how to write a research paper cover letter

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How to write a cover letter for journal submission

Download our cover letter template.

When you submit your article to a journal, you often need to include a cover letter. This is a great opportunity to highlight to the journal editor what makes your research new and important. The cover letter should explain why your work is perfect for their journal and why it will be of interest to the journal’s readers.

When writing for publication, a well-written cover letter can help your paper reach the next stage of the manuscript submission process – being sent out for  peer review . So it’s worth spending time thinking about how to write a cover letter to the journal editor, to make sure it’s going to be effective.

To help you, we’ve put together a guide to explain how to write a cover letter for journal article submission. You will receive cover letter instructions of what you should include and what you shouldn’t, and a word template cover letter.

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What should my cover letter include?

Before you start to write, please check the  instructions for authors  (IFAs) of your chosen journal, as not all journals will require one. You should also check the IFAs for any journal specific information on what to include. This may include a list of relevant articles written by you or your co-authors that have been or are currently being considered for publication in other journals.

Key points to include in your letter to the editor:

Editor’s name (you can usually find this on the journal page on  Taylor & Francis Online ).

Your manuscript’s title.

Name of the journal you are submitting to.

Statement that your paper has not been previously published and is not currently under consideration by another journal.

Brief description of the research you are reporting in your paper, why it is important, and why you think the readers of the journal would be interested in it.

Contact information for you and any  co-authors .

Confirmation that you have no  competing interests  to disclose.

Things to avoid:

Don’t copy your abstract into your cover letter, instead explain in your own words the significance of the work, the problem that is being addressed, and why the manuscript belongs in the journal.

Don’t use too much jargon or too many acronyms, keep language straightforward and easy to read.

Avoid too much detail – keep your cover letter to a maximum of one page, as an introduction and brief overview.

Avoid any spelling and grammar errors and ensure your letter is thoroughly proofed before submitting.

Click to enlarge your PDF on key information to include in your cover letter .

Cover letter template

If you need further help to write a cover letter for a journal, you can download and use our sample template as a guide.

You might find that the submission system for your chosen journal requires your cover letter to be submitted into a text box rather than as a separate document, but it is still a good idea to write a draft first to make sure you have included everything.

Always make sure to check the journal’s  instructions for authors  for any specific additional information to include.

Submission ready

Use our submission checklist  to make sure you’ve included everything you need to.

If you need more guidance, take a look at our other  information and resources to help you make your submission .

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How to Write a Cover Letter for Your Manuscript? Here are the Tips and Examples

• 3 minute read

Table of Contents

A cover letter is often the first thing an editor reads when reviewing your submission. As your first pitch to the editor, the cover letter helps them gauge the suitability of your manuscript for publication in their journal. Imagine your work shaping the future of your field, gathering citations, and sparking discussions. A powerful cover letter is thus the first step to making that vision into a reality.   

In this article, we will guide you through the process of writing an effective cover letter and explain how you can get it right every time with examples. First, let us get started with the basics!  

Getting the Basics Right  

When writing a cover letter, it is crucial to address the editor by their correct and complete name¹ . If there are multiple co-editors, you can address your letter to the right person, based on their specialization or designated responsibilities. If unsure, it is okay to go with a more general salutation, such as “Dear Editors”¹ .   

Presenting your Research  

Provide a clear and concise title for your submission and specify whether it is an article, communication, review, perspective, or a manuscript belonging to some other category. If the journal guideline recommends, consider including a list of all authors in the manuscript.   

After covering the preliminary information, briefly explain your paper’s central theme or focus to give the editor an idea of its contents. Ensure this stays a brief outline, without going into too much detail.   

Conveying the Importance of Your Work  

How you communicate the impact of your work can make or break your cover letter. To make a strong impression on the editor, articulate the significance of your research clearly, emphasizing its relevance to the field. Additionally, show how your work aligns with the journal’s scope and mission.  

Including a Formal Declaration  

Some journals require a set of declarations from you to ensure that your manuscript adheres to its ethical code and the larger ethical standards of scientific publishing. Here are the required declarations in a cover letter:  

• Originality of work:  
• Confirm that your work is original and has not been published elsewhere. This tells the editor your research is unique.  
• Conflict of interest statement:  
• Be clear about any potential conflicts of interest. This includes any personal, financial, or professional connections that might affect your research.  
• Funding source (if applicable):  
• Tell where your research funding came from, if any. This includes any support or grants from organizations.   

Including Personal Suggestions for Reviewers on a Separate Page (optional)  

If there is no part of the submission process that collects researcher suggestions for reviewers, and there are special requests from the researcher for reviewers (e.g., recommending the inclusion or suggesting the exclusion of a specific reviewer, etc.), you may also make a note about this in the cover letter.  

Combining these five points, here is a good example of a cover letter for researchers’ reference:  

(This image is intended to demonstrate the norms of formatting and tone of expression in a cover letter, it is to be used only by the researcher as a reference in writing² .)  

Conclusion  

A strong cover letter can go a long way in ensuring success for researchers looking to publish their manuscripts! Your cover letter is the opening act, setting the stage for how editors perceive your manuscript. So, look at it not as just another formality but as a crucial opportunity to make a strong impression.   

Understanding what to include, what is optional, and what is best left unsaid can be tricky. That is where our team of experts at Elsevier Language Services can step in. We will provide personalized recommendations and expert guidance to help you craft a cover letter that perfectly complements your manuscript. Reach out to us today to make a great first impression and embark on a successful academic journey!  

Reference  

• Nicholas, D. (2019). How to choose a journal and write a cover letter. Saudi Journal of Anaesthesia, 13(5), 35. https://doi.org/10.4103/sja.sja_691_18  
• Loyola University Chicago. (n.d.). JCSHESA Sample Cover Letter. https://ecommons.luc.edu/jcshesa/cover_letter_template.pdf  

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How to Write a Good Cover Letter for a Research Position

Writing a cover letter can be intimidating, but it doesn’t have to be!

Some people believe cover letters are a science. Others seem to think they are more akin to black magic. Regardless of how you feel about cover letters, they are one of the most important parts of the job application process. Your resume or CV may get you an interview, but a good cover letter is what ensures that the hiring manager reads your resume in the first place.

Writing a cover letter for any job is important, but the art of writing a good cover letter for a research position can make or break your application. While writing a cover letter for a research position, you have to walk a fine line of proving your expertise and passion while limiting jargon and dense language.

In this post, we will explain cover letter writing basics, and then dive into how to write a research specific cover letter with examples of both good and bad practices.

What Is A Cover Letter and Why Do Cover Letters Matter?

A cover letter is your opportunity to tell a story and connect the dots of your resume. Resumes and curriculum vitae (CVs) are often cold and static—they don’t show any sort of character that will give companies a hint about if you will fit in with their culture. 

Your cover letter gives you the chance to demonstrate that you are an interesting, qualified, and intelligent person. Without proving that you are worth the time to interview, a company or research organization will set your application in the rejection pile without giving it a second look. 

So, what is a cover letter, exactly? It is an explanation (written out in paragraph form) of what you can bring to the company that goes beyond the information in your resume. Cover letters give a company a glimpse into the qualities that will make you the ideal candidate for their opening. 

Note that a cover letter is not the same as a letter of intent. A cover letter is written for a specific job opening. For example, if I got an email saying that the University of Colorado was looking for a tenure track faculty member to teach GEO 1001, and I chose to apply, I would write a cover letter. 

A letter of intent, however, is written regardless of the job opening. It is intended to express an interest in working at a particular company or with a particular group. The goal of a letter of intent is to demonstrate your interest in the company (or whatever type of group you are appealing to) and illustrate that you are willing to work with them in whatever capacity they feel is best. 

For example, if I loved the clothing company, Patagonia and wanted to work there, I could write a letter of intent. They may have an opening for a sales floor associate, but after reading my application and letter of intent, decide I would be better suited to a design position. Or, they may not have any positions open at all, but choose to keep my resume on hand for the next time they do. 

Most organizations want a cover letter, not a letter of intent, so it is important to make sure your cover letter caters to the specifics of the job posting. A cover letter should also demonstrate why you want to work at the company, but it should be primarily focused on why you can do the job better than any of the other applicants.

How to Write a Good Cover Letter: The Basics 

Writing a cover letter isn’t hard. Writing a good cover letter, a cover letter that will encourage a hiring manager to look at your application and schedule an interview, is more difficult (but certainly not impossible). Below, we will go over each of the important parts of a cover letter: the salutation, introduction, body, and conclusion, as well as some other best practices.

How to Write a Good Cover Letter Salutation

Don’t start with “Dear Sir/Ma’am” (or any iteration of a vague greeting, including “to whom it may concern”). Avoiding vague greetings is the oldest trick in the book, but it still holds a lot of weight. Starting a cover letter with the above phrase is pretty much stamping “I didn’t bother to research this company at all because I am sending out a million generic cover letters” across your application. It doesn’t look good. 

The best practice is to do your research and use your connections to find a name. “Dear Joe McGlinchy” means a lot more than “Dear Hiring Manager.” LinkedIn is a great tool for this—you can look up the company, then look through the employees until you find someone that seems like they hire for the relevant department. 

The most important thing about the salutation is to address a real human. By selecting someone in the company, you’ve demonstrated that you’ve done some research and are actually interested in this company specifically. Generic greetings aren’t eye-catching and don’t do well.

How to Write a Good Cover Letter Introduction

Once you’ve addressed your cover letter to a real human being, you need a powerful introduction to prove that this cover letter is worth the time it will take to read. This means that you need a hook. 

Your first sentence needs to be a strong starter, something to encourage the hiring manager not only to continue reading the cover letter, but to look at your application as well. If you have a contact in the company, you should mention them in the first sentence. Something along the lines of “my friend, Amanda Rice (UX/UI manager), suggested I apply for the natural language processing expert position after we worked together on a highly successful independent project.” 

The example above uses a few techniques. The name drop is good, but that only works if you actually have a connection in the company. Beyond that, this example has two strengths. First, it states the name of the position. This is important because hiring managers can be hiring for several different positions at a time, and by immediately clarifying which position you are applying for, you make their job a little bit easier.  Next, this sentence introduces concrete skills that apply to the job. That is a good way to start because it begins leading into the body, where you will go into depth about how exactly your experience and skills make you perfect for the job. 

Another technique for a strong lead-in to a cover letter is to begin with an applicable personal experience or anecdote. This attracts more attention than stereotypical intros (like the example above), but you have to be careful to get to the point quickly. Give yourself one or two sentences to tell the story and prove your point before you dive into your skills and the main body of the cover letter.

A more standard technique for introductions is simply expressing excitement. No matter how you choose to start, you want to demonstrate that you are eager about the position, and there is no easier way to do that than just saying it. This could take the form of “When I saw the description for X job on LinkedIn, I was thrilled: it is the perfect job for my Y skills and Z experience.” This option is simple and to-the-point, which can be refreshing for time-crunched hiring managers. 

Since we’ve provided a few good examples, we will offer a bad example, so you can compare and contrast. Don’t write anything along the line of: “My name is John Doe, and I am writing to express my interest in the open position at your company.” 

There are a few issues here. First, they can probably figure out your name. You don’t need that to be in the first sentence (or any of the sentences—the closing is an obvious enough spot). Next, “the open position” and “your company” are too generic. That sounds like the same cover letter you sent to every single employer in a hundred mile radius. Give the specifics! Finally, try to start with a little more spice. Add in some personality, something to keep the hiring manager reading. If you bore them to death in the first line, they aren’t going to look over your resume and application with the attention they deserve. 

How to Write a Good Cover Letter Body

So, you’ve addressed a real human being, and you’ve snagged their attention with a killer opening line. What next? Well, you have to hold on to that attention by writing an engaging and informative cover letter body. 

The body of a cover letter is the core of the important information you want to transmit. The introduction’s job was to snag the attention of the hiring manager. The body’s job is to sell them on your skills.  There are a few formatting things to be aware of before we start talking about what content belongs in the body of the cover letter. First, keep the company culture and standards in mind when picking a format. For example, if I want to work for a tech startup that is known for its wit and company culture, I can probably get away with using a bulleted list or another informal format. However, if I am applying to a respected research institution, using a standard five paragraph format is best. 

In addition, the cover letter should not be longer than a page. Hiring managers are busy people. They may have hundreds of resumes to read, so they don’t need a three page essay per person. A full page is plenty, and many hiring managers report finding three hundred words or less to be the idea length. Just to put that into context, the text from here to the “How to Write a Good Cover Letter Body” header below is about perfect, length-wise. 

Now, on to the more important part: the content. A cover letter should work in tandem with a resume. If you have a list of job experiences on your resume, don’t list them again in the cover letter. Use the valuable space in the cover letter to give examples about how you have applied your skills and experience. 

For example, if I have worked as a barista, I wouldn’t just say “I have worked as a barista at Generic Cafe.” The hiring manager could learn that from my resume. Instead, I could say “Working as a barista at Generic Cafe taught me to operate under pressure without feeling flustered. Once…” I would go on to recount a short story that illustrated my ability to work well under pressure. It is important that the stories and details you choose to include are directly related to the specific job. Don’t ramble or add anything that isn’t obviously connected. Use the job description as a tool—if it mentions a certain skill a few times, make sure to include it!

If you can match the voice and tone of your cover letter to the voice of the company, that usually earns you extra points. If, in their communications, they use wit, feel free to include it in your letter as well. If they are dry, to the point, and serious, cracking jokes is not the best technique.

