One of the most important tools in an editor’s arsenal is writing an effective author query. A query is a comment you leave on a manuscript that has a question you would like the author to answer, either for you as the editor or for the reader. Queries can also include explanations or justifications for edits that may not be immediately clear to an author.

When you’re editing a manuscript, there are an abundance of reasons why you might want to pose a query. For example, if you’re copyediting, you may want to point out a spelling you’ve found that’s inconsistent, ask for clarification about ambiguous wording, or find out more about an author’s intended meaning, just to name a few.

Although the best method of query writing may vary by author based on what they respond well to, there are a few best practices when it comes to writing effective author queries:

• Be professional
• Be succinct
• Be aware of your biases
• Encourage collaboration

Be professional. When posing a query, you want to make sure you are striking an appropriate tone. You don’t want your query to feel harsh or judgmental—handing over a manuscript to an editor is scary enough on its own. Empathy for an author’s viewpoint and the hard work they’ve put into their writing is really important. However, you are also providing a professional opinion, and it’s best for both of you if your queries are straightforward about the errors, inconsistencies, or ambiguities you see in the manuscript. A balanced, professional tone is key.

Be succinct. This is beneficial to both you and your author. You are likely on a deadline for providing these edits, and the author will likely want to implement these edits as effectively as possible. When your queries are short and to the point, they take less time for you to write and less time for the author to read. Everyone is happy!

Be aware of your biases. As an editor you will come across authors with backgrounds and viewpoints that differ from your own. Before querying an element of a manuscript that you don’t understand, take a moment to do your own research. If you are repeatedly asking an author to clarify aspects of their work that are familiar to them and readers like them, but not to you, the author could feel very othered. We want to avoid that as much as possible.

Additionally, it’s important to keep audience in mind when writing queries. Don’t assume that the author is writing for someone like you. They may be writing for a very specific audience or trying to gain as wide a readership as possible—if it’s not clear from the writing, make sure to ask. That will provide an essential framework for your queries.

Encourage collaboration. The function of a good query is to not only provide you the information you need to be an effective editor, but also to help the author understand that the editing process is a collaboration. You want the author to feel understood and also like you value their work as much as they do. Ultimately, your edits are just suggestions that are helping an author carry out their vision for their story. Queries are meant to help you figure out what that vision is and to show the author that you are striving toward it together.

Written by Jessica Pelton.