In February, I posted a query on HARO (Help A Reporter Out), an invaluable free service (recently acquired by on-demand software company Vocus) that connects writers with sources, to identify experts for an article I was writing on sustainable construction.

To my surprise, I was deluged with replies: 203 and counting. Normally, I receive about 10-15 leads. I still continue to get responses. In fact, another email from a PR manager popped into my inbox yesterday. Among the replies were some solid leads as well as the bad and even downright ugly. I read through responses that were either off-topic or the sources were stretching their definition of an expert. So how can you stand out when responding to a query?

By following the five tips below, you can better pique the interest of a journalist.

1. Be Personable. Don’t just cut and paste your company boilerplate or press release information into a pitch. Compose a short and personal message to the reporter and you can increase your likelihood of being interviewed for the article.

2. Stick to the Topic. If I’m writing an article on how ocean wave energy compares to other renewable resources, and you email me about how your product is great for combat, your email is going to the trash folder.

3. Answer the Question, Claire.  Sometimes a query includes specific questions. In those situations, I prefer an email response and chances are good that I will use you or your client as a source. Responses to my questions will give me an indication of what kind of interviewee you or your client will be. Secondly, it saves time. If I like your comments and think you’re a perfect fit for my story, I’ll probably use your quote as-is with your permission, with no need to schedule a follow-up interview.

4. Please Don’t Call. There’s a reason why most reporters don’t include their phone numbers in a query. Would you like to answer 203 phone calls in a day?  Many journalists are busy and usually working on a deadline. So they don’t have the time to take your call. When you call, it’s a disruption.

5. Get the Person’s Name Right. In my last HARO announcement, I was addressed as Daniela by an author. Several started out their pitches as “Dear Danie.” Another publicist still addresses me as Danielle, even though I asked her to correct it months ago. The reporter’s name is on every query, so verify the spelling of their name and the publication’s name before you hit send. A misspelling shows carelessness.

Want more advice? Peter Shankman, HARO’s founder, assembled a short video on how to answer a journalist query. Be sure to check it out.

Do you have advice you can share on how to respond to a query? Any success stories? Let us know!

Daniel Casciato helps clients write clear, concise,  and effective content for blogs, tweets, brochures, newsletters, websites, and other marketing collateral. He also writes health, legal, real estate, and technology-related articles. For more information, visit www.danielcasciato.com, follow him on Twitter, or friend him on Facebook.