A Few Don’ts of Writing a Cover Letter Body   

There are a few simple “don’ts” in cover letter writing. Do not: 

• Bad: I am smart, dedicated, determined, and funny.
• Better: When I was working at Tech Company, I designed and created an entirely new workflow that cut the product delivery time in half. 
• Bad: When I was seven, I really loved the monkeys at the zoo. This demonstrates my fun-loving nature. 
• Better: While working for This Company, I realized I was far more productive if I was light-hearted. I became known as the person to turn to in my unit when my coworkers needed a boost, and as my team adopted my ideology, we exceeded our sales goals by 200%. 
• Bad: I would love this job because it would propel me to the next stage of my career.
• Better: With my decade of industry experience communicating with engineers and clients, I am the right person to manage X team. 
• Bad: I know I’m not the most qualified candidate for this job, but…
• Better: I can apply my years of experience as an X to this position, using my skills in Y and Z to… 
• Bad: I am a thirty year old white woman from Denver…
• Better: I have extensive experience managing diverse international teams, as illustrated by the time I…  

The most important part of the cover letter is the body. Sell your skills by telling stories, but walk the razor’s edge between saying too much and not enough. When in doubt, lean towards not enough—it is better for the hiring manager to call you in for an interview to learn more than to bore them.

How to Write a Good Cover Letter Conclusion

 The last lines of a cover letter are extremely important. Until you can meet in-person for an interview, the conclusion of your cover letter will greatly affect the impression the hiring manager has of you. A good technique for concluding your cover letter is to summarize, in a sentence, what value you can bring to the company and why you are perfect for the position. Sum up the most important points from your cover letter in a short, concise manner. 

Write with confidence, but not arrogance. This can be a delicate balance. While some people have gotten away (and sometimes gotten a job) with remarks like, “I’ll be expecting the job offer soon,” most do not. Closing with a courteous statement that showcases your capability and skills is far more effective than arrogance. Try to avoid trite or generic statements in the closing sentence as well. This includes the template, “I am very excited to work for XYZ Company.” Give the hiring manager something to remember and close with what you can offer the company. 

The final step in any cover letter is to edit. Re-read your cover letter. Then, set it aside for a few hours (or days, time permitting) and read it again. Give it to a friend to read. Read it aloud. This may seem excessive, but there is nothing more off-putting than a spelling or grammar error in the first few lines of a cover letter. The hiring manager may power through and ignore it, but it will certainly taint their impression. 

Once the cover letter is as flawless and compelling as it can be, send it out! If you are super stuck on how to get started, working within a template may help. Microsoft Word has many free templates that are aesthetically appealing and can give you a hint to the length and content. A few good online options live here (free options are at the bottom—there is no reason to pay for a resume template).

How to Write a Cover Letter for a Research Position

Writing a cover letter for a research position is the same as writing any other cover letter. There are, however, a few considerations and additions that are worth pointing out. A job description may not directly ask for a cover letter, but it is good practice to send one unless they specifically say not to. This means that even if a cover letter isn’t mentioned, you should send one—it is best practice and gives you an opportunity to expand on your skills and research in a valuable way.

Format and Writing Style for a Research Position Cover Letter

Research and academics tend to appreciate formality more than start-ups or tech companies, so using the traditional five paragraph format is typically a good idea. The five paragraph format usually includes an introduction, three short examples of skills, and a concluding paragraph. This isn’t set in stone—if you’d rather write two paragraphs about the skills and experience you bring to the company, that is fine. 

Keep in mind that concise and to-the-point writing is extremely valuable in research. Anyone who has ever written a project proposal under 300 words knows that every term needs to add value. Proving that you are a skilled writer, starting in your cover letter, will earn you a lot of points. This means that cover letters in research and academia, though you may have more to say, should actually be shorter than others. Think of the hiring manager—they are plowing through a massive stack of verbose, technical, and complex cover letters and CVs. It is refreshing to find an easy to read, short cover letter. 

On the “easy to read” point, remember that the hiring manager may not be an expert in your field. Even if they are, you cannot assume that they have the exact same linguistic and educational background as you. For example, if you have dedicated the last five years of your life to studying a certain species of bacteria that lives on Red-Eyed Tree Frogs, all of those technical terms you have learned (and maybe even coined) have no place in your cover letter. Keep jargon to an absolute minimum. Consider using a tool like the Hemingway Editor to identify and eliminate jargon. While you want to reduce jargon, it is still important to prove that you’ve researched their research. Passion about the research topic is one of the most valuable attributes that a new hire can offer. 

Use your cover letter to prove that you have done your homework, know exactly what the institution or group is doing, and want to join them. If you have questions about the research or want to learn more, it isn’t a bad idea to get in touch with one of the researchers. You can often use LinkedIn or the group’s staff site to learn who is working on the project and reach out.

What Research Information Should be Included in a Cover Letter

A research position cover letter is not the place for your academic history, dissertation, or publications. While it may be tempting to go into detail about the amazing research you did for your thesis, that belongs in your CV. Details like this will make your cover letter too long. While these are valuable accomplishments, don’t include them unless there is something  that pertains to the group’s research, and your CV doesn’t cover it in depth. 

If you do choose to write about your research, write about concrete details and skills that aren’t in your CV. For example, if you have spent the last few years working on identifying the effects of a certain gene sequence in bird migration, include information about the lab techniques you used. Also, try to put emphasis on the aspects of your resume and CV that make you stand out from other candidates. It is likely that you will be competing with many similarly qualified candidates, so if you have a unique skill or experience, make sure it doesn’t get lost in the chaos—a cover letter is the perfect place to highlight these sorts of skills. 

Industry experience is a great differentiator. If you have relevant industry experience, make sure to include it in your cover letter because it will almost certainly set you apart. Another valuable differentiator is a deep and established research network. If you have been working on research teams for years and have deep connections with other scientists, don’t be afraid to include this information. This makes you a very valuable acquisition for the company because you come with an extensive network

Include Soft Skills in Your Cover Letter

Scientific skills aren’t the only consideration for hiring managers. Experience working with and leading teams is incredibly valuable in the research industry. Even if the job description doesn’t mention teamwork, add a story or description of a time you worked with (or, even better, lead) a successful team. Soft skills like management, customer service, writing, and clear communication are important in research positions. Highlight these abilities and experiences in your cover letter in addition to the hard skills and research-based information. 

If you are struggling to edit and polish your letter, give it to both someone within your field and someone who is completely unfamiliar with your research (or, at least, the technical side of it). Once both of those people say that the letter makes sense and is compelling, you should feel confident submitting it.

Cover letters are intended to give hiring managers information beyond what your resume and CV are able to display. Write with a natural but appropriately formal voice, do your research on the position, and cater to the job description. A good cover letter can go a long way to getting you an interview, and with these tips, your cover letters will certainly stand out of the pile.

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Research Paper Cover Letter

Cover letter maker.

A research paper cover letter is more than just an introductory note; it’s a vital aspect of your submission to academic journals. This document provides the initial impression and encapsulates the essence of your research. In this article, we will delve into what a research paper cover letter is, provide an illustrative example, and share valuable tips for crafting one that resonates with the editors.

What is a Research Paper Cover Letter?

A research paper cover letter is a formal letter accompanying the submission of a research paper to a journal or academic conference. It’s your opportunity to introduce the paper, briefly summarize the findings, highlight the significance, and persuade the editor or review panel about the paper’s importance. It’s a critical aspect of the submission process, reflecting the paper’s quality and your professionalism, so it must be thoughtfully composed.

What is an Example of a Research Paper Cover Letter?

Here is a comprehensive example of a research paper cover letter:

[Your Name] [Your Address] [City, State ZIP Code] [Email Address] [Phone Number] [Date]

[Editor’s Name] [Title] [Journal Name] [Address] [City, State ZIP Code]

Subject: Submission of Manuscript – “Exploring the Impact of AI on Environmental Sustainability”

Dear [Editor’s Name],

I am honored to submit my manuscript entitled “Exploring the Impact of AI on Environmental Sustainability” for consideration for publication in [Journal Name]. This research offers groundbreaking insights into how artificial intelligence can be harnessed for sustainable development.

The methodology includes comprehensive analysis and experimentation, and the results reveal promising opportunities in utilizing AI for ecological balance. The findings contribute to the broader understanding of technology’s role in environmental stewardship, filling a significant gap in existing literature.

I confirm that this work is original, has not been published elsewhere, and complies with all ethical guidelines. Enclosed are the manuscript, diagrams, tables, and supplementary materials as per your submission criteria.

I appreciate your consideration of this submission and eagerly await the opportunity to contribute to [Journal Name]. Please feel free to contact me for any further information.

[Your Signature]

[Your Typed Name] [Your Affiliation]

This great cover letter example articulates the crucial elements that make up an effective research paper cover letter. It introduces the topic, succinctly outlines the key points, and concludes with a respectful closure. Customizing such a letter according to the specific journal or conference’s guidelines is essential for a successful submission.

Size: 28 KB

Research Paper Cover Letter Format

Navigate the nuances of academic presentation with our Research Paper Cover Letter Format, designed to make your scholarly work stand out with professionalism and clarity.

[Your Name] [Address] [City, State ZIP Code] [Email Address] [Date]

[Editor’s Name] [Title] [Journal Name] [Address] [City, State ZIP Code]

Subject: Submission of Manuscript: “[Title of the Research Paper]”

I am pleased to submit my manuscript entitled “[Title of the Research Paper]” for potential publication in [Journal Name]. The research embodied in this paper investigates [provide a brief but comprehensive overview of the research topic, methodology, and significance].

This manuscript has not been published elsewhere and has not been submitted simultaneously for publication elsewhere. I believe that the insights and evidence presented in this paper provide a valuable contribution to the existing body of work in [specify the field or subject area].

Thank you for considering my submission. I look forward to hearing from you soon.

Sincerely, [Your Name] [Your Title] [Your Phone Number] [Your Affiliation]

Size: 27 KB

Sample Research Paper Cover Letter Example

Access our comprehensive Sample Research Paper Cover Letter to guide your submissions, ensuring they align with academic expectations and standards.

[Your Full Name] [Your Address] [City, State, ZIP Code] [Phone Number] [Email Address] [Date]

[Professor’s Full Name] [Title] [Department] [University Name] [Address] [City, State, ZIP Code]

Subject: Submission of Research Paper on [Title]

Dear Professor [Last Name],

I am honored to submit my research paper titled “[Title of the Research Paper]” for evaluation. This paper, a key part of my [Degree Name], provides an in-depth analysis of [briefly explain the subject matter, highlighting the key themes, questions, and methodology].

Under your guidance and supervision, I have meticulously crafted this paper to reflect the highest standards of academic rigor. I am grateful for the insights and feedback you have provided throughout this process.

I look forward to your review and comments, and I am available for a meeting to discuss the paper at your convenience.

Thank you for your time and consideration.

Best Regards, [Your Full Name] [Your Student ID]

APA Style Research Paper Cover Letter Example

Master the intricacies of the APA format with our specialized cover letter, crafted to showcase your research while adhering to this authoritative style guide.

[Author’s Full Name] [Author’s Affiliation] [City, State] [Phone Number] [Email Address] [Date]

[Editor’s Name] [Title] [Journal’s Name] [Address] [City, State ZIP Code]

Subject: Submission of APA Style Research Paper: “[Title of the Paper]”

I am writing to submit my research paper for consideration in the [Journal’s Name]. The paper, titled “[Title of the Paper],” strictly adheres to the APA citation style and presents a methodological approach to [explain the central theme of the paper].

The enclosed manuscript highlights the [mention key findings, implications, or innovations]. I believe it will resonate well with the readers of [Journal’s Name] and contribute to the ongoing scholarly discourse in the field of [Field of Study].

Please find attached the manuscript along with all supplementary materials. I appreciate your consideration and await your feedback.

Sincerely, [Author’s Full Name] [Author’s Title] [Author’s Affiliation]

Size: 26 KB

Cover Letter for Research Project Example

Elevate your project proposals with our tailored cover letter, emphasizing the significance, methodology, and expected outcomes of your academic research.

[Your Name] [Address] [City, State ZIP Code] [Email Address] [Phone Number] [Date]

[Project Coordinator’s Name] [Title] [Organization Name] [Address] [City, State ZIP Code]

Subject: Application for [Project Title] Research Project

Dear [Project Coordinator’s Name],

I am writing to express my keen interest in the [Project Title] research project at [Organization Name]. With a strong background in [Your Field], I believe that my skills and experiences align perfectly with the project’s objectives.

I have attached my research proposal, CV, and other relevant documents for your review. My proposal outlines my approach to [briefly summarize the main focus of the research project].

Thank you for considering my application. I am eager to contribute my expertise to this exciting project and look forward to the opportunity to discuss my proposal further.

Yours sincerely, [Your Name] [Your Title] [Your Affiliation]

Research Paper Cover Letter for Student Example

Enhance your academic submissions with our student-focused cover letter, designed to highlight your research diligence, hypotheses, and learning objectives.

[Student’s Full Name] [Address] [City, State ZIP Code] [Email Address] [Date]

[Professor’s Full Name] [Title] [Department] [University Name] [Address] [City, State ZIP Code]

Subject: Submission of Research Paper on [Topic]

I am thrilled to submit my research paper on [Topic] as part of the requirements for [Course Name]. Through rigorous analysis, innovative methodologies, and critical thinking, I have explored [briefly summarize the subject matter of the paper].

I value the insights and guidance you provided during my research and writing process. The knowledge I gained from this experience has greatly enhanced my understanding of [Field of Study].

Thank you for your time and consideration. I look forward to your feedback.

Sincerely, [Student’s Full Name] [Student ID] [Course Name]

Research Paper Cover Letter for Thesis Example

Add finesse to your thesis presentation with our dedicated cover letter, underlining the depth, originality, and significance of your pivotal research.

[Your Full Name] [Address] [City, State ZIP Code] [Phone Number] [Email Address] [Date]

[Thesis Advisor’s Full Name] [Title] [Department] [University Name] [Address] [City, State ZIP Code]

Subject: Submission of Thesis Research Paper on [Topic]

Dear Dr. [Last Name],

It is with great anticipation that I submit my thesis research paper on [Topic]. This comprehensive study, guided by your expert mentorship, has been both challenging and rewarding.

I have delved deeply into [explain the central theme, methodology, and findings], aiming to contribute valuable insights to the field of [Field of Study].

Enclosed are my thesis, along with all supporting documents. I appreciate your attention to this work, and I am eager to discuss it further at your convenience.

Thank you for your time, support, and guidance.

