When you decide to write a manuscript for publication, you likely think of the steps as conducting a literature review, analyzing the results, creating a content outline, writing the draft, revising, and submitting. But this list omits a key step: sending a query email to the editor.

A query email, also referred to as a pre-submission manuscript inquiry, serves as an “elevator pitch” to the editor, explaining why your manuscript’s topic would be worthwhile for the journal’s readers. The information in this email helps editors determine their interest in your topic.

Queries have several benefits:

• Writing a query helps you think more deeply about your work’s purpose and content before writing the manuscript. As you write the query, you might discover your idea needs further refinement before approaching a journal editor. Conversely, summarizing your idea facilitates manuscript development.
• A positive response allows you to better tailor your manuscript to the journal’s readership. For example, an article on pediatric asthma would differ slightly when written for a pediatric journal compared to a general clinical journal. In the first case, reader knowledge of the topic is likely to be greater than in the second.
• You also can better craft your manuscript to align with the journal’s tone. For instance, the tone of American Nurse Journal is less formal than that of a journal publishing detailed research studies.
• Editors sometimes provide advice on developing your topic, such as narrowing a broad subject or shifting emphasis from one aspect of your study results to another. This type of feedback can strengthen your final manuscript.
• A positive response to a query could (but not always) facilitate a faster review process since the editor is clearly interested in the topic.

Editors may decline your query because they don’t feel the topic is a good fit for the journal. Another possibility is that an article with a similar topic is already in production. However, even a negative response can be useful. It allows you to move on without having spent time writing an article for that particular journal. And some editors may even suggest alternative journal options.

The bottom line is that queries save time for both authors and editors. Authors don’t waste time writing a manuscript the journal isn’t interested in, and editors don’t waste time reading a full manuscript that doesn’t fit their editorial needs.

Most, but not all, editors accept queries. The journal’s online author guidelines (sometimes referred to as information for authors) frequently specify if queries are accepted, and if so, to whom they should be sent.

Even if the author guidelines don’t mention queries, you can still consider sending one. In an informal survey, I learned that some journal editors accept queries even when not explicitly stated in the author guidelines. If the guidelines provide an email for general questions, use that; otherwise, try emailing the editor directly.

Crafting an effective query email

Follow these five steps:

1. Write a precise subject line that includes the name of the journal and a short description of the topic. For example: “Query for American Nurse Journal: What consumers need to know about AI-generated health information.” Be sure you spell the journal’s name correctly. (You’d be surprised how many emails editors receive with incorrect journal names.)
2. Begin with the name (again, spelled correctly) and appropriate title of the person who receives queries (usually the editor). For example, if they have a doctorate, start with “Dear Dr. Smith,” not “Dear Mary” or “Hi, Mary.”
3. Succinctly state your topic and what the article would cover. Explain why the journal’s readers would benefit from it. Editors are the readers’ advocate, so they need to be sure they publish useful information. Think about how you can make your email stand out in a crowded editor’s mailbox, but stick to one or two short paragraphs.
4. Briefly note your qualifications for writing the article. Don’t include your resume, instead, focus on your expertise related to the topic. For example, you may have participated in the quality improvement project the manuscript will detail, or you may have cared for patients with the physiological condition your article will cover. You can mention past publications if relevant, but you don’t need to have been published before.
5. Close with a thank you, your full name, professional credentials, and contact information. If possible, include when you could submit the manuscript, but this isn’t essential.

Your target journal may specify what to include in the query. For example, these are from the American Nurse Journal:

• Describe the topic of your proposed article, including why it would be of interest to readers of American Nurse Journal.
• Briefly outline key components of the article.
• Briefly explain why you’re qualified to write on this topic.
• Provide your name, position title, employer, and phone number.

Some journals request a complete abstract. Although typically abstracts are written after the manuscript, writing it ahead of time can help you organize your thoughts—and your article. 

Most importantly, use a professional tone.

Mistakes to avoid

A common mistake novice authors make is mentioning that they plan to submit a student paper that faculty recommended for publication or that received an “A.” A student paper differs significantly from an article intended for publication. If you choose to mention that you wrote on this topic for school, clearly indicate that you plan to adapt the paper to fit the journal.

One situation where it may be helpful to mention a school connection is if the work was part of your graduate program. In this case, you can use your experience to showcase your qualifications for writing the article. Again, make it clear that the manuscript will be an article tailored to the journal’s readers.

Another mistake is undetected grammatical and spelling errors. These may prompt an editor to question your attention to detail, which is a crucial quality when writing an article.

Finally, don’t send attachments, which can cause your email to end up in the editor’s spam folder.

Response time

Response time varies by editor, but typically ranges from a few days to a week. If you haven’t heard back after 7 to 10 days, you can resend your email. However, be aware that some editors don’t respond to queries they aren’t interested in. If you don’t receive a response, you could still submit your manuscript, but it may be better to move on to another journal.

If the editor expresses interest, you can proceed with the article. The editor also may ask for a submission date.

Sometimes, valuable information is included in a query rejection. For example, the editor might point out that the topic isn’t a good fit for the journal or that the study’s description reveals a flaw you’ll want to address, if possible, before querying another journal.

Hopefully, the editor will respond positively, but understand that an editor’s interest in your idea does NOT guarantee publication. The manuscript will still need to undergo peer review.

Remember, a powerful query email can save you time and get your manuscript submission off to a great start!

Cynthia Saver, MS, RN, is editor of the award-winning book Anatomy of Writing for Publication for Nurses, 5^thed. She has more than three decades of publishing experience as a writer, editor, and publishing executive. Cynthia’s work has appeared in many journals, and her past positions include editorial director for American Nurse Journal, which she helped launch. Cynthia is passionate about helping nurses share their expertise by writing for publication and happily shares her knowledge though The Writing Mind blog, articles, short presentations, and workshops. 

References

American Nurse Journal. Author guidelines. 2025. myamericannurse.com/author-guidelines/

Pickler R. We get letters. Writer’s Camp. 2026;2(1):9. doi:10.5281/zenodo.18270341

Saver C. How to select and query a publication. In: Saver C. Anatomy of Writing for Publication for Nurses, 5th ed.Indianapolis, IN: Sigma Theta Tau International; 2024; 37-56.