The Best Salutation for a Query Letter
I recently heard an interview with a successful and highly respected literary agent. When asked how she finds authors to represent, she shared that if an author doesn’t address the query letter the “right way” using her first name only, she trashes it and moves on.
What?
I’ve always been taught to show deference and professionalism when writing letters. It feels weird, almost presumptuous, to address anyone I don’t know (especially hiring managers, or those I’m trying to “impress”) so casually.
But times have changed.
Still, there are many literary agents and editors, and the like, who take offense to using their first name as if you personally know them already. So, what should we authors do?
As I always do, I turn the mic over to friends, authors, and experts and asked them to share their experiences and advice on the best salutation for a query letter: Here’s what they say:
“The salutation should be polite—it doesn’t need to be clever. “Dear Firstname,” is fine. More importantly, follow the submission guidelines. If they say to send your query to a general email address, do so and skip the greeting. Please do not track down a specific person as the recipient. This is a test of whether you can follow instructions.” ~ Elizabeth Dougherty, coauthor of The Complete Expert-to-Author Guide: Plan, Write, and Publish Your Nonfiction Book.
“Address your query formally using “Dear [First Name] [Last Name]” to establish professional respect immediately. In my work with the nation’s most elite firms, I’ve found that professional clarity always outperforms casual familiarity when building a new partnership.” ~ Nicole Farber, CEO of ENX2 Legal Marketing and author of Yea, Though I Walk Through the Valley of a Startup.
“I recommend addressing a query letter the same way you would a professional email. I utilize “Good Morning/Afternoon/Evening” and the agent’s first name in my query letters.” ~ Michelle Glogovac, Podcast Host, Founder, CEO, and Author of How to Get On Podcasts and The Podcast Campaign Tour Playbook.
“Address your query to a specific agent or editor by name and be sure to double-check the spelling. It shows professionalism and signals that your submission is targeted rather than generic.” ~ Susan Hartzler, Author of I’m Not Single, I Have a Dog: Dating Tales From the Bark Side and creator of the BlissDog Substack.
“I prefer a formal salutation for an email or snail mail: First Name, Last Name, Title. Name of Company, Address, and then Dear Ms. or Mr. Last Name. Then, where the referral came from, such as, ‘I got your name from (Include the name of the person who works with this agent or publisher, and said it was okay that she referred you).” ~ Michele C. Hollow is the author of Jurassic Girl: The Adventures of Mary Anning.
“For query letter salutations, I always recommend keeping it professional but human. If you know the agent or editor’s name, use it. “Dear Ms. Smith” or “Dear John Smith” both work, depending on the agency’s tone and industry norms. The biggest mistake I see is overly generic greetings that make it feel like a mass-sent email before the pitch even begins. Then grab their attention with a strong, specific hook that communicates the core concept quickly and a clear sense of market positioning. Agents and publishers want to understand both the story and where it fits on the shelf without having to read three paragraphs of setup first.” ~ Dr. Morissa Schwartz, Forbes 30 Under 30 honoree, founder of GenZ Publishing, and award-winning editor and publisher.
“I try to match my salutation to the feeling I get from the agent I’m pitching based on their website and interviews. If they seem to be more traditional or conservative, I use “Dear Ms. Last Name.” If they seem more relaxed, I use “Dear First Name.” When in doubt, I lean toward a more formal tone.” ~ Katherine Pickett, award-winning author of Perfect Bound: How to Navigate the Book Publishing Process Like A Pro, and Debra Lee Won’t Break.
“I always recommend addressing the agent or editor by their first name. Of course, after verifying their correct name and preferred pronouns. A personalized greeting signals you’ve done your homework, whereas a generic, “Dear Agent” signals you haven’t.” ~ Jenn T. Grace, Award-winning publisher and founder of Publish Your Purpose, helping nonfiction and memoir authors share stories that matter.
Every author experiences anxiety and perhaps trepidation when sending out a manuscript query.
You’re launching your baby to the world. It’s simultaneously exciting and scary. And because it can be life-changing, you want to grab an agent’s interest and present your manuscript in the best way. That’s why it’s important to make sure you follow all their query guidelines and create an intriguing, thoughtful, and eye-catching query.
And when it comes to the salutation? Well, I can only say do your due diligence, trust your gut, and ask the experts.
I hope this article provided you with a few applicable ideas. I would be honored if you shared this on social media. And speaking of sharing, please share your ideas and experiences below. Together, we can build an uplifting community that supports each other’s happiness, well-being, creativity, and success.