Best Regards, [Your Full Name] [Your Student ID] [Degree Program]

Cover Letter for Journal Submission Example

Ensure your scholarly work is compellingly presented with our Journal Submission Cover Letter, tailored to captivate editors and facilitate publication.

[Your Full Name] [Title] [Address] [City, State ZIP Code] [Email Address] [Phone Number] [Date]

[Editor’s Full Name] [Title] [Journal Name] [Address] [City, State ZIP Code]

Subject: Manuscript Submission for [Journal Name]: “[Title of Research Paper]”

Dear Dr. [Editor’s Last Name],

I am pleased to submit my manuscript, titled “[Title of Research Paper],” for potential publication in [Journal Name]. This original research contributes to the field of [Field of Study] by [provide a concise overview of the paper’s central theme, methodology, and key findings].

I have followed all the guidelines provided by [Journal Name] and have included all necessary supplementary materials.

Thank you for considering my submission. I believe this research fits well with the focus of your esteemed journal, and I look forward to your response.

Sincerely, [Your Full Name] [Your Title] [Your Affiliation]

Simple Research Paper Cover Letter Example

Go for a minimalist yet impactful approach with our Simple Research Paper Cover Letter, designed to present your findings clearly and concisely.

[Recipient’s Full Name] [Title] [Organization Name] [Address] [City, State ZIP Code]

Subject: Submission of Research Paper: “[Title]”

Dear [Recipient’s First Name],

I am delighted to submit my research paper on [Title]. This paper, written as part of my [Degree/Course], provides a comprehensive analysis of [briefly summarize the research topic and methodology].

I have enclosed the paper and all necessary supporting documents. Your review and feedback will be greatly appreciated.

Best Regards, [Your Full Name] [Your Title] [Your Affiliation]

Basic Research Paper Cover Letter Example

Use our Basic Research Paper Cover Letter as a foundational guide, offering a straightforward presentation of your academic research and its implications.

[Your Full Name] [Address] [City, State ZIP Code] [Email Address] [Date]

Subject: Manuscript Submission: “[Title]”

I am submitting my manuscript titled “[Title]” for your review. This research paper delves into [briefly describe the research topic, key questions, methodology, and significance].

Enclosed are the manuscript and all necessary supporting documents. I look forward to your feedback and hope for a positive consideration.

Thank you for your time.

Professional Research Paper Cover Letter Example

Elevate your academic submissions with a touch of professionalism using our expertly crafted cover letter, emphasizing your research’s significance, methodology, and scholarly contribution.

Subject: Professional Submission of Research Paper: “[Research Paper Title]”

I am pleased to submit my research paper, titled “[Research Paper Title],” for professional review and potential publication in [Journal Name]. This work represents a rigorous investigation into [provide a detailed overview of the research subject, methodology, key findings, and implications].

I believe this research paper meets the high standards of your esteemed journal and will engage and inform your readership.

Please find attached the manuscript, along with all necessary supporting documents. I look forward to your review and response.

Yours Professionally, [Your Full Name] [Your Title] [Your Affiliation] [Your Phone Number]

What do you write in a Research Paper Cover Letter?

A Research Paper Cover Letter serves as a formal introduction of your research to the editor, professor, or other relevant authority. It highlights key aspects of your research and reflects your professionalism. Here’s what you typically include:

1. Introduction: Introduce yourself, the title of the paper, and the purpose of the cover letter. 2. Subject of Research: Briefly explain the research topic, methodology, and main findings. 3. Relevance: Discuss the significance of your research and why it is suitable for the intended audience or journal. 4. Compliance with Guidelines: Mention adherence to the submission guidelines or specific style, like APA. 5. Exclusivity: If submitting to a journal, state that the work has not been published elsewhere. 6. Attachments: List the documents you are attaching, including the manuscript and supplementary materials. 7. Gratitude and Closing: Thank the recipient for their consideration and provide your contact information.

How Do You Write a Cover Letter for a Research Paper?

Writing a cover letter for a research paper requires care and precision. Here’s a step-by-step guide:

1. Address the Recipient Formally: Use the proper title and full name if known. If not, use a general salutation. 2. Introduce Yourself and Your Paper: Start with a concise introduction to your research and its relevance. 3. Provide a Brief Overview: Summarize the key points, methodology, and findings of your research. 4. Highlight the Significance: Explain why the paper is important and how it contributes to the field. 5. Follow Guidelines: If submitting to a journal or specific conference, adhere to their guidelines and mention your compliance. 6. Use Professional Tone and Language: Keep the language formal, clear, and error-free. 7. Include Contact Information: Provide your email, phone number, and other relevant contact details. 8. Sign Off Formally: Close with a polite and professional sign-off, such as “Sincerely,” followed by your name.

Tips for Writing a Research Paper Cover Letter

1. Understand Your Audience: Tailor the cover letter to the recipient, whether it’s a journal editor, professor, or other authority. 2. Be Concise: Keep it brief while including all necessary details. 3. Highlight Key Points: Focus on the most critical and unique aspects of your research. 4. Follow a Structure: Use a clear and organized format with distinct sections. 5. Proofread: Ensure that your cover letter is free of grammatical errors and typos. 6. Maintain Professionalism: Use a respectful tone and formal language throughout. 7. Align with the Journal or Institution’s Tone: If applicable, match the style and tone of the journal or institution to which you are submitting.

Research Paper Cover Letters play a crucial role in making a positive impression and conveying the significance of your work. By adhering to formalities and focusing on the essentials of your research, you can create an effective and professional cover letter.

Text prompt

• Instructive
• Professional

Write a cover letter for a college student applying for an internship at an educational technology company

Form a cover letter for a high school student seeking a part-time job at a local bookstore.

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How to Write a Cover Letter for Journal Submission

If you’re looking for solid advice on how to write a strong journal submission cover letter that will convince journal editors to review your research paper, then look no further! We know that cover letters  can  impact an editor’s decision to consider your research paper further.

This guide aims to explain (1) why you should care about writing a powerful cover letter, (2) what you should include in it, and (3) how you should structure it. The last segment will include a free downloadable submission cover letter template with detailed how-to explanations and some useful phrases. Finally, be sure to get journal manuscript editing , cover letter editing , and other academic editing services by Wordvice’s professional editors to ensure that you convey an academic style and error-free text, along with including all of the most important content.

Why does a good cover letter matter?

While your research paper’s role is to prove the merits of your research, a strong introductory cover letter is your opportunity to highlight the significance of your research and “sell” its concept to journal editors.

While your research paper’s role is to prove the merits of your research, a strong introductory cover letter is your opportunity to highlight the significance of your research and “sell” its concept to journal editors.

Sadly, we must admit that part of the decision-making process of whether to accept a manuscript is based on a business model. Editors must select articles that will interest their readers. In other words, your paper, if published, must make money . When it’s not quite clear how your research paper might generate interest based on its title and content alone (for example, if your paper is too technical for most editors to appreciate), your cover letter is the one opportunity you will get to convince the editors that your work is worth further review.

In addition to economic factors, many editors use the cover letter to screen whether authors can follow basic instructions . For example, if a journal’s guide for authors states that you must include disclosures, potential reviewers, and statements regarding ethical practices, failure to include these items might lead to the automatic rejection of your article, even if your research is the most progressive project on the planet! By failing to follow directions, you raise a red flag that you may be careless, and if you’re not attentive to the details of a cover letter, editors might wonder about the quality and thoroughness of your research. This is not the impression you want to give editors!

What to Include in a Cover Letter for a Journal Submission

We can’t stress this enough: Follow your target journal’s instructions for authors ! No matter what other advice you read in the vast webosphere, make sure you prioritize the information requested by the editors of the journal you are submitting to. As we explained above, failure to include required statements will lead to an automatic “ desk rejection ”.

With that said, below is a list of the most common elements you must include in your cover letter and what information you should NOT include:

Essential information:

• Editor’s name (when known)
• Name of the journal to which you are submitting
• Your manuscript’s title
• Article type (review, research, case study, etc.)
• Submission date
• Brief background of your study and the research question you sought to answer
• Brief overview of methodology used
• Principle findings and significance to scientific community (how your research advances our understanding of a concept)
• Corresponding author contact information
• Statement that your paper has not been previously published and is not currently under consideration by another journal and that all authors have approved of and have agreed to submit the manuscript to this journal

Other commonly requested information:

• Short list of similar articles previously published by the target journal
• List of relevant works by you or your co-authors that have been previously published or are under consideration by other journals. You can include copies of those works.
• Mention of any prior discussions with editor(s) (for example, if you discussed the topic with an editor at a conference)
• Technical specialties required to evaluate your paper
• Potential reviewers and their contact information
• If needed, reviewers to exclude (this information is most likely also requested elsewhere in online submissions forms)

Other disclosures/statements required by the journal (e.g., compliance with ethical standards, conflicts of interest , agreement to terms of submission, copyright sign-over, etc.)

What you should NOT do:

• Don’t use too much jargon or include too many acronyms.
• Don’t over-embellish your findings or their significance. Avoid words such as “novel,” “first ever,” and “paradigm-changing.” These types of statements show bias and will make the editor question your ability to assess your work’s merits objectively.
• Don’t name-drop. Listing people who might endorse your paper and discussing authors’ reputations do not interest editors. They want to know if your content fits their criteria, so focus solely on addressing that point.
• Don’t write a novel. While you want to adequately explain your work and sell its concept to editors, keep your cover letter to a maximum of one page. The letter is only meant to be an introduction and brief overview.
• Avoid humor . As much as we want to grab the editors’ attention, there are too many ways in which humor can go wrong!

How to Structure a Cover Letter

You should use formal language in your cover letter. Since most submissions are delivered electronically, the template below is in a modified e-mail format. However, if you send your cover letter on letterhead (PDF or hard copy by mail), move your contact information to the upper-left corner of the page unless you use pre-printed letterhead, in which case your contact information should be centered at the top of the letter.

ANNOTATED TEMPLATE Journal Submissions Cover Letter

[Journal Editor’s First and Last Name][, Graduate Degree (if any)] TIP: It’s customary to include any graduate degrees in the addressee’s name. e.g.,  John Smith, MD or Carolyn Daniels, MPH [Title] e.g.,  Editor-in-Chief, Managing Editor, Co-Editors-in-Chief [Journal Name] [Journal Address] [Submission Date: Month Day, Year]

Dear Dr./Mr./Ms. [Editor’s last name]:

TIP: Where the editor’s name is not known, use the relevant title employed by the journal, such as “Dear Managing Editor:” or “Dear Editor-in-Chief:”. Using a person’s name is best, however.

TIP: Use “Ms.” and never “Mrs.” or “Miss” in formal business letters.

TIP:  Never   use “Dear Sirs:” or any similar expression. Many editors will find this insulting, especially given that many of them are female!

[Para.1: 2–3 sentences]  I am writing to submit our manuscript entitled, [“Title”] for consideration as a [Journal Name][Article Type]. [One to two sentence “pitch” that summarizes the study design, where applicable, your research question, your major findings, and the conclusion.]

e.g.,  I am writing to submit our manuscript entitled, “X Marks the Spot” for consideration as an  Awesome Science Journal  research article. We examined the efficacy of using X factors as indicators for depression in Y subjects in Z regions through a 12-month prospective cohort study and can confirm that monitoring the levels of X is critical to identifying the onset of depression, regardless of geographical influences.

TIP: Useful phrases to discuss your findings and conclusion include:

• Our findings confirm that…
• We have determined that…
• Our results suggest…
• We found that…
• We illustrate…
• Our findings reveal…
• Our study clarifies…
• Our research corroborates…
• Our results establish…
• Our work substantiates…

[Para. 2: 2–5 sentences]  Given that [context that prompted your research], we believe that the findings presented in our paper will appeal to the [Reader Profile] who subscribe to [Journal Name]. Our findings will allow your readers to [identify the aspects of the journal’s  Aim and Scope  that align with your paper].

TIP: Identify the journal’s typical audience and how those people can utilize your research to expand their understanding of a topic. For example, if many of your target journal’s readers are interested in the public policy implications of various research studies, you may wish to discuss how your conclusions can help your peers to develop stronger policies that more effectively address public concerns.

TIP: Include context about why this research question had to be addressed.

e.g.,  “Given the struggle policymakers have had to define proper criteria to diagnose the onset of depression in teenagers, we felt compelled to identify a cost-effective and universal methodology that local school administrators can use to screen students.”

TIP: If your paper was prompted by prior research, state this. For example, “After initially researching X, Y approached us to conduct a follow-up study that examined Z. While pursuing this project, we discovered [some new understanding that made you decide the information needed to be shared with your peers via publication.]”

e.g.,  Given the alarming increase in depression rates among teenagers and the lack of any uniform practical tests for screening students, we believe that the findings presented in our paper will appeal to education policymakers who subscribe to  The Journal of Education . Although prior research has identified a few methods that could be used in depression screening, such as X and Y, the applications developed from those findings have been cost-prohibitive and difficult to administer on a national level. Thus, our findings will allow your readers to understand the factors involved in identifying the onset of depression in teenagers better and develop more cost-effective screening procedures that can be employed nationally. In so doing, we hope that our research advances the toolset needed to combat the concerns preoccupying the minds of many school administrators.

[Para 3: Similar works]  “This manuscript expands on the prior research conducted and published by [Authors] in [Journal Name]” or “This paper [examines a different aspect of]/ [takes a different approach to] the issues explored in the following papers also published by [Journal Name].”

TIP: You should mention similar studies recently published by your target journal, if any, but list no more than five. If you only want to mention one article, replace the preceding sentence with “This paper [examines a different aspect of]/ [takes a different approach to] the issues explored by [Authors] in [Article Title], also published by [Journal Name] on [DATE].”

[Para. 4: Additional statements often required]  Each of the authors confirms that this manuscript has not been previously published and is not currently under consideration by any other journal. Additionally, all of the authors have approved the contents of this paper and have agreed to the [Journal Name]’s submission policies.

