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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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"(On the writing F&SF workshop) Wanted to crow and say thanks: the first story I wrote after taking your class was my very first sale. Coincidence? nah….thanks so much."

~K. Richardson

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More About That Comfort Zone Thing

Picture of a swimming pool.
Here's a picture of that pool, taken from the balcony.
I was thinking more about the idea of writing outside your comfort zone, and found something that’s happened recently pretty applicable.

I have never been a good swimmer. It’s quite possible I never will be. When I was a kid, my parents kept enrolling me in swimming lessons, and I kept being a terrible swimmer who refused to put my head under water. Part of it was that I’d learned by then that if I got water in my ears, an ear infection wouldn’t be far behind, so every lesson was a silent battle to avoid putting my head underwater. It wasn’t till high school, when several friends decided I would learn to swim (bless you, Ann, Ann, Anne, and Maureen), that I actually got to the point where I could float long enough to survive a (fairly brief) period if I ever fell off a boat. Couple that with an illness that made me extremely self-conscious in a swimsuit for a long time, and you can see why I just don’t get in the water very much.

So here we are in Costa Rica, with a swimming pool right outside our balcony, and a temperature that makes that pool pretty darn inviting. So I got in and splashed around, and finally decided to do a little swimming. And you know what — I liked it. I liked it a lot. And found myself going back repeatedly. Right now I’m going to finsih up this post and then go do it some more.

It took a while to get over the panicked feeling that I was falling forward, that the water wouldn’t hold me up. I kept insisting on starting on the deeper end and swimming towards the shallower, because that way if I put a foot down, I’d be able to hit the bottom. But with every time I made it all the way, it got easier. I started trusting the water (and myself) more.

I’m not claiming I’m going to become a good swimmer anytime soon, or that I’m ever going to like getting water up my nose. But I’m better at it, and certainly more confident about it. And I’ve found something that I like doing, and that I will be trying to incorporate more in my life.

And that — as with so many things in life — applies to writing. Those first attempts to do something new and scary may well be awkward and uncomfortable. In fact, they probably will. Because that’s how we learn. It’s very hard to get good at something without being pretty bad at it at first. And in doing these things, you learn to trust the universe a little more. Which I see as a pretty good thing.

So it’s a Monday morning. Here’s my challenge for you. By Friday, go write or do something that scares you. And come back and tell me what you did.

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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Retreat, Day 5

PieToday’s wordcount:4006 (teaching day)
Current Hearts of Tabat wordcount: 92212
Total word count for the week: 17073
Total word count for this retreat: 17073
Worked on Hearts of Tabat, story “Days of Sweetness, Days of Want”
Time spent on SFWA email, discussion boards, other stuff: 30 minutes
Other stuff: Taught Character Building class, did some e-mailings
Steps: 6351

From today’s, part of Hearts of Tabat

The Red Moon’s Sugar Tea House had a flimsy and unfinished look to it “” one door had a (0 of tiles half laid around it, ending at a shoulder-high mark where either tiles or energy had given out. The tables were all-of-a-kind but second-hand, marked with stripes and weather stresses, but the chairs were a mismatched conglomeration that could, upon study, be sorted into four groups: a set once marked with a noble signet, all chiseled away; a few basket-woven chairs, looking flimsy but more comfortable than the rest; a set of plain chairs, crude in construction and made of pine planking, and one rocking chair, set in the corner. The floor underfoot was unfinished planking, marked with spills and splotches and a winter’s worth of grime in the grooves between the planking. The narrow windows were half-shuttered, their lower reaches clad in gray slats, while their naked uppers admitted winter’s chill light.

A fat-bellied stove sat cold in the back of the room, while chal steamed in a vast samovar/vat near the till. A skinny boy sat there, reading a penny-wide and paying no attention to the room whatsoever.

Sebastiano paid the boy a couple of copper skiffs and received a ceramic mug. The samovar smelled as though it had not been cleaned in a while, but the chal was hot and surprisingly peppery. Sebastiano chose not to contemplate what the spice might be masking. He found a basket-woven chair with a low table beside it that was cleaner than the rest of them and sank down into it with a sigh. It creaked and murmured under his weight but held.

No one else was in the tea house, which was not a good sign. It had the feeling of a stage set, of something erected more for show than for purpose, and it made his encounter in the flower shop seem all the odder, as though he’d been catapulted into the pages of a penny-wide, something lurid and full of spies and secret words.

He sighed and slouched back a little in the chair, sipping at his mug. Was that the sort of story he had wanted for his life? He would prefer a love story, something simple and not too complicated, ending up happily in a way that promised for a good life, with love and family and friendship and at least moderate wealth.

That was, he thought, not the story he had told himself ten years ago, when he had first come to the College of Mages. That had been a younger man’s story, one of devoting himself to his craft, discovering things that no one had ever learned before, adding to the store of Human knowledge. That had been a worthy enough ambition but he was no longer sure that was what he wanted.

Surely this was not the normal state. Surely people usually knew what it was that they wanted of life “” everyone at the college of mages seemed to, at least.

Shadows flickered past the door as passersby went down the street. The boy turned a page and kept reading. His lips moved a little as he read, sounding out words.

Sebastiano felt dissatisfied, at odds with himself. Thoughts of the oread still rankled at him. Why had she thought he would do her harm? The thought came to him that she wished him harm, and that was why she had feared it from him, but he discarded it. Oreads were simple creatures, and no danger to Humans.

...

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