Query Letter

[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Phone Number]

[Date]

[Recipient Name]
[Company Name]
[Company Address]
[City, State, Zip Code]

Dear [Recipient Name],

I am writing to inquire about [briefly state the purpose of your query, e.g., product availability, service details, or submission guidelines]. I came across your [company/organization] through [source] and was impressed by [specific aspect].

Specifically, I would like to know [list specific questions or request for proposal]. Could you please provide more information regarding [details]? Additionally, if there are any forms or documents required, please let me know.

I have attached [any relevant documents, such as a resume or proposal] for your reference. I look forward to your response at your earliest convenience.

Thank you for your time and consideration.

Sincerely,

[Your Signature (if sending a physical letter)]

[Your Typed Name]

About this Query Letter template

A query letter is a formal request for information or proposal submission. Use our free template to create a professional query letter quickly. Available in Word and PDF formats.

Use this query letter template as a starting point: open the editor, replace the bracketed placeholders with your own names, dates, and specifics, then export the finished letter to Word, PDF, or Google Docs. Prefer a draft written for you? Click AI Generator and describe what you want to say — the editor will draft a full, natural-sounding letter that you can keep editing.

What to Include in Your Query Letter

Make sure your letter hits every essential element before you send it.

Your contact information (name, address, email, phone)
Date of writing
Recipient's name and address
Clear subject line or opening stating the purpose
Specific questions or requests for information
Professional closing with signature

How to Use this Template

Follow these three simple steps to customize and generate your personalized letter in minutes.

1. Customize the Template

Replace bracketed placeholders like [Your Name] and [Recipient Name] with your specific details. Adjust the body to reflect your unique query.

2. Download Your Format

Export your finished letter as a Word or PDF file. Choose Word for easy editing later, or PDF for a polished, unchangeable version.

3. Send or Print

Attach the file to an email or print it for physical mailing. Ensure you include any necessary attachments mentioned in the letter.

Writing Tips

Keep your query letter concise and to the point. Address the recipient by name if possible. Clearly state your purpose in the first paragraph. Use bullet points for multiple questions to improve readability. Always proofread for grammar and spelling errors. Tailor the letter to the recipient's industry or organization. Include a call to action, such as requesting a response by a certain date.

Common Mistakes to Avoid

A common mistake is being too vague about what you are querying. Avoid using generic language; be specific about your request. Another error is failing to include your contact information or making it hard to find. Do not make the letter too long; recipients appreciate brevity. Also, avoid demanding language – maintain a polite and professional tone. Finally, forgetting to proofread can undermine your credibility.

Query Letter Template FAQ

A query letter is a formal document used to request information, propose a business idea, or inquire about opportunities. It is commonly used in publishing, job applications, and business correspondence.

A well-crafted query letter helps you make a professional first impression, clearly communicate your request, and increase the likelihood of a positive response. It organizes your questions and shows respect for the recipient's time.

Writers, job seekers, researchers, and business professionals commonly use query letters. For example, authors send them to publishers, and job applicants use them to inquire about openings.

A query letter should include your contact information, date, recipient's details, a clear subject line, an introduction stating your purpose, specific questions or requests, and a professional closing.

Use a standard business letter format with single spacing and a blank line between paragraphs. Keep it to one page. Use a professional font like Times New Roman or Arial at 12pt size. Include your contact information at the top.

After finalizing your letter, download it as a PDF or Word file. Open the file, go to File > Print, select your printer, adjust settings if needed, and print on standard letter-size paper.

Yes, a query letter is both legally and professionally acceptable. It serves as a formal record of your inquiry. For legal matters, ensure you keep a copy for your records. It is widely recognized in business and publishing.

You can download a query letter template in Word or PDF format. Word allows easy editing, while PDF preserves formatting and is ideal for sending as a final version.

Yes, you can use AI to generate a query letter by providing details about your inquiry. AI tools can help draft content quickly, but always review and customize the output to ensure accuracy and professionalism.