TIP: If you have previously publicly shared some form or part of your research elsewhere, state so. For example, you can say, “We have presented a subset of our findings [at Event]/ [as a Type of Publication Medium] in [Location] in [Year].”

e.g.,  We have since expanded the scope of our research to contemplate international feasibility and acquired additional data that has helped us to develop a new understanding of geographical influences.

[Para. 5: Potential Reviewers]  Should you select our manuscript for peer review, we would like to suggest the following potential reviewers/referees because they would have the requisite background to evaluate our findings and interpretation objectively.

• [Name, institution, email, expertise]

To the best of our knowledge, none of the above-suggested persons have any conflict of interest, financial or otherwise.

TIP: Include 3–5 reviewers since it is likely that the journal will use at least one of your suggestions.

TIP: Use whichever term (“reviewer” or “referee”) your target journal uses. Paying close attention to a journal’s terminology is a sign that you have properly researched the journal and have prepared!

[Para. 6: Frequently requested additional information]  Each named author has substantially contributed to conducting the underlying research and drafting this manuscript. Additionally, to the best of our knowledge, the named authors have no conflict of interest, financial or otherwise.

[Your Name]

Corresponding Author Institution Title Institution/Affiliation Name [Institution Address] [Your e-mail address] [Tel: (include relevant country/area code)] [Fax: (include relevant country/area code)]

Additional Contact [should the corresponding author not be available] Institution Title Institution/Affiliation Name [Institution Address] [Your e-mail address] [Tel: (include relevant country/area code)] [Fax: (include relevant country/area code)]

Quick Cover Letter Checklist Before Submission

• Set the font to Arial or Times New Roman, size 12 point.
• Single-space all text.
• Use one line space between body paragraphs.
• Do not indent paragraphs.
• Keep all text left justified.
• Use spelling and grammar check software. If needed, use a proofreading service or cover letter editing service  such as Wordvice to review your letter for clarity and concision.
• Double-check the editor’s name. Call the journal to confirm if necessary.

Write A Cover Letter For Research Paper Example: For Journal Submission

Trying to get your article submitted to a journal can be daunting, but a well-constructed cover letter is key to making a strong first impression. This guide is designed to help you craft an effective cover letter for your research paper, ensuring it stands out to journal editors.

From articulating the essence of your work to adhering to specific submission guidelines, we’ll walk you through the essential components and insider tips to elevate your manuscript’s chance for review and publication.

What Is A Cover Letter?

A cover letter for journal submission is a critical document that accompanies your research manuscript when you submit it to a scholarly journal.

It serves as your first point of contact with the journal editor and provides a brief introduction to your study.

The cover letter highlights:

• the significance of your research,
• its relevance to the journal’s scope, and
• why it would interest the journal’s readers.

It also asserts that your manuscript has not been published elsewhere and is not under consideration by any other publication, ensuring the originality of your work.

The cover letter should include a concise overview of your research question, methodology, major findings, and the potential impact of your study within the field. It’s also the place to suggest potential peer reviewers for your manuscript and disclose any conflicts of interest. 

Why Write A Cover Letter For Research Paper Submission?

Writing a cover letter for your research paper submission is more than a formality; it’s a strategic tool that can boost your manuscript’s chances of being published. Here’s why it’s crucial:

Introduces Your Work To The Editor

A cover letter introduces your work to the journal editor. It’s your chance to “sell” your research, explaining why it’s a good fit for the journal.

By highlighting the key findings and their relevance to the journal’s readers, you draw attention to the value your research brings.

This brief overview helps editors quickly grasp the significance of your work, even before delving into the manuscript.

You Can Suggest Potential Reviewers

This letter allows you to suggest potential reviewers who are familiar with your research area. This insider tip can be invaluable.

By recommending experts who understand the nuances of your work, you increase the likelihood of a fair and informed peer review process.

Remember, a well-conducted review is pivotal for your manuscript’s acceptance.

Clarify Authenticity And Exclusivity

Lastly, the cover letter is where you clarify that your manuscript has not been previously published and is not under consideration by another journal.

This statement upholds ethical standards and reassures the editor about the originality of your work.

It’s also the place to mention any conflicts of interest, ensuring transparency and integrity in the publication process.

In essence, a well-crafted cover letter is your first step towards engaging the editor and peer reviewers, making it a critical component of your submission package.

How To Write A Good Cover Letter For Research Article Submission?

Writing a good cover letter for your research article submission is akin to laying a strong foundation before building a house.

It sets the stage for your manuscript’s review and potential publication. Here’s how to craft one that catches the eye of the journal editor.

• Get The Basics Right:  Use the journal’s letterhead if available, or include your contact information at the top. Address the letter to the editor by name if possible, ensuring a personal touch right from the start.
• Go Straight To The Point: The opening line should clearly state the title of your manuscript and your intention to submit it for review.
• Give An Brief Overview: In the heart of the cover letter, provide a brief overview of your research. Here, you’re not just repeating the abstract. Instead, you’re framing your study within the larger conversation of your field.
• Show Novelty: Highlight the novel aspects of your research, its relevance to the target journal’s scope, and why it would interest the journal’s readership. This section is your chance to “sell” your manuscript, so make every word count.
• Suggest Potential Reviewers: Don’t shy away from suggesting potential reviewers. This shows you’re engaged with the community and understand the field’s landscape. Be sure to exclude anyone with a potential conflict of interest.
• Confirm Ethical Standards:  Assure the editor that your research adheres to standards and that all co-authors have consented to the submission. If your manuscript builds on previous work, this is the place to reference it and explain how your study advances their work.
• Be Clear About Exclusivity: A statement confirming that your manuscript has not been published elsewhere and is not under consideration by another journal is crucial. This transparency fosters trust with the editorial team.
• Thank The Editor: Conclude with a respectful note thanking the editor for considering your work, perhaps mentioning that you’re happy to provide additional materials or information if needed. This shows your willingness to collaborate and ensures a positive tone.

Keep your cover letter concise, ideally to a maximum of one page. Every sentence should serve a purpose, whether it’s establishing the significance of your research, demonstrating its fit with the journal, or ensuring ethical compliance.

Remember, a well-written cover letter can make a significant difference in how your manuscript is perceived. It’s worth investing the time to get it right.

Research Paper Cover Letter Template For A Journal Submission

Sometimes, combining every tips into a letter can be difficult. In this case, you may find a template useful. Here’s one for you to consider:

[Your Name]  [Your Institutional Affiliation] [Your Department] [Your University/Institute Address] [Your Email Address] [Today’s Date]

[Editor’s Name] [Title] [Journal Name] [Journal Address] 

Dear [Editor’s Name],

I am writing to submit our manuscript entitled “[Your Manuscript Title]” for consideration as a [Research Article/Case Study/Review Article, etc.] in [Journal Name]. This manuscript has not been published and is not under review elsewhere.

Our research examines [briefly describe your research question or thesis and the gap in the literature your work addresses]. We have found [describe your major findings briefly, and why they are significant].

Given the scope of [Journal Name], we believe our findings will be of interest to your readership as they [explain how your findings add value to the field and align with the journal’s themes].

We suggest the following experts as potential reviewers for our manuscript due to their expertise in [briefly outline the areas of expertise]: [Reviewer 1 Name, Affiliation], [Reviewer 2 Name, Affiliation], and [Reviewer 3 Name, Affiliation].

We have ensured that there are no conflicts of interest with these suggestions.

All authors have approved the manuscript and agree with its submission to [Journal Name]. We confirm that this work is original and has been conducted in accordance with the ethical standards of [your field/your institution].

Additionally, any supporting data or materials required for the review process are available upon request.

Thank you for considering our manuscript for publication in [Journal Name]. We look forward to the opportunity to contribute to your journal.

[Your Full Name] [Your Job Title/Position, if applicable] [Your Institutional Affiliation]

[Co-Author Name(s) and Affiliation(s), if applicable]

Cover Letter For A Journal Editor: Keep It Simple

A well-crafted cover letter is your first opportunity to engage journal editors and advocate for your research paper’s publication. 

By succinctly summarising your study’s significance, ensuring compliance with journal requirements, and maintaining ethical standards, your cover letter can significantly influence the editorial process.

Remember, a compelling cover letter not only showcases your research but also demonstrates your professionalism and attention to detail, enhancing your manuscript’s chance of a favourable review.

Dr Andrew Stapleton has a Masters and PhD in Chemistry from the UK and Australia. He has many years of research experience and has worked as a Postdoctoral Fellow and Associate at a number of Universities. Although having secured funding for his own research, he left academia to help others with his YouTube channel all about the inner workings of academia and how to make it work for you.

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How to Write an Effective Cover Letter for Journal Submission

Craft your cover letter for journal submission the right way with our expert tips! Learn how to grab editors’ attention and stand it out.

When it comes to submitting a manuscript for publication in a journal, many authors focus solely on the quality of their research and the clarity of their writing. While these are important factors, it’s easy to overlook the role that a well-crafted cover letter can play in the submission process. A cover letter can be the key to getting your manuscript noticed by the editor and ultimately accepted for publication. In this article, we’ll explore the importance of a cover letter for journal submissions and provide tips for crafting an effective one.

What is a Cover Letter for Journal Submission?

A cover letter for journal submission is a document that accompanies a manuscript when it is submitted for publication in an academic or scientific journal. The purpose of the cover letter is to introduce the author and their work to the editor of the journal and to provide any additional information that may be relevant to the manuscript or the submission process. Furthermore, its purpose is to introduce the manuscript to the editor and provide additional information about the research and its significance . The cover letter should be concise and focused, typically no more than one page.

What Should be Included in the Cover Letter?

A cover letter should include several key elements to effectively introduce your manuscript. It’s important to personalize the letter for the specific journal, use a professional tone, and proofread carefully for errors. To make sure your cover letter is effective, there are several key elements that you should include:

Addressee’s Information and Date of Submission

Your cover letter should start with the date of submission, followed by the name and address of the editor or editorial staff who will be reviewing your manuscript. This information should be current and accurate to ensure your submission is directed to the right person.

Opening Salutation

The opening salutation of your cover letter should be professional and courteous, addressing the editor or editorial staff by name, starting with “Dear…”. Don´t forget to include the title and position of the editor you are addressing.

Purpose Statement and Administrative Information

Your cover letter should have a clear statement of the purpose of your research and the journal to which you are submitting your manuscript. You should also include any administrative information required by the journal, such as the type of manuscript (e.g. original research, review article, case report) and the number of words or pages.

Summary of Main Research Findings and Implications

One of the most important elements of your cover letter is a summary of the main findings and implications of your research. This summary should be concise and focused, highlighting the most important aspects of your research and why it is significant to the field.

Statements or Information Required by the Journal

Many journals require specific statements or information to be included in the cover letter. This may include a statement that the manuscript has not been previously published or is not under consideration for publication elsewhere, or a list of potential conflicts of interest or funding sources that may have influenced the research.

Previous Contact with the Journal

If you have had previous contact with the journal, such as submitting a previous manuscript or attending a conference sponsored by the journal, it is important to mention this in your cover letter. This information can help establish a connection between you and the editor, which may increase the chances of your manuscript being accepted.

Conflict of Interests and Financial Disclosures

It is important to disclose any potential conflicts of interest or financial disclosures that may have influenced the research. This information can help ensure transparency and maintain the integrity of the research.

Your cover letter should include a statement indicating that all authors have read and approved the manuscript and that the work is original and not plagiarized. This information can help establish the credibility of the research and the integrity of the authorship.

Suggested Reviewers

Suggested Reviewers are generally considered a best practice and are often recommended by journals. Providing a list of suggested reviewers can help to ensure that the manuscript is reviewed by individuals who have the appropriate expertise and background to evaluate the work, and can help to speed up the review process by reducing the time needed for the editor to identify potential reviewers. This can help expedite the review process and increase the likelihood of your manuscript being accepted.

Concurrent/Duplicate Submissions

An important consideration when submitting a manuscript for publication is concurrent or duplicate submissions. Concurrent submissions occur when a manuscript is submitted to more than one journal at the same time. Duplicate submissions occur when a manuscript is submitted to the same journal more than once.

In the cover letter, you should clearly state whether the manuscript has been submitted elsewhere or whether it has been previously published. If the manuscript is under consideration elsewhere, you should provide the name of the journal and the date of submission. If the manuscript has been previously published, you should provide the citation for the publication.

Closing Salutation

When closing a cover letter for journal submission, it’s important to maintain a professional and courteous tone. A common closing salutation is “Sincerely,” followed by your name. However, some alternatives that are also appropriate include “Best regards,” “Thank you for your time and consideration,” or “Respectfully.” Whichever salutation you choose, make sure it matches the tone of your letter and conveys your appreciation for the editor’s consideration.

Request to Exclude Reviewers

A request to exclude reviewers is a common feature of a cover letter for journal submission, particularly in cases where the author has concerns about potential conflicts of interest or bias that could affect the review process.

When making a request to exclude reviewers, the author should provide a clear and concise explanation of the reasons for the request and should provide specific details about any potential conflicts of interest or concerns that they may have. It is also important to note that some journals may have specific guidelines or policies regarding requests to exclude reviewers, and authors should familiarize themselves with these guidelines before making a request.

In general, it is recommended that authors provide a minimum of three to five potential reviewers who are not affiliated with the author or their institution, in order to provide a broad range of expertise and perspectives. When making a request to exclude reviewers, it is also important to provide alternative suggestions for potential reviewers who could be considered in their place.

Tips for Writing a Journal Submission Cover Letter

A well-crafted cover letter can help your manuscript stand out and increase your chances of being accepted for publication. Here are some tips for writing an effective journal submission cover letter.

One of the most important tips for writing a journal submission cover letter is to proofread it carefully. Typos, spelling errors, and grammatical mistakes can detract from the professional image you want to project. Make sure to read the letter multiple times and have someone else read it over as well to catch any errors you may have missed.

Keep the Cover Letter Brief

Another important tip is to keep the cover letter brief and to the point. The cover letter should provide a brief introduction of the manuscript and the key findings, as well as any other information that is necessary for the editor to understand the importance and relevance of the manuscript. The letter should be no more than one page in length.

