How to Address a Query Letter
A query letter is the very first impression you make on the editor of the publication you wish to write for. Your query competes with a thousand others on the editor's desk or in her inbox to grab her attention. There are many ways to write a query that gets the editor interested in your article. One of the most crucial, yet simple, elements is how you address your query letter. This often determines if your idea will even be considered. Editors are very detail-oriented people who are hard-pressed for time. So, pay attention to this important detail when sending in a query.
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Instructions
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Target a specific section of the magazine or publication you wish to submit your idea to. Read several back issues and figure out where your idea might fit.
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Find out the name of the current editor of that specific section. One way to do this is to comb the front page, masthead and the section headings in the magazine. Another way is to call the publication and ask. Even if the name is listed on the magazine, it might still be a good idea to call and reconfirm.
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Write down the full name of the editor along with initials or suffixes. Make sure you get the spelling right. Do not assume the editor's sex unless it is very obvious. If you are not sure, call and ask. Someone at the front desk of the publication should be able to help you.
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In your query, after you have printed out your name, contact details, address and the date, type in the name of the editor, followed by the relevant section, the name of the publication and address. If you are sure of the editor's sex, add the title Mr. or Ms. in front of his or her name. If you are in doubt, leave the title out.
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Now you are ready to address the editor and begin your query. The most common, accepted format is Dear (Ms./Mr.) First Name, Middle Initial, Last Name. The title and middle initial are optional. However, you should use the first and last name of the editor (unless it is someone you know very well and are on a first name basis with) followed by a colon, as in all official correspondence.
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Tips & Warnings
Never address a query letter to "The Editor". Always find out the name of the editor of the specific section. Even if this takes longer, it's worth it. Rushing off your query without the editor's name on it is only likely to reduce your chances of acceptance to a great extent.
