Responses

  1. I’d love to see a Tumblr of the worst cover letters in slush. It seems that the college app and corporate resume world has made the cover letter into this big issue it never really needed to be. Thanks for this post, Cat!

  2. Hi Cat!

    Thanks so much for the cover letter tutorial!

    I have a question and I’d like to get your take on it please.

    Is it annoying or helpful to include your contact information in the body of the cover letter in addition to after your signature (and on your manuscript). It seems like overkill to me, but I’ve read a few places that even though I think it’s an eyesore it’s helpful for editors to have that information multiple places.

    Thanks so much, and loved “A Querulous Flute of Bone” on Escapepod!

    Cheers,

    Jess

    1. Hi Jess!

      I personally don’t include contact information in the body of the contact letter (although if it’s being sent snailmail, I follow the standard business letter model, with address up in the righthand corner). I do make sure that the manuscript has it on the first page, though, as per William Shunn’s guidelines for formatting stories (http://www.shunn.net/format/story.html).

      Thank you for the kind words about Querulous Flute of Bone! My novella set in the same world just came out last month, A Seed On the Wind. It’s too long for EscapePod, though. 🙂

  3. My letters generally conform to what you have here but it’s nice to see a template. A lot of times I just send my story with the top and bottom paragraph, but the middle paragraph is growing.

    1. That’s what you want, for your optional second paragraph to swell into a tool that will get you out of the slush pile and into the editor’s hands.

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Retreat, Day 2

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Lemons. Cat provided for scale
I’m holing up and working hard on the sequel to Beasts of Tabat. I let myself have July 1 off because that was a travel day, but yesterday I managed 5k words, though that last half was like pulling teeth. This morning I got up and sat down without checking e-mail and got 1000 out of the way. My goal is 25k each week until the middle of August, which should see me with Hearts of Tabat in a decent final draft, several stories I’ve promised to people completed, the YA novel further along down the road, and perhaps even some more of Exiles of Tabat (book 3) drafted. I will be teaching while here — tomorrow is the first section of Writing Your Way into Your Novel.

To keep myself honest, I’ll be posting word count and WIP excerpts.

So, yesterday:
Word count – 5k
Hearts of Tabat current word count – 82184
SFWA time – hour and a half on call plus e-mail plus skim thru discussion boards

From Hearts of Tabat, an early chapter, still in rough draft form.

This is what a riot looked like. Pink velvet darkened to plum by spilled punch, and flickers of angry firelight glistening on the sticky surface. Two shattered windows, broken glass spiderwbs in reverse, light from the aetheric lamps hanging over the street outside washing in, acitinic blue white over the parquet floor that had been Benarda’s pride, two hundred and thirty different kinds of wood, each dedicated to a different Trade God, zebra-striped bits of southern wood like dappled petals around her boots, as though she trod on clots of dirt-streaked snow, chips of mammoth ivory salting the petals in tiny white freckles.

A punch bowl, shattered by the first brick that had come in, landing soundly in the middle beside the overturned table, sending punch and bits of curved luster-glass everywhere, a great puddle of liquid changing the colors of the woods beneath them, tinting them dark and rose.

Two paintings askew on the walls, others lying on the floor in a jumble that drew the eye as much as their subject matter, impious and arresting, the torches that had set the rioters outside afire. Someone must have known what the paintings would be like, must have tipped people off, organized the crowd.

There. Marta’s eyes, glittering hate at Adelina across the room. Gods, even now the woman would rather hold her grudge against Bella rather than worry about keeping herself alive.

This is what a riot sounded like: angry shouts coming in through the windows, drowning out the frightened whispers all around Adelina (“Was that Bella Kanto who just went out? Of course I knew she’d be here.) Benarda somewhere behind the scenes, ordering someone else to do something, it was unclear what. The woman’s best chances of keeping her gallery further intact had just walked out the door in order to stand down the crowd, which had grown from the few dozen that had been here when she and Bella had first arrived, immediately after the now-absent Duke’s speech

This is what a riot smelled like: smoke and sweat and alcohol and all the mingled pomades and perfumes ““ who was still wearing vetiver, that went out last season? And what was that intriguing cinnamon and musk blend, was that an actual edge of rum in it or some remnant of the punch?

That was what a riot felt like: Leona’s small fingers in Adelina’s own, Bella’s tiny cousin and the center of all this clamor breathing hard, the gasps and gulps of air she took in when stressed.

Adelina’s own pulse beat fists against the hollow of her throat, pressed tight fingers behind her brows every time the streetlight struck her eyes, hammered at the pit of her belly, unnerving her.

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On Writing: Can You Do It Wrong?

Picture of a page of writing
Your motives do not matter. Your method does not matter. What matters is that you are writing.
Are you putting words on the page? Then you are doing it right.

You may not be creating publishable words. You may not be creating amazing words. You may not be creating words you like. But by creating words, you are doing something actual, tangible, verifiable. And that puts you ahead of all the people who aren’t writing.

Someone once said to me at a party, “I would write, but I need to conquer some inner demons first.” And honestly — in my opinion, that’s bullshit unless he was talking about the inner demon of procrastination and not just being a pretentious jackass. Because, come on – who says that kind of thing and takes themself seriously?

Writers just fucking write.

Do you need to send stuff out? Do you need to polish what you’ve produced? Do you need to promote your writing? Yes, and yes, and yes, but all of those things are dependent on having written.

Let me reiterate this, because it’s important. Writing always comes first.

When I teach, we do a lot of writing exercises. And I hear people say, just before they read what they’ve produced, “I’m not sure I did this right.” And then they go on and read me something wonderful. Maybe it’s not exactly what I was envisioning when I came up with the exercise. Maybe they’ve turned the exercise on its head and done something completely different. But that’s okay. The only way they could do the exercise wrong, in my opinion, is to not do it.

I have seen stories workshopped that were…sometimes difficult to say much about. Some are seared on my memory; others kept me up at night trying to figure out what to say. Some were politically a bit problematic. But you know what? At least they got written.

If you are writing, you are being a writer. If you keep at it — and think about writing and getting better — you will get better. There are things you can do that will help you get better faster, but all of them depend on…well, you should know what I’m going to say here by now….writing.

If it’s fear of getting it wrong that’s stopping you, then knock it off. Here’s the reassurance you need. You cannot do it wrong.

Now go write some words.

Enjoy this writing advice and want more content like it? Check out the classes Cat gives via the Rambo Academy for Wayward Writers, which offers both on-demand and live online writing classes for fantasy and science fiction writers from Cat and other authors, including Ann Leckie, Seanan McGuire, Fran Wilde and other talents! All classes include three free slots.

Prefer to opt for weekly interaction, advice, opportunities to ask questions, and access to the Chez Rambo Discord community and critique group? Check out Cat’s Patreon. Or sample her writing here.

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