Review Examples of Cover Letters

It can be helpful to review examples of cover letters for journal submissions to get an idea of the style, tone, and content that is appropriate. You can search for examples online or ask colleagues who have submitted manuscripts for publication for their advice. When reviewing examples, pay attention to the language used, the level of detail provided, and the overall organization and structure of the letter. This can help you craft a cover letter that is professional, informative, and effective.

Cover Letter Template for a Journal Article Submission

A cover letter is an important component of manuscript submission for publication in a journal. Using a template can help ensure that your cover letter includes all the necessary information and follows the proper format. Here is a guide to creating a cover letter template for a journal article submission.

The header should include your contact information, including your name, affiliation, and contact details (address, phone number, and email address), the date of submission, and the name and address of the journal.

Opening Paragraph

The opening paragraph should provide a brief introduction to the manuscript and its key findings. This paragraph should also mention the purpose of the manuscript and why it is relevant to the journal’s readership. You may also want to mention any previous correspondence or contact with the journal.

Body Paragraphs

The body of the cover letter should include several paragraphs that provide more detail about the manuscript. This may include a summary of the methods used, key results and findings, and implications for future research. You may also want to mention any notable limitations or challenges encountered during the research process.

It is also important to address any specific requirements or requests from the journal, such as a particular format for tables or figures , or specific information to be included in the manuscript. You should also mention any funding sources or conflicts of interest that may be relevant.

Closing Paragraph

The closing paragraph should reiterate the significance of the manuscript and its contribution to the field. You may also want to mention any potential reviewers for the manuscript or suggest reviewers who would be appropriate. Finally, you should include a polite and professional closing, such as “Sincerely” or “Best regards”, followed by your name and signature.

Common Expressions for Cover Letters

When writing a cover letter for journal submission, it’s important to use appropriate and professional language. Here are some common expressions that can be used in cover letters:

“We are pleased to submit our manuscript…”

“The research reported in this manuscript addresses a significant gap in the literature…”

“We believe this manuscript will be of interest to your readership because…”

“Our findings have important implications for future research in this field.”

“We would like to thank the reviewers and editors for their time and consideration.”

“We look forward to hearing from you regarding the status of our manuscript.”

“Thank you for your time and consideration.”

These expressions can be used to convey important information in a professional and concise manner. When using these expressions, it’s important to tailor them to the specific journal and to make sure they are appropriate for the content of your cover letter.

Journal Submission Tips and Hacks from the Experts

Submitting a journal article can be a challenging and sometimes frustrating process. However, by following some tips and hacks from the experts, you can increase your chances of success . Here are some tips and hacks to help you submit your article to a journal:

Choose the Right Journal

Before submitting your article, make sure you choose the right journal. Consider factors such as the journal’s scope, readership, and impact factor . Make sure your article fits with the journal’s focus and aims.

Read the Guidelines

Read the journal’s submission guidelines carefully and follow them closely. Pay attention to formatting, length, and other requirements. Failure to follow the guidelines could result in your article being rejected without review.

Get Feedback

Before submitting your article, get feedback from colleagues or mentors. Ask them to read your manuscript and provide constructive criticism. This can help you identify potential weaknesses and improve the quality of your article.

Write a Strong Abstract

Your abstract is often the first thing that editors and reviewers will read. Make sure it is clear, concise, and provides a compelling summary of your article. Highlight the key findings and implications of your research.

Use Clear and Concise Language

Use clear and concise language when writing your article. Avoid jargon, technical terms, and complex language that could be difficult for readers to understand. Write in a way that is accessible to a broad audience.

Address Reviewer Comments

If your article is rejected or requires revisions, make sure you carefully address all reviewer comments. Be thorough and professional in your responses. This can increase your chances of acceptance in future rounds of review.

Keep Records

Keep records of all correspondence with the journal, including submission dates, reviewer comments, and decisions. This can help you stay organized and keep track of the progress of your article.

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Writing a Cover Letter for Journal Submission [Free Template]

• Research Process
• Peer Review

Journal cover letters are your chance to lobby on behalf of your manuscript. This AJE Journal Cover Letter Guide offers some useful tips for getting them right. It also includes a free journal cover letter template.

Updated on September 20, 2018

The cover letter accompanying your journal submission is your chance to lobby on behalf of your manuscript. The letter is far from just a formality and should be written with the same care as your manuscript's text (if not more). Ultimately, your cover letter is designed to influence the decision of the editor to send your manuscript out for peer review. The letter will argue that your manuscript is a good fit for the journal you are submitting it to and highlight your most important findings. Let us help you produce the most effective cover letter possible.

Getting ready to submit your manuscript? Download our comprehensive Free Journal Cover Letter Writing Guide with Template .

A cover letter should be written like a standard business letter :

Address the editor formally by name, if known. Include your contact information, as well. This information is probably available through the journal's online submission system, but it is proper to provide it in the cover letter, too.

Begin your cover letter with a paragraph that states the name of the manuscript and the names of the authors. You can also describe what type of manuscript your submission is (research article, review, case report, etc.). In this first paragraph and the next, describe the rationale behind your study and the major findings from your research. You can refer to prior work that you have published if it is directly related.

Next, write a short paragraph that explains why your manuscript would be a good fit for the journal. Do not simply state that your manuscript is “of interest to the field” or “novel.” Address specific aspects of the journal's Aims & Scope statement. If the journal expresses interest in research with a clinical application, be sure to highlight the importance of your work in terms of clinical implications. If the journal mentions that it focuses on nanostructured materials, explain how your work involved such materials. Even if your work is not a perfect fit for the journal, be sure to address some of the Aims & Scope statement, and explain why your manuscript would be of interest to the journal's readers.

Finally, close with a brief paragraph indicating the following:

• The manuscript is original (i.e., you wrote it, not copied it)
• No part of the manuscript has been published before, nor is any part of it under consideration for publication at another journal
• There are no conflicts of interest to disclose
• A list of potential reviewers (only if requested by the journal)
• Any researchers who should NOT review your manuscript

Together, this information provides assurance to the editor that your manuscript merits consideration for publication in their journal and that you are interested specifically in their journal. Sometimes great science will be reviewed regardless of the cover letter, but a well written cover letter is useful for the vast majority of scientists who want to make their research stand out.

Best of luck with your research! If you have any questions about your cover letter, write us anytime.

Ben Mudrak, PhD

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Cover Letter for Journal Submission Templates

Download a Microsoft Word template for a standard journal cover letter (also available with instructions in Chinese , Japanese , Korean , Portuguese , and Spanish ).

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Mastering the Effective Cover Letter for Journal Submission: A Comprehensive Guide

Home » Blog » Mastering the Effective Cover Letter for Journal Submission: A Comprehensive Guide

Understanding the Importance of an Effective Cover Letter

When it comes to submitting your scientific manuscript to a journal, think of your cover letter as your first handshake with the editor. It’s not just a courtesy; it’s an integral part of the submission process. An effective cover letter is your chance to make a strong first impression, to say, “Hey, I’ve got something valuable and exciting to share with your readers.” But it’s more than just a greeting; it’s a strategic tool to advocate for your manuscript.

A well-crafted and effective cover letter does several things. First, it introduces your work to the editor and provides a succinct overview of your study and its significance. It’s your opportunity to explain why your research fits perfectly within the scope of their journal, potentially solving a puzzle or advancing the field in a way that their readership will find compelling.

Moreover, this cover letter sets the stage for your manuscript, highlighting its strengths without overselling them. It addresses any potential concerns an editor might have, such as the study’s uniqueness or ethical considerations, head-on. By doing so, you’re not only showing transparency but also building trust with the journal’s editorial team.

But let’s not forget, the cover letter also serves as a platform to showcase your professionalism and attention to detail. A well-written, error-free letter reflects your commitment to quality, suggesting that the same level of care has been applied to your research and manuscript.

In essence, the cover letter for your journal submission is your advocate, concierge, and first ambassador all rolled into one. It champions your manuscript, ensuring it gets the consideration and review it deserves. So, mastering the effective cover letter is not just about following a format—it’s about understanding its role in your publication journey and leveraging it to set your research apart.

The Anatomy of an Effective Cover Letter

Crafting an effective cover letter for your journal submission is akin to mapping out a well-planned journey for your manuscript. It requires a clear structure, compelling content, and a strategic approach to guide the editor through your submission. Here’s what every winning cover letter should include:

Introduction

Start with the basics: Mention the title of your manuscript and the journal you’re submitting to. Introduce your study briefly, emphasizing its relevance and why you believe it’s a good fit for the journal.

Statement of Significance

This is where you shine a spotlight on the importance of your research. What gap does it fill? How does it advance the field? Make it clear why your work matters and should be read by the journal’s audience.

Alignment with Journal’s Scope

Demonstrate your familiarity with the journal by explaining how your manuscript aligns with its aims and scope. This shows respect for the editor’s work and positions your study as a valuable addition to their publication.

Key Findings and Contributions

Highlight the main findings of your research and its theoretical or practical contributions to the field. Be succinct but persuasive, providing just enough detail to intrigue the editor and underscore the novelty and relevance of your work.

Addressing Potential Concerns

If there are unique circumstances or potential concerns with your submission (e.g., closely related publications, multi-part studies), address them upfront. Honesty and transparency can preempt misunderstandings and demonstrate your integrity as a researcher.

Wrap up your cover letter by reiterating your enthusiasm for the opportunity to publish in the journal and thanking the editor for considering your work. A courteous and professional closing leaves a positive, lasting impression.

Contact Information

Don’t forget to include your contact information, making it easy for the journal’s editorial team to reach you with questions or updates regarding your submission.

Remember, the goal of your effective cover letter is not to regurgitate the details of your manuscript but to complement it by highlighting its significance, novelty, and fit for the journal. Think of it as the opening argument in your case for publication, laying a solid foundation for the detailed evidence presented in your manuscript.

Personalizing Your Introduction: Making a Strong First Impression

The opening lines of your effective cover letter for journal submission are where you set the tone and engage the editor. It’s more than just stating the title of your manuscript and your intent to submit; it’s about making a connection. Here’s how to personalize your introduction effectively:

• Start with Why : Begin by briefly explaining why you chose this specific journal for your manuscript. Is it the journal’s reputation in your field, the match with the journal’s thematic focus, or the impact it has on its readership? This not only shows that you’ve done your homework but also that you value the journal’s contribution to your research area.
• Mention Previous Interactions : If you’ve had previous communications with the journal or its editors, or if you’re responding to an invitation to submit, mention this early on. It provides context and a touchpoint for the editor.
• Express Genuine Interest : Convey your genuine interest in the journal and enthusiasm about the potential of your research to contribute to the field. This enthusiasm can be contagious and prompt the editor to view your submission with keen interest.
• Tailor Your Language : The tone and language should be professional yet accessible. Avoid overly technical jargon in the introduction; save that for the manuscript itself. The goal here is to communicate clearly and effectively, making a strong case for your research.

Making a strong first impression with your introduction is crucial. It’s your chance to engage the editor from the get-go, setting the stage for the rest of your cover letter and, ultimately, your manuscript. By personalizing your introduction, you not only demonstrate respect for the journal and its editorial team but also start building a rapport that can positively influence the submission process.

Outlining the Significance of Your Research

In the heart of your cover letter lies the core of your manuscript: the significance of your research. This section is your opportunity to articulate the value and impact of your work. Here’s how you can effectively convey the importance of your study:

Highlight the Gap Your Research Fills

Begin by setting the scene. What is the current state of research in your field, and where does your work fit in? Identify the gap or challenge your study addresses, and explain how your research moves the needle. This demonstrates not only the relevance of your work but also its potential to make a meaningful contribution.

Emphasize the Novelty and Contributions

What makes your research stand out? Here, you can highlight the innovative aspects of your study, whether it’s a new methodology, findings that challenge existing theories, or the application of research in a novel context. Be clear about how your work advances knowledge in your field and the specific contributions it makes.

Discuss the Broader Impact

Beyond the academic sphere, what are the practical implications of your research? Whether it’s influencing policy, contributing to technological advancements, or addressing societal challenges, showcasing the broader impact of your work can significantly enhance its appeal to the journal.

Make It Relatable

Use language that conveys the excitement and significance of your research without delving into technical jargon. The goal is to make the editor understand and appreciate the value of your work, even if they’re not a specialist in your specific field.

Outlining the significance of your research is about painting a picture of a landscape enhanced by your study. It’s about showing where your research fits in the broader context and how it contributes to advancing knowledge and practice in your field. By doing so, you’re not just submitting a manuscript; you’re offering a new lens through which to view and understand an aspect of your discipline.

How to Align Your Study with the Journal’s Scope

Ensuring your manuscript aligns with the journal’s scope is pivotal for its acceptance. This alignment signals to the editors and reviewers that your research is not only relevant but also contributes meaningfully to the journal’s mission. Here’s how to articulate this alignment in your cover letter:

Research the Journal’s Aims and Scope

Before you even pen that cover letter, dive deep into the journal’s website. Understand its aims, scope, and the audience it serves. This isn’t just about ensuring your research fits; it’s about tailoring your message to resonate with the journal’s editorial priorities.

Draw Clear Connections

Explicitly state how your research fits within the scope of the journal. This could mean highlighting the specific aspect of your study that addresses a gap the journal is keen on filling, or how your findings contribute to a particular theme or debate featured in the journal. Make these connections as clear as possible.

Use the Journal’s Language

Incorporate keywords and phrases from the journal’s aims and scope into your cover letter. This does not mean keyword stuffing, but rather naturally integrating terms that resonate with the journal’s focus. This linguistic alignment can subtly signal that your research is a good fit.

Highlight Relevance to the Journal’s Readership

Explain why your research matters to the journal’s readers. What will they learn or gain from your study? How does it advance the conversation in the field? This shows you understand the journal’s audience and have considered how your work adds value to their professional or academic pursuits.

Reference Relevant Articles from the Journal

If applicable, mention any articles previously published in the journal that relate to your work. This can demonstrate your engagement with the journal’s content and how your research builds upon or diverges from these discussions.

