Writers Keep Track of Your Query Letters

I’m sending out query letters to literary agents for my non-fiction book for teens. I also sent out a few query letters for my children’s picture book. Thank goodness for programs like Excel and Microsoft Office OneNote. I can use either program to track my query letters and to create a database of contacts. I’m sending out a handful of query letters each month because I don’t want to overwhelm myself and some of agents take 6-weeks or 12-weeks to respond. I don’t want to send out 25 letters each month because that could be overkill.

Writers, keep track of your query letters because you don’t want to query a literary agent, magazine, newspaper, or publishing company twice. If you do, it will show you’re not on top of your work; it may annoy the person who already received your query letter.

Keeping track of your query letters

1. Use Excel, Microsoft OneNote, or some other program.
2. Create columns for the following: date, name, address, and phone number; fax number, cell/mobile number, email, and weeks (amount of time before you’ll receive a response) and enter the information onto the spreadsheet or form.
3. Update the information each time you send out a query letter.

Keeping track of your query letters will give you peace of mind. You’ll know when and whom you sent your letters to each month. You can even keep track of how long each person takes to respond. Some will take 2-weeks and others will take up to 12-weeks to get back to you. Don’t allow the ‘waiting’ to drive you nuts. Go about your day and look for other literary agents, magazines and newspapers, and publishing companies that accept query letters. This way you’ll be ahead of the game for next month.

Following the simple steps outlined in this post will help you keep track of your query letters. This way you’ll know who you sent them to and when you sent the letters. If you receive rejection letters, post them around your office. At least the editors, agents, and publishers read your letters. Keep sending out query letters and you’ll land the right opportunity for you. Good luck!


How many query letters do you send out each month? Share.