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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.

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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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Class Excerpt: On Creating a Story When You Have the Plot

Image of bookshelves filled with books about writing
Now that we’re all moved in to the new place, I can find books when I want to refer to them.
I’m finishing up the year by trying to wrap up writing the on-demand version of my Moving from Idea to Draft class. This is a tough translation, because the live class depends heavily on what the students have brought: I try to help them go deeper into the idea each has brought to class and show them ways of fleshing it out.

For the on-demand version, what I’m doing is looking at each of the various ways I’ve seen stories develop and doing a section on each, looking at what it is, what it gives you to help with fleshing out the story, possible trouble spots, some ways to proceed with it, and then two or three exercises to refine skills with that, each with a basic and then an overachiever version, a model I used with the Description and Delivering Information class. There’s twenty-three sections altogether, but here’s the section on starting with a plot, minus the exercises.

What It Is:

Some stories begin with a plot. This is a complete story: you know the problem, some basics of the characters and what will happen. Perhaps it’s something you’ve generated or taken from elsewhere. Perhaps it arrives pre-made in your head (and you should glory in it when it does, in my opinion), so all you need to do is sit down at the keyboard and write it out.

If you can describe in a few sentences what will happen in a story, you know the plot. For example:

  • A little girl takes cookies to her grandmother and encounters a wolf along the way. When she gets to her grandmother’s house, the wolf is waiting to attack. A nearby woodsman comes and kills the wolf. (Little Red Riding Hood)
  • A man steals the defense plan for a planet that is immensely wealthy. When he tries to use it, he finds out that the defense is constructed out of (because this is a spoiler of an excellent story, you should go read it) and meets a terrible fate. (Mother Hitton’s Littul Kittons, by Cordwainer Smith)

What it gives you:

You know the overall flow of the action: this happens so this happens so this happens and then it ends this way. You know the basic story pattern: that tension increases until the climax, and then rapidly falls. You know the source of the tension and usually the basic conflict: how the wants of two or more entities are collide in some fashion.

You have some sense of where it begins and a stronger sense of where it ends (although the reverse is not impossible).”‹ Connie Willis says to begin at the moment when the problem becomes a crisis. I don’t know that I agree that you should always do that, but it’s certainly better, in terms of story tension, to start with a moment where the problem is already taking place than to start with an idyllic landscape that slowly goes bad.

You may or may not know the characters involved, but you have some broad basics, and know some of the things about the character that affect it most for you, which will probably include gender and approximate age.

Similarly you have some broad basics of the setting, the overall world of the story, although you may need to think of specifics pertaining to scene locations.

More importantly, often you have an impalpable feel for the story, a sense of the overall tone and emotion that will help you shape the words as you write. To make the most of that, spend a couple of moments thinking about the atmosphere of the story. What movies or books might you compare it to? What is the overall emotion, both yours in writing it and what you want readers to take away?

What you need to think about:

What do you bring to the story that makes it unique? There are only so many plots (opinions of the actual number differ, with some saying seven, others numbers like 3 or 36, but the fact of the matter is that at a certain level you will not be able to do anything genuinely new unless you are more of a genius than I, and so you should look at what you bring to the table: the unique details of your life and experiences, your emotions and understandings, and your sensibilities. What instances of this plot have you witnessed being played out in your own life, perhaps as actor, perhaps as audience, and what of that experience can you draw upon?

Specifics of the action may be lacking in your broad overview, in which case you will need to flesh them out. Your burglar steals something – what? Who owns it and what defenses against thieves do they have? Your bounty hunter is chasing her prey, but what crime has that prey committed? Specifics of the location are something that you may well need to flesh out, in which case try to think of aspects that are particularly engaging and use those as interesting backgrounds to add interest to a scene: make that important conversation take place while the two are racing on ice skates through a city’s lower levels or at a party whose main entertainment are levitating performers who are half-dragon, half-human. What can you use?

Things to watch out for:

Sometimes when you go to put these stories down on paper, they are not the well-fleshed entities we hoped, but incomplete things, hints of lines that don’t tell us the entire picture, whispers instead of words, a sense of brushing up against one side of the story in the dark rather than holding it in its entirety. In such cases, I usually build a mind-map, writing down the details that I know and expanding from that. I’ll build on how to do that in the next section, Possible Next Steps.

Be careful of the generic. We all have a set of flimsy and unconvincing stage sets in our heads that, when examined with care, can probably be traced back to specific television shows or movies. My desert island will always have Gilligan lurking in the underbrush, for example, and any Victorian London scenes have to be forcibly wrenched out of the black and white of the old Basil Rathbone Sherlock Holmes movies.