Aligning your study with the journal’s scope is not just a bureaucratic step; it’s a strategic move that shows respect for the journal’s mission and an understanding of its place in the academic community. By clearly articulating this alignment in your cover letter, you significantly increase the chances of your manuscript being viewed favorably by the editorial team.

Highlighting Your Manuscript’s Key Findings

Your cover letter should succinctly highlight the key findings of your research, showcasing the core achievements and their implications. This section is where you get to brag a bit about what your study has uncovered. Here’s how to do it effectively:

Summarize the Main Results

Begin by summarizing your main results in a few sentences. Focus on the outcomes that are most relevant and impactful to your field. Avoid getting bogged down in the details; instead, aim for clarity and brevity, giving the editor a clear snapshot of your findings.

Explain the Implications

After presenting your results, delve into their implications. How do they advance the field? Do they challenge existing theories or practices? Make sure to articulate the significance of your findings in a way that resonates with the broader academic community and aligns with the journal’s focus.

Emphasize the Novelty

If your research introduces new methods, concepts, or insights, highlight these as key findings. Emphasizing the novelty of your work can help differentiate it from other submissions and pique the editor’s interest.

Use Accessible Language

While it’s important to be precise, also ensure your description is accessible to those who might not be specialists in your specific area of research. Avoid jargon and technical terms when possible, or briefly explain them if they’re necessary to convey your findings.

Highlighting your manuscript’s key findings in the effective cover letter is crucial. It gives the editor a compelling reason to consider your manuscript for publication. By effectively summarizing and emphasizing the importance of your results, you can make a strong case for why your research deserves attention.

Addressing Potential Reviewer Concerns Upfront

Preemptively addressing potential concerns in your effective cover letter can significantly influence the editorial process in your favor. It demonstrates foresight, thoroughness, and a commitment to transparency. Here’s how to approach this effectively:

Anticipate Reviewer Questions

Think about the potential weaknesses or questions reviewers might have about your study. These could relate to your methodology, the robustness of your data, or the generalizability of your findings. By anticipating these concerns, you can address them before they even arise.

Provide Context for Controversial Choices

If your research involved unconventional methodologies or controversial choices, provide a brief explanation in your cover letter. Explain why you chose this path and how it strengthens your study. This preemptive clarification can mitigate concerns and highlight your innovative approach.

Acknowledge Limitations

No study is without its limitations, and acknowledging these upfront can be a strength. Briefly mention any significant limitations and, if possible, how you’ve mitigated them. This honesty builds trust and demonstrates a rigorous scientific approach.

Discuss the Uniqueness of Your Study

If there’s a chance your manuscript might be seen as too similar to existing research, clarify what sets your work apart. Highlight the novel aspects of your study, whether it’s in your approach, the data you’ve uncovered, or the implications of your findings.

Addressing potential concerns upfront doesn’t mean your manuscript is flawed; rather, it shows that you’re engaged in a thoughtful, critical examination of your work. This approach can not only alleviate potential objections but also position your manuscript as a strong candidate for publication by showcasing your commitment to a rigorous scientific discourse.

The Do’s and Don’ts of Cover Letter Etiquette

Navigating the nuances of cover letter etiquette can make a significant difference in how your submission is received. Here are some key do’s and don’ts to ensure your cover letter reflects the best professional standards:

• Be Concise : Keep your cover letter to a page or less. Editors are busy, so respect their time by getting straight to the point.
• Personalize Your Letter : Address the editor by name if possible. A personalized greeting can add a touch of professionalism and shows you’ve done your homework.
• Proofread : Typos and grammatical errors can undermine the credibility of your submission. A well-proofed letter shows attention to detail.
• Express Enthusiasm : Let your genuine interest in the journal and belief in the significance of your research shine through, without overdoing it.

Don’t:

• Reiterate Your Abstract : The cover letter is not the place to copy-paste your abstract. Instead, use it to highlight the significance and fit of your research.
• Overstate Your Findings : Be honest about the implications of your research. Overselling your findings can backfire if the claims aren’t supported by the data.
• Ignore Submission Guidelines : If the journal has specific requirements for cover letters, follow them meticulously. This shows respect for the journal’s editorial process.
• Use Generic Language : Tailor your cover letter to each journal submission. A generic, one-size-fits-all letter can come off as impersonal and lazy.

Adhering to these do’s and don’ts will not only help you craft a more effective cover letter but also demonstrate your professionalism and respect for the editorial process. Remember, the cover letter is an integral part of your submission package, and getting it right can significantly influence the first impression you make on the journal’s editorial team.

Crafting a Convincing Conclusion for Your Cover Letter

The conclusion of your cover letter is your final opportunity to make an impression on the editor and reinforce the significance of your submission. Here’s how to craft a conclusion that resonates:

Reiterate the Fit and Significance

Briefly restate why your manuscript is a good fit for the journal and its significance to the field. This is your chance to leave the editor with a strong sense of the value of your work and its potential impact.

Express Your Enthusiasm and Commitment

Convey your enthusiasm for the possibility of publishing in the journal. Let the editor know you’re looking forward to the opportunity to contribute to their publication and the broader academic conversation. Additionally, affirm your willingness to revise your manuscript according to the feedback from the review process, demonstrating your commitment to excellence and collaboration.

Thank the Editor

Always end with a note of thanks for considering your submission. Acknowledging the editor’s time and effort shows respect and professionalism.

Provide Contact Information

Make sure the editor knows how to reach you. Include your email address and phone number, even if it’s already provided elsewhere in your submission package.

A well-crafted conclusion can strengthen your cover letter, leaving a lasting positive impression on the editor. It encapsulates the essence of your submission, underscores your professionalism, and sets the stage for a constructive editorial relationship.

Common Pitfalls to Avoid in Your Cover Letter

A well-crafted cover letter can be a key factor in getting your manuscript noticed, but certain missteps can undermine its effectiveness. Here are some common pitfalls to avoid:

Overlooking Journal Guidelines

One of the quickest ways to make a poor impression is to ignore the journal’s submission guidelines. These may include specific requirements for cover letters. Always tailor your cover letter to meet these guidelines precisely.

Being Too Vague or Generic

Generic cover letters that could apply to any journal not only miss the opportunity to highlight the fit between your manuscript and the journal but also suggest a lack of genuine interest. Be specific about why your work is right for this journal.

Neglecting to Highlight Key Findings

Your cover letter should succinctly summarize the main findings and contributions of your study. Failing to do so can leave the editor unclear about the significance of your work.

Failing to Address Potential Concerns

If there are obvious potential concerns with your manuscript (such as a small sample size or the preliminary nature of the results), failing to address these upfront can be a missed opportunity to frame these issues in the best light.

Overselling Your Study

While it’s important to highlight the significance of your work, avoid overselling your findings or their implications. This can raise red flags for editors and reviewers.

Poor Formatting and Typos

A cover letter riddled with typos, grammatical errors, or formatting issues can undermine your manuscript’s credibility from the outset. Proofread carefully and consider having a colleague review it as well.

Ignoring the Cover Letter’s Tone

The tone of your effective cover letter should be professional yet accessible. Avoid overly technical language that might obscure the significance of your work to the journal editor.

By steering clear of these pitfalls, you can enhance the effectiveness of your cover letter, making a strong case for the publication of your manuscript.

Expert Tips for a Revision-Proof Cover Letter

Creating a cover letter that withstands the scrutiny of journal editors and reviewers requires insight and finesse. Here are expert tips to fortify your cover letter against potential revisions:

Tailor Your Message

Customize your effective cover letter for each journal submission. Demonstrate your understanding of the journal’s audience, scope, and priorities. This personal touch can significantly increase your manuscript’s chances of being considered.

Be Clear and Concise

Clarity and conciseness are your allies. Avoid unnecessary jargon and lengthy explanations. Your goal is to communicate the essence and significance of your research succinctly.

Use a Positive Tone

Maintain a positive and confident tone throughout your cover letter. Focus on the strengths and contributions of your research, while being honest about its limitations.

Highlight the Novelty

Make sure to clearly articulate what is new and important about your research. This can be a key factor in catching the editor’s interest.

Address Ethical Considerations

If your research involves sensitive subjects or potential ethical concerns, briefly outline how these were addressed. Demonstrating ethical rigor can preempt questions and concerns.

Be Proactive About Potential Concerns

If there are aspects of your study that might raise questions (such as preliminary findings or a small sample size), address these proactively. Explain why these do not detract from the validity and relevance of your research.

Offer to Provide Additional Information

Indicate your willingness to provide further details or clarification if needed. This shows your commitment to engaging with the review process constructively.

Express Willingness to Review and Revise

Convey your openness to reviewing and revising your manuscript based on the journal’s feedback. This flexibility can be favorable in the editorial decision-making process.

Crafting a cover letter with these expert tips in mind can set your submission apart, demonstrating not only the value of your research but also your professionalism as a researcher.

Final Checklist Before Submission: Ensuring Your Cover Letter is Submission-Ready

Before hitting the “submit” button, run through this final checklist to make sure your cover letter is polished and poised for success:

1. Personalization : Have you addressed the editor by name, if possible? Personal touches can make a difference.

2. clarity and brevity : is your cover letter concise, clear, and to the point ensure it’s no longer than one page., 3. key findings highlighted : have you clearly highlighted the key findings and significance of your research make sure these stand out., 4. journal fit : have you articulated why your manuscript is a good fit for the journal’s scope and audience this alignment is crucial., 5. novelty and contribution : does your cover letter emphasize the novelty and contributions of your study make sure the unique aspects of your work are front and center., 6. anticipation of concerns : have you addressed any potential concerns or questions about your manuscript preemptive explanations can ease the review process., 7. ethical considerations : if applicable, have you outlined how ethical concerns were addressed in your study, 8. revision willingness : have you expressed your willingness to review and revise based on feedback this shows a collaborative spirit., 9. proofreading : is your cover letter free from typos and grammatical errors a well-proofed letter reflects your professionalism., 10. contact information : have you included your contact information, making it easy for the editor to reach you.

This checklist ensures that your cover letter not only presents your manuscript in the best possible light but also demonstrates your professionalism and readiness for the publication process.

With your cover letter refined and ready, you’re set to make a strong submission. Remember, the cover letter is your first impression on the journal’s editorial team—make it count!

Summary: Why San Francisco Edit Is Your Best Option for Mastering the Cover Letter for Journal Submission

When it comes to scientific manuscript editing and preparing for journal submission, the importance of a polished, professional cover letter cannot be overstated. It’s the first impression you make on the journal’s editorial team, a succinct pitch that highlights the significance and fit of your research. That’s where San Francisco Edit steps in, offering unparalleled expertise in crafting cover letters that open doors.

Our team understands the nuances of academic publishing across science, academia, research, and publishing sectors. We’re adept at articulating the importance of your work, aligning it with the journal’s scope, and presenting it in a way that’s both compelling and concise. Our editors are not just language experts; they have a deep understanding of the scientific process and what journal editors are looking for.

Choosing San Francisco Edit means entrusting your cover letter to specialists who can significantly increase the likelihood of your manuscript being accepted. We provide personalized advice, ensuring your letter is tailored to each specific journal, highlighting your research’s novelty and its potential contribution to the field. Our service is designed to navigate the complexities of journal submission, making the process smoother and more successful.

With San Francisco Edit, you’re not just getting an editing service; you’re gaining a partner in your publication journey. Our commitment to excellence and our detailed understanding of the academic landscape make us the best option for researchers seeking to make an impact with their work.

Contact us today to ensure your cover letter—and your manuscript—stands out in the crowded world of academic publishing.

FAQ’s

What makes a cover letter for journal submission stand out.

A standout cover letter is concise, personalized, clearly articulates the manuscript’s significance and novelty, and demonstrates a good fit with the journal’s scope.

How long should my cover letter be?

Your cover letter should be no longer than one page, succinctly covering all the key points without overloading the editor with unnecessary details.

Can a good cover letter really make a difference in getting published?

Absolutely. A well-crafted cover letter can catch an editor’s attention, making them more inclined to consider your manuscript favorably.

Should I mention potential concerns in my cover letter?

Yes, addressing potential concerns upfront can demonstrate your thoroughness and mitigate any reservations the editor might have.

How does San Francisco Edit tailor cover letters to different journals?

San Francisco Edit thoroughly researches each journal’s aims and scope, tailoring your cover letter to highlight how your manuscript aligns with the journal’s interests and contributes to the field.

Is it worth investing in professional editing for my cover letter?

Investing in professional editing for your cover letter can significantly enhance your manuscript’s chance of acceptance, making it a wise decision for serious researchers.

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How to Write a Cover Letter When Submitting Your Research Paper

Albert chan on july 3, 2018 at 12:00 am.

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• Write the cover letter with your institution’s letterhead to demonstrate professionalism and reliability.
• Personalise the cover letter by addressing the journal’s editor by their name.
• State the article type of your manuscript at the beginning of your cover letter (original research article, methodology, case report, etc.)
• Provide the full details of all the authors, including email address and phone number, in your cover letter.
• Explain briefly the research goals and results in one or two sentences.
• Explain the importance of your study: what will the paper’s contribution to the literature be? What impact will the paper have in the research field?
• Tell the editor why you think the study is best suited for the journal, and why the journal’s readers will be interested in the study.
• Declare that the manuscript (in whole or in part) has not been submitted or published in other journals, all authors have read and agreed to the content of the manuscript, you have complied with all ethical and reporting guidelines and have received ethical approval from the relevant committee(s).
• Disclose all potential conflicts of interest (if any).
• Thank the editor for taking the time to read your cover letter and consider your paper for submission.
• Keep the content of the cover letter brief, concise and courteous.

Don’t

• Mention any published literature without citation.
• Provide any personal information which is unrelated to the submission.
• Mention any previous publication records unless it is related to this research.
• Mention any potential professional benefits you may gain from the publication of this work.
• Provide research information that can be found in the paper.
• Copy and paste the abstract and paper content in the cover letter.
• Use complex sentence structures.
• Glorify your past research papers or any of your academic prestige in the cover letter.

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Cover letters

A good cover letter can help to “sell” your manuscript to the journal editor. As well as introducing your work to the editor you can also take this opportunity to explain why the manuscript will be of interest to a journal's readers, something which is always as the forefront editors’ mind. As such it is worth spending time writing a coherent and persuasive cover letter.

The following is an example of a poor cover letter:

Dear Editor-in-Chief, I am sending you our manuscript entitled “Large Scale Analysis of Cell Cycle Regulators in bladder cancer” by Researcher et al. We would like to have the manuscript considered for publication in Pathobiology. Please let me know of your decision at your earliest convenience. With my best regards, Sincerely yours, A Researcher, PhD

Instead, check to see whether the journal’s Instructions for Authors have any cover letter requirements (e.g. disclosures, statements, potential reviewers). Then, write a letter that explains why the editor would want to publish your manuscript. The following structure covers all the necessary points that need to be included.

• If known, address the editor who will be assessing your manuscript by their name. Include the date of submission and the journal you are submitting to.
• First paragraph: include the title of your manuscript and the type of manuscript it is (e.g. review, research, case study). Then briefly explain the background to your study, the question you sought out to answer and why.
• Second paragraph: you should concisely explain what was done, the main findings and why they are significant.
• Third paragraph: here you should indicate why the readers of the journal would be interested in the work. Take your cues from the journal’s aims and scope. For example if the journal requires that all work published has broad implications explain how your study fulfils this. It is also a good idea to include a sentence on the importance of the results to the field.
• To conclude state the corresponding author and any journal specific requirements that need to be complied with (e.g. ethical standards).

TIP: All cover letters should contain these sentences:

• We confirm that this manuscript has not been published elsewhere and is not under consideration by another journal.
• All authors have approved the manuscript and agree with its submission to [insert the name of the target journal].

Submission checklist

Before submitting your manuscript, thoroughly check its quality one more time. Evaluate it critically—could anything be done better?

Be sure that:

• The manuscript follows the Instructions for Authors
• All files are in the correct file format and of the appropriate resolution or size
• The spelling and grammar are correct
• You have contact information for all authors
• You have written a persuasive cover letter

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• Published: 14 October 2022

How to make cover letters instructive

Nature Biomedical Engineering volume  6 ,  pages 1087–1088 ( 2022 ) Cite this article

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Succinctly convey the study’s context, emphases, implications and limitations.

The title of this Editorial may be read as implying that cover letters to articles submitted to Nature Biomedical Engineering are neither useful nor informative. Indeed, most aren’t. We find that many cover letters for research articles express excitement about the work, restate the abstract of the manuscript, declare that the findings constitute a major advance and emphasize the importance of the main research topic. They also typically list authors, suitable reviewers and excluded experts, and any competing interests and other confidential information; yet most of this information is requested by the manuscript submission system or can be provided through it.

Excitement, prominent advances and topical importance are, perhaps expectedly, more commonly relayed by authors than perceived or judged by editors (especially by those with a mindset for selectivity). Naturally, one’s own work is a labour of effort and passion; yet it is difficult to transmit enthusiasm to an editor accustomed to reading, often cursorily, many similarly worded cover letters each week. Novel, promising and transformative work, and platform technology with untapped potential are examples of swiftly skipped words in the angular gyrus of an editor’s brain as they skim through a cover letter to rapidly find the most useful bits of information.

There’s more than love for one’s work shaping the style of cover letters. Competition for publishing in a journal that peers perceive to be of high reputation drives many authors to overemphasize the findings of their work and the broader relevance of the subject area 1 . And misgivings about the work being misjudged by an editor insufficiently knowledgeable about the topic may drive some authors to avoid conveying seemingly complex context or background information, and to magnify the implications of their results.

It is therefore unsurprising that some editors disregard cover letters when assessing the suitability of a manuscript for their journal, or read the manuscript before opening the cover-letter file so as to appreciate and assess the work in the form meant to be communicated. Also, the widely held belief that editors of Nature-branded journals select manuscripts largely on the basis of the cover letter is a myth; manuscripts are examined 2 . Are cover letters for first submissions therefore a wasted effort? Are they an unhelpful relic of the pre-internet era? Do they bias manuscript selection? Many arguments can be made for and against these questions. Instead, discussing how cover letters accompanying first submissions of original research articles can be made more instructive would be more fruitful. That’s our aim for the remainder of this piece.

First, and foremost, know your audience. Manuscripts are written for the many; cover letters should be written for an audience of one (or for a team of very few). When writing a manuscript, knowing your intended audience primordially means appropriately crafting the context of the scientific story 3 . Similarly, consideration of the current scientific experience of the manuscript’s prospective handling editor and of their editorial colleagues — should this information be known or available — can inform how the cover letter is framed. Has the journal published related work? Does it have a reputation for quality in the subject area or for publishing similar types of scientific advances? Are the editors likely to be familiar with current challenges and opportunities in the field, and knowledgeable about its standards of rigour and reporting? Are the editors aware of any relevant controversies?

Second, help the editors understand and assess the main contributions of your work. At Nature Biomedical Engineering , for research manuscripts that fit the journal’s scope we assess the degree of advance, broad implications and breadth and depth of the work. To perform this task well, we need to place the manuscript in its appropriate context 4 . We find that a cover letter is particularly informative when it helps us to identify the relevant type of advances in the study. Do the authors feel that the main contribution of the work involves the development of new technology to widen its biomedical applicability? Or does the value of the work mostly lie on the performance and translatability of a slightly improved workflow? Are any of the methods or their implementation new? Was the study’s aim to minimize the usability and cost of a device, or to expand its functionality? Is the mechanism of action underlying the discovered phenomena a notable contribution? And are the mechanistic insights being leveraged to improve the understanding of the disease or the intervention? We also appreciate it when cover letters provide suitable context for the work: for instance, which recently published studies are most relevant, and why? Is the work merely using state-of-the-art technology or methodology, or building on it? Has the same problem been addressed by other approaches? Has the same hypothesis been investigated from different angles? What types of validation support the robustness of the findings?

Third, describe the realistic implications of the work. The temptation is to dream big; yet, the credibility of the inferences improve when they are suitably constrained. Hence, state the main challenges that lie in the way. Similarly, describe the study’s limitations and whether they arise from the assumptions made, or from the methods, models or data acquired or used.

The style and format of research manuscripts are constrained for good reasons: they make it easier to find and interpret the information. The freedom of free-form writing can make cover letters more challenging to write well. We can offer a few more pieces of advice: constrain their length, structure and detail 5 , and explain your work and its context accessibly 6 . And, as if writing for a semi-supervised learning agent (pictured), use natural language.

Nat. Biomed. Eng. 1 , 771 (2017).

Nature 556 , 5 (2018).

Nat. Biomed. Eng. 2 , 53 (2018).

Nat. Biomed. Eng. 6 , 677–678 (2022).

Nat. Biomed. Eng. 5 , 1111–1112 (2021).

Nat. Biomed. Eng. 6 , 105 (2022).

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How to make cover letters instructive. Nat. Biomed. Eng 6 , 1087–1088 (2022). https://doi.org/10.1038/s41551-022-00957-4

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Published : 14 October 2022

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DOI : https://doi.org/10.1038/s41551-022-00957-4

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Cover Letters

The cover letter is a formal way to communicate with journal editors and editorial staff during the manuscript submission process. Most often, a cover letter is needed when authors initially submit their manuscript to a journal and when responding to reviewers during an invitation to revise and resubmit the manuscript. For more information on the peer review process and possible manuscript decisions, see Section 12.7 of the Publication Manual .

Because cover letters are separate documents from the manuscript file, all correspondence during the publication process must include the complete manuscript title, the authors’ names, and the manuscript number (assigned by the journal when the manuscript is first received). Although any author may correspond with the journal editor or editorial staff, most correspondence is handled by the corresponding author , who serves as the main point of contact and responds to questions about the published article. All authors should decide prior to submission who will serve as the corresponding author.

Cover letters are covered in the seventh edition APA Style Publication Manual in Section 12.11

Cover letter for manuscript submission to a journal

Authors usually must include a cover letter when they first submit their manuscript to a journal for publication . The cover letter is typically uploaded as a separate file into the online submission portal for the journal (for more information on using an online submission portal, see Section 12.10 of the Publication Manual ).

The cover letter should be addressed to the journal editor; any interim correspondence is addressed to the editor or associate editor with whom you have been in communication.

In your submission cover letter, include the following information:

• manuscript title
• manuscript authors
• assurances that all authors agree with the content of the manuscript and with the order of authorship (for more information, see Sections 1.21–1.22 of the Publication Manual )
• assurances that the corresponding author will take responsibility for informing coauthors of editorial decisions, reviews received, and any changes or revisions made
• information about the existence of any closely related manuscripts that have been submitted for simultaneous consideration to the same or to another journal
• notice of any conflicts of interest or activities that might be seen as influencing the research (for more information, see Section 1.20 of the Publication Manual )
• a request for masked review, if that is an option for the journal and desired (for more information, see Section 12.7 of the Publication Manual )
• verification that the treatment of human participants or nonhuman animal subjects was in accordance with established ethical standards (for more information, see Sections 1.18 and 12.13 of the Publication Manual )
• a copy of any permissions to reproduce copyrighted material or a notice that permissions are pending (for more information, see Sections 12.14–12.18 of the Publication Manual )
• the telephone number, email address, and mailing address of the corresponding author

Check the journal’s website for the current editor’s name and for any other journal-specific information to include in your cover letter.

Cover letter for a revised and resubmitted manuscript

Also include a cover letter with manuscripts being resubmitted to a journal after receiving an invitation to revise and resubmit. Ensure the cover letter contains the complete manuscript title, the authors’ names, and the manuscript number (assigned by the journal when the manuscript was first received). In the cover letter for the resubmission, thank the editors and reviewers for their feedback and outline the changes you made (or did not make) to the manuscript to address the feedback.

The cover letter for a revised and resubmitted manuscript summarizes the changes to the manuscript. Along with the cover letter and revised manuscript, authors should also provide a response to reviewers , which is a detailed document explaining how they responded to each comment.

Sample cover letters

These sample cover letters demonstrate how authors can communicate with the journal editor at the initial manuscript submission and following an invitation to revise and resubmit a manuscript for publication.

• Sample Cover Letter for Manuscript Submission (PDF, 73KB)
• Sample Cover Letter for a Revised and Resubmitted Manuscript (PDF, 91KB)

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10 Cover Letters

• Published: February 2023
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Now that your manuscript is finished, it’s time to submit to a journal. In most cases, this is easy: simply upload it to the website of your chosen journal and press submit. But sometimes, the journal requests a cover letter, to supply extra information for the editors—and you can always provide one, even when you aren’t asked. Cover letters play a vital role in getting a paper published. This is particularly true at the highest-impact journals, where editors use cover letters to help decide which papers to send out to review and which to reject immediately.

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Scientific Publishing in Biomedicine: How to Write a Cover Letter?

Zahra bahadoran.

1 Nutrition and Endocrine Research Center, Research Institute for Endocrine Sciences, Shahid Beheshti University of Medical Sciences, Tehran, Iran

Parvin Mirmiran

Khosrow kashfi.

2 Department of Molecular, Cellular and Biomedical Sciences, Sophie Davis School of Biomedical Education, School of Medicine, City University of New York, New York, USA

Asghar Ghasemi

3 Endocrine Physiology Research Center, Research Institute for Endocrine Sciences, Shahid Beheshti University of Medical Sciences, Tehran, Iran

A cover (covering) letter is a brief business letter introducing the scientific work alongside the submission process of a manuscript and is required by most scientific peer-review journals. A typical cover letter includes the name of the editor and the journal, date of submission, the characteristics of the manuscript, the importance of the work and its relevance to prospective audiences, declarations such as author agreements, conflicts of interest statement, funding source (s), and ethical statements. The letter also includes the contact information of the corresponding author (s) and may also include suggestions of potential reviewers. Spending enough time to draft an informative, comprehensive, and concise cover letter is quite worthwhile; a poorly drafted one would not persuade the editor that the submitted work is fit for publication and may lead to immediate rejection. Here, we provide a practical guide to draft a well-written, concise, and professional cover letter for a scientific medical paper.

The Cambridge dictionary defines a cover letter as “a letter that contains information about the thing it is sent with”. The cover letter is commonly known as a motivation letter submitted along with the curriculum vitae (CV) or a job application for employment ( 1 ) or academic position ( 2 ), and it is not clear why and how it was introduced into the scientific field ( 3 ). In scientific writing and publishing, a cover/covering letter is a letter to the editor’s target journal ( 4 ).

Providing a cover letter alongside the submission process is now required by most scientific journals. In fact, some high-quality and prestigious journals pay specific attention to the cover letter ( 3 ). Amongst the different steps of the publication process, the cover letter is the last step and is often overlooked ( 5 ). One of the most common complaints voiced by editors regarding submitted manuscripts is that the authors neglect to write a well-written cover letter, including a statement justifying the importance of their work ( 6 ). Missing this opportunity may have unintentional consequences, rejection without further consideration instead of being sent for external peer-review ( 5 , 6 ). Contrary to this view, some believe that the cover letter’s content overlaps with the manuscript’s abstract and gives mostly redundant information already found within the online submission system ( 3 ). The cover letter may also be a “misleading commercial advertisement” where it would not represent the content of the manuscript ( 3 ).

Although many editors may not read or seriously consider the cover letters of the submitted manuscripts ( 3 , 4 ), neglecting the importance of the cover letter may be a risk for the authors. Therefore, spending an adequate amount of time to write a coherent and persuasive cover letter is worth it. Following our previous publication on choosing a journal in a new series entitled Scientific Publishing in Biomedicine ( 7 ), here, we provided a practical guide to draft a well-written, professional, and concise cover letter needed to be accompanied by an original scientific paper, either with the initial submission or subsequently at revision/resubmitting stage. Since there are subtle differences in writing a cover letter for an original research paper versus a review article or an opinion, some points for drafting a cover letter for such papers are also discussed.

2. The Function of the Cover Letter

A cover letter is “a brief business letter”, which introduces the submitted manuscript to a prospective editor (s) ( 8 ). There are essentially two types of letters; the first is the one that is initially submitted with the manuscript (cover letter), and the second is when a revision is being submitted (revised letter). The first letter introduces the work at the initial manuscript submission ( 9 ), while the second one is needed following an invitation to revise and resubmit the manuscript. Here, the authors respond to the suggestions/criticisms of the reviewers ( 10 ). In this paper, “cover letter” and “second letter” refer to the first/submit letter and the revised letter, respectively.

A well-written cover letter is an effective tool for authors to sell their work to the journal editor and make a “good first impression”. A cover letter is a summary that highlights the main points, emphasizes the novelty, and communicates the potential implications of the submitted work ( 3 ). A cover letter allows the authors to persuade the editors regarding the novelty/originality and significance of the research in a less formal manner than in the manuscript itself ( 6 ). A well-written and informative cover letter helps the journal’s editor to be informed about the work and its significance. Regardless of the novelty and significance of the submitted manuscript, editors may miss those points without providing insights in a cover letter ( 5 ).

3. The Content of a Cover Letter

3.1. first cover letter (submit letter).

One point of view is that the cover letter’s content should be covered in the manuscript’s abstract ( 3 ). A typical cover letter includes the name of editor (s) and the journal, date of submission, the characteristics of the manuscript (i.e., title, type of the manuscript, e.g., review, original, case report), the importance of the work and its relevance to the readership of the journal, verification of the originality of the work, the authors’ confirmation that the manuscript is currently submitted only to this journal, declarations and ethical statements, suggested potential reviewers, and contact information of the corresponding author of the submitted work ( 5 , 6 ). Other manuscript characteristics, including the length and number of tables and figures, can also be indicated. If the manuscript belongs to a special issue or is being submitted upon an official invitation from the journal’s editorial office, it should also be addressed. The main contents of the first cover letter are described in Table 1 .

The most critical element of a cover letter is a “statement of novelty/significance/implication.” The authors are advised to carefully write a brief and concise description of their work’s impact toward communicating its significance ( 6 ). The authors are strongly advised not to copy the abstract into the cover letter and instead explain in their own words the significance of the work and the reason for submitting it to the journal ( 11 ). If this information is lacking, the editors may rely on the reviewers who may not appreciate the significance of the work and just focus on the technical issues rather than the scientific value of the work ( 5 ). Providing a clear and robust statement of novelty and significance would be more critical for editors and potential reviewers with diverse and interdisciplinary backgrounds ( 6 ).

The statements are expected to answer the following questions: (1) why is the work important? (e.g., emphasizing a new measurement, a new diagnostic method or criterion, a newly discovered biological process); and (2) how does the work advance current knowledge in the field? The best approach to answer this question is by describing the current state of knowledge in the field and clarifying how the work provides an added value by answering a previously unanswered question, finding the solution to a problem, or improving existing methods ( 5 ). Checking the recently published papers on similar topics in the journal provides new insights for the authors to clarify in the cover letter as to how the manuscript follows the publication trends of the journal and will add something new that would be relevant to the trend ( 12 ).

The cover letter is also expected to emphasize why the manuscript will attract the journal’s readers ( 5 ). The authors also need to consider the journal’s Aims and Scope to underscore how the manuscript would fit within the journal’s scope and attract potential readers ( 13 ). Instead of stating simply that the manuscript is “of interest to the field” or “novel,” the authors should address specific aspects of the journal’s Aims and Scope statement, e.g., “We believe that this manuscript is appropriate for publication by [journal name] since it… [reference to the journal’s aims and scope] ( 11 ).

For a review, opinion, or a trends paper, emphasizing the timeline and novelty is needed, as stated by Sacristán, the editor of trends in molecular medicine: “The synthesis and conceptual advance should be particularly stated in terms of what is new and has been trending in the field for the last one to five years”. She also recommends that the authors need to provide a future perspective beyond the main take-home message of the manuscript for a trends paper and take a strong and novel stance on a hypothesis or idea for a cover letter of an opinion manuscript ( 14 ).

The cover letter must contain some predefined statements, including the “author agreement” statement ( 13 ). An “author agreement” is a statement to confirm that “all authors have read and approved the final version of the manuscript being submitted” ( 8 ). Furthermore, “the authors warrant that the manuscript is their original work, has not received prior publication and is not under consideration for publication elsewhere” ( 8 ). Some journals may request the corresponding author to confirm that he/she will take responsibility for informing co-authors of editorial decisions, reviews received, and any changes or revisions made; additionally, the editor (s) should be informed about any closely related manuscript (s) simultaneously submitted for consideration to the same or another journal ( 15 ). The authors also should declare if any part of the submitted work has been previously published elsewhere, even as an abstract ( 16 ); e.g., “there is some overlap in the content of the introduction section, which we have noted in the text”.

Depending on the journal’s policy, other statements, including “conflict of interest statement”, “funding source declarations”, and “permission note”, may also be required to be included in the cover letter ( 8 , 11 ). As indicated by Elsevier, a conflict of interest statement, known as a disclosure statement, is a declaration from the author that “there is no financial/personal interest or belief that could affect their objectivity”. The publisher emphasizes that the authors should declare and state the potential conflict’s source and nature in cases where a conflict of interest exists. A funding source declaration is defined by the publisher as “a declaration of any funding or research grants (and their sources) received in the course of study, research or assembly of the manuscript”. Elsevier also defines the permission note as a statement that declares that “permission has been received to use any material in the manuscript such as a figure, which is not original content” ( 8 , 17 ). Other statements like “Statement of English native editing” may also be added.

Furthermore, informing the editor (s) regarding any information that will support the submission (e.g., original or confirmatory data, supplementary materials, relevance, topicality) can be helpful ( 8 ). Other operational information, typically provided within checkboxes of the journal’s submission system, is not required to be included in the cover letter ( 5 ).

3.2. Second Cover Letter

The second cover letter, which accompanies the revised version of the manuscript, must be a model of clarity and must address every issue posed by the editor and reviewers ( 10 ). If the revised manuscript is sent for the second round of peer-review, the reviewer (s) will see the letter. The content of the header and footer sections of the revised letter is similar to that of the submitted cover letter. The letter should be directed to the editor as addressed in the first letter unless the authors are informed that a new editor will process the revised version ( 10 ). The first paragraph should start with an “expression of polite gratitude”, e.g., “we would like to thank you for the opportunity to revise and resubmit our manuscript.” The “manuscript ID” or “identification number,” usually assigned by the journal in the first submission, should be addressed in the first paragraph ( 10 ).

The second paragraph usually “signals attention to the reviewers’ comments” by providing an explicit reference to the comments made by the reviewers and the editor. Furthermore, it may contain a positive statement regarding the results, methodology, conclusions, etc., in which case the authors need to acknowledge reviews’ insights ( 10 , 18 ). For example, “We sincerely appreciate all the valuable comments and suggestions made, which helped us improve the revised version of our manuscript” or “we found the reviewers’ comments helpful in guiding us to revise the manuscript.” Such statements will help the authors in creating a polite, formal tone throughout the letter. The paragraph should be followed by providing the editor with a roadmap or a summary of the revisions, addressing “the response to comments attachment.” A point-by-point response to the specific comments of the reviewers must be provided. If the authors disagree with a point raised by a reviewer, a rebuttal or counterstatement may be in order. A scientific and polite approach should spell out why the authors disagree, never losing sight of the reviewer’s opinion ( 19 ).

The footer section (closing salutation) of the letter returns to polite formalities, using statements like “we hope that the revised version of our manuscript is now acceptable to the reviewers, and suitable for publication in the [name of journal], we look forward to hearing from you at your earliest convenience” ( 10 ).

4. Organization

Although it is not a rule, the cover letter’s content can be organized within a cover letter header (opening salutation), three main paragraphs (the body of cover letter), and a cover letter footer (closing salutation), as described in Table 1 .

The cover letter should be initiated by addressing the editor (s) and the target journal; however, the author’s affiliation and contact information may also be included at the top of page ( 4 ). The name of the editor (s) can be easily found on the journal’s information page. If it is known, the authors must address the editor who will receive the manuscript and handle the peer-review process ( 13 ). If there are several co-editors, the person the author feels has the most appropriate background, and specialty of the topic should be addressed. In cases where such information is lacking, authors can mention all editors by name or address the letter to “dear editors” ( 12 ); however, it has been recommended to avoid writing “dear editor” ( 16 ). Also, the submission date and the journal’s name where the manuscript will be submitted are required ( 13 ).

In the first paragraph of the cover letter body, to introduce the submitted work, the title and the type of manuscript, authors’ name, journal name, and manuscript length are presented ( 4 ). In addition, it is mentioned that whether the manuscript is submitted upon an invitation or belongs to a special issue. The importance of the study, including novelty, potential implications, and its take-home message, are addressed in the second paragraph of the cover letter body. In addition, it is explained why the work would be attractive for journal readers. The third paragraph of the cover letter body includes some statements including authorship agreement, conflicts of interest, funding source, and ethical considerations. If required, potential reviewers are also suggested here.

Within the closing salutation, the authors can appreciate the editor for taking the time to read the cover letter and considering the submitted work for potential publication.

5. Some Practical Tips: The Length, and Dos and Don’ts

The authors need to spend plenty of time crafting their cover letters. They are advised to avoid too many details and keep it within one page (less than 200 words), like an introduction or a brief overview ( 4 , 11 ). The authors should check the guide for authors and cover letter suggestions provided by the journal, including all the requirements, e.g., specific disclosures, statements, and potential reviewers. Some publishers (e.g., Springer, https://www.springer.com/gp/authors-editors/journal-author/cover-letters/1398, Taylor & Francis, https://authorservices.taylorandfrancis.com/publishing-your-research/making-your submission/writing-a-journal-article-cover-letter/) provide sample cover letters that the authors can use. Figure 1 provides a sample for a cover letter.

If the authors address previously published papers in the cover letter, then appropriate citation should be considered. The authors should carefully check the letter for any spelling and grammatical errors ( 11 , 20 ). They should make sure that they correctly spell the name of the journal’s editor (s) ( 4 ). Being careless regarding the editor’s name or the change of a journal’s name in a cover letter of a resubmitted manuscript, can be embarrassing and make a bad impression ( 4 ). It is suggested that the cover letter be written on the authors’ institutional letterhead to display professionalism and reliability ( 20 , 21 ).

5.2. Don’ts

When authors suggest a number of potential reviewers, they should avoid suggesting their friends and colleagues, as this would be viewed as a conflict of interest. Collaborators whom the authors have published with in the past five years should not be suggested either; an editor may easily be informed of such associations by a quick search of PubMed or other databases ( 22 ). The authors should avoid using complex sentence structures, jargon, and acronyms and keep the text straightforward and easy to read ( 11 , 20 ). The authors should also avoid including unrelated personal information or glorifying their past research papers or any of their academic accolades ( 20 ). They must not be rude towards the editors or complement the editor’s accomplishments ( 4 ). The novelty statement should not exaggerate or overstate the findings of the work; furthermore, any conclusion stated should be completely supported by the data provided in the manuscript ( 23 ). Finally, authors are recommended not to write a generic cover letter that could be used for any manuscript and could be sent to any journal ( 21 ).

6. Conclusion

In summary, a cover letter should highlight the novelty, importance, take-home message, and goodness-of-fit of the manuscript to the journal. These are critical information that can persuade an editor that the submitted work merits publication consideration in the journal. The cover letter should not be general but should be custom-written for the target journal. Although the submitted manuscript may usually pass through the peer-review process and get published regardless of the cover letter, a well-written, informative, and concise cover letter increases the chance of gaining acceptance.

Authors' Contribution: Study concept and design, Zahra Bahadoran and Asghar Ghasemi; Drafting of the manuscript, Zahra Bahadoran, Parvin Mirmiran, and Asghar Ghasemi; Critical revision of the manuscript for important intellectual content, Khosrow Kashfi and Parvin Mirmiran.

Conflict of Interests: The authors have no conflict of interest.

Funding/Support: This study was supported by the Shahid Beheshti University of Medical Sciences (grant number 28127).

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How to Write an Effective Cover Letter for Journal Submission | Example Cover Letter

When submitting your manuscript to a journal, it is important to include a well-written cover letter which could help your paper to reach the next level of the process. A good cover letter can voice your manuscript on behalf of you to the journal editor. You can take this opportunity to describe why your manuscript will be of importance and interesting to the journal’s readers, which is something that every journal editor looks for. Therefore, it is worth spending time to write a coherent and convincing cover letter for journal article submission. This article provides the best cover letter example format for your easy understanding.

Before start writing your cover letter, check the instructions for authors of your journal for any specific information to be included in the cover letter. Some journals suggest including few additional details in the cover letter.

The cover letter should claim that your article is a good fit for the journal and it should highlight your major research findings. Specify the theme or scope of the journal under which you are submitting the manuscript. The author should assure the editor that there are no conflicts of interest to publish your manuscript.

To help you with this, iLovePhD imparts you how to write an effective cover letter to a journal for research article submission, providing examples of what should be included, what should not be included, and a sample template of the cover letter.

Key points to include:

• Editor’s name (you can find this on the journal webpage ).
• Name of the journal
• Your article’s title
• Brief description of the novelty of the research and emphasis on your major research findings.
• A statement that your paper is not currently under consideration by another journal
• Contact information for you and any co-authors
• Confirm that you have no conflicts of interest
• A list of potential reviewers (If asked by the journal)
• Any researchers/reviewers who should not review your manuscript (If asked by the journal)

Points to avoid:

• Keep your cover letter to a maximum of one page (brief introduction and overview).
• Don’t copy your abstract into your cover letter; instead explain significance and novelty of your work in your own words.
• Don’t use too much jargon or acronyms; instead use simple, easy and straightforward language.
• Avoid spelling and grammar errors and ensure your letter is professional before submitting.

Example Cover Letter for Journal