Letters to a Librarian | Romance University

Posted On November 16, 2009 by AdrienneGiordano Print This Post

Querying Librarians – the Good, the Bad, & the Ugly

Filed Under Adrienne Giordano, contacting librarians, Getting books in libraries, querying librarians, Susan Gibberman

We are delighted to welcome Susan Gibberman, Head of Reader Services, Schaumburg Township District Library and RWA’s 2008 Librarian of the Year, back to RU. On Susan’s last visit she discussed the importance of querying a librarian. We asked Susan to do a follow-up on that post showing us the right (and wrong) way to query a librarian.

Let’s turn it over to Susan.

Susan&Pippin photo Thanks so much for inviting me back to Romance University.

Every time I go to a writers’ conference, I pass out tons of my business cards encouraging authors to write/email me about their upcoming books or book a potential program.

A fairly quick word (and “quick” isn’t my forte) on promoting programs and then I’ll get specific about writing to promote your book: Plain ol’ signings are not always popular in libraries, especially if you’re not a NYT bestseller (and not always then, believe me). Think of some kind of program that will draw people in and then you can say, “Oh, and by the way, I’ve also written this book on….” For example, we’ve had local mystery authors who are policemen do a sample crime scene for patrons, or if you have a special talent or craft that patrons might enjoy. Think, “What would draw people to a program?” Even if you don’t sell well, you’re gaining name recognition and the program participants might be tempted to check out your book from the library. ‘Nuf said. Email me and I will elaborate.

Remember how you queried your agent or editor to get them to initially represent or buy your book? Well, the same works when querying libraries. Your query letter represents you (as the author) to the librarian (the potential buyer of your book or programmer who will book your program). Would you really want to risk that one shot by making a bad impression?

Whether you write a formal letter or send an email, the qualities of the query are going to be your first impression to potential buyers of your book.

Start by knowing WHO you’re writing to. Don’t just address your query to “Acquisitions Librarian” or “Library Director.” Not all libraries use the same titles and it will only delay your query getting to the right person.
If you’ve met the librarian, remind them of the connection. Are you an author who lives in that area? Libraries often purchase local authors’ works as a courtesy.
Tell the librarian about your book. Think “hook” – just like your back-of-the-book-blurb, get your potential reader (or buyer) interested in your story. Include snippets of reviews so they don’t have to look it up.
Specify typical vendors that might offer libraries special discounts (e.g., Baker & Taylor, Ingram, etc.). Libraries usually have accounts already set up with these vendors so ordering is easy.
If you want to offer a program at the library, provide your credentials and program ideas. Remember to have done your research beforehand to see the kinds of programs the library currently offers. Don’t offer a writing program geared to Teens if the library has had a Teen Writing Club for the last ten years.
Always refer the librarian to your website. Do you have a special page on your site for librarians? We love special giveaways or promotions (hint, hint).
It can part of your signature or within the body of your letter, but make sure to include the ISBN-13 (preferable, but I’d accept an ISBN-10) for the book along with publisher and price information. Is your book also available in alternate versions (Large Print, audiobook, etc.)? Don’t forget to include that information, too.

Here’s an example of a letter that uses all these elements:

Dear Librarian,

I had the pleasure of meeting you at [name of conference] last February and heard your talk on marketing to libraries. After your talk, you indicated you’d be interested in hearing from me when my book, Book Title, was released and I’m so pleased to tell you that it will be published by PublishingHouse in February 2010.

Book Title is the story of a man and a woman thrown together in the midst of…. [rest of back-of-the-book blurg].

Publishers Weekly gave Book Title a starred review and called it “an engaging story that keeps the reader’s attention from page one.” Romantic Times gave it four stars and said it was “a delightful debut. A must read.”

I invite you to check out more about my book at my website (www.authorswebsite.com). It is being distributed through Ingrams, Baker & Taylor [or other distributors] and, of course, Amazon.com. You can also purchase it directly through [the Publisher] at order@publisherinfo.com. PublishingHouse offers a special 45% discount to libraries that order directly through them.

Thank you very much for your kind consideration.

Sincerely,

Iman Author

Book Title

PublishingHouse, ISBN-13, $19.95

Large Type edition to be released in 1/2010 from LTPublisher, ISBN-13, $19.95

Never, never, NEVER (got that?) disguise your query as a request from one of our patrons requesting us to purchase the book. We see these all the time, usually because the author sends it to every email within the library they can find and says something like, “I would like the library to order a copy of Name of Book. It is a terrific book and I’m sure many people will want to read it.” I much prefer an author to be honest and upfront. Being sneaky like this makes me think your book may not be all that good….

You can, however, get your friends and relatives to go into their local libraries and request the book. They should be honest, too, if they speak to an actual librarian (the correct one who purchases those materials). I love it when someone tells me their friend (brother, daughter, or second cousin once removed) wrote a book and gives me a little information about it. Earlier this year, I had a “proud papa” tell me about his “daughter the romance writer” and we now have her books in our collection.

When you write a query letter to agents or editors, you want your letter to any potential purchaser of your book to look professional. If you use email, please be aware that what you write in AOL (or gmail or hotmail or other email services) doesn’t always translate to gmail (or hotmail or AOL or other email services). Don’t use fancy backgrounds or “cute” fonts that don’t translate from one service to another. Find friends with other email services and “test” out your letter before you send it out.

Here’s an example of one such letter I received and how it “translated” in my email:

I would like to introduce myself…I’m [Iman Author] and on November 1^st, [Publishing House] will be releasing my first mystery novel º– ºNEW BOOK TITLE (ISBN #978-1-00000-000-5

& ISBN #1-00000-000-5). Police Chief [Name, and s/he continues to provide 52 word summary, similar to back-of-the-book blurb] weave a tale of suspense.