Possible next steps:

Take your two or three sentence description and expand on it, stretching it to five hundred words by expanding on generic details with specifics and figuring out the overall timeline.

Write out list of scenes then develop the basics of what happens in each scene: they go to the movies, see a clue in the opening, and try to rush out of the theater only to find a bunch of lamias in the parking lot ready to brawl; they fight with the lamias and defeat them by throwing soap bombs at them, but Ellen’s arm gets broken in the process. You will probably tell it in chronological order, but it’s not too early to think about mixing it up if you think it would accomplish something in the story, like provide additional pleasure for the reader by allowing them to assemble the pieces of the puzzle.

Curious about this class?

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Retreat, Day 4

buttonshellWords achieved today: 3045 (letting myself get away with less because it’s a teaching day, but maybe I’ll get in a few more tonight)
Current Hearts of Tabat wordcount: 87687
Total word count for the week: 13067
Total word count for this retreat: 13067
Worked on Hearts of Tabat, Exiles of Tabat, short story (“You Remind Me of Summer”)
Time spent on SFWA email, discussion boards, other stuff: 30 minutes, plus whatever I do tonight
Other stuff: Taught the first section of “Writing Your Way Into Your Novel”, prepped for Sunday’s class
Steps: 6410

From Hearts of Tabat:

Adelina paused by Serafina’s desk. She studied the secretary, who looked up. She wore her usual plainly cut clothes, one of the signs of a worshipper of the Moon Temples. That was, as far as Adelina could, Serafina’s only similarity with Eloquence, but most of what Adelina had ever known of the temples previously had been via the instruction or example of her secretary.

She asked now, “Serafina, how does the Temple handle marriages?”

“The priests arrange them, when people are ready,” Serafina said.

“How does the priest know when they are ready?”

“They come and ask the priest to find them someone, and they prove in conversation that they are ready to be with someone in that way, and to begin to raise a family.”

“Is that the point of the alliance, the family?” Adelina said, intrigued. “Are there Triad marriages, as there are among the merchants?”

She felt foolish as Serafina eyed her. I am treating her as though she were some sort of menagerie creature, she thought, and that is unkind. Shame twitched at her even harder when Serafina patiently said, “No, our marriages are not about economic alliances in the way that merchant marriages are. Such alliances would be reckoned a little sinful because they are apart from the norm, truth be told.”

“What is their purpose then?”

“To create children, who will spread the faith.”

“Should the faith not spread it, if it is good enough?” Adelina asked, fascinated, and realized her misstep when she saw Serafina’s frown. “I beg your pardon,” she said quickly. “It is only that”¦”

“It is only that the Moon Temples are not much regarded among the merchants and the nobles because it is a religion of the poor,” Serafina said frankly. “To speak of things that are not reckoned in profit or loss is thought a little shameful among the merchants, and the nobles do not like talk of doing good for its own sake.”

That startled a laugh out of Adelina, who had never heard her clerk be so cynical. “What has flushed all this truth from you, then?”

“You should not pay attention to Eloquence Seaborn,” Serafina said severely. “It is not a match the Temples would approve of, and he is a fine young man, with a good future in them ahead of him.”

“Is he to become a priest?”

Serafina shook her head, then nodded. “A layman’s priest, someone who does not live in the Temples and do as the Priests do, but lives among other people and acts as a go between and an example. That is a special role, and it is the one that has been prepared for Eloquence.”

It occurred to Adelina that the Temples were a relatively small gathering and so Serafina had known Eloquence and his family all her life. She said, “I am thinking of taking an apprentice, one of Eloquence’s sisters.”

“That,” Serafina said slowly, “could be a good or bad notion, depending on which you mean to do so with.”

“The youngest one. Perseverance.”

“Ah.” Serafina’s frown cleared a little. “She gets picked on by the rest of them, I think. To be out from under all of that would be a good thing for her, let her shine a little and come into her own. But I thought she was apprenticed to the tanner?”

“She is, but she says she hates it. I found her crying over it.”

Serafina pursed her lips. “It is not for the child to determine her own apprenticeship. That is for her elders to do, with the Temples’ advice, in order to place her where she will be best prepared for life.”

“But at the time she was apprenticed to the tanner, this opportunity was not available to her for the Temples or her elders to know about,” Adelina pointed out.

“That is true.” Serafina wavered. “You should consult her brother,” she said finally.

“I will,” Adelina said. She did not mention her earlier conversation with Perseverance or the fact that she had already promised the girl an apprenticeship. There was no need for Serafina to know the exact timeline.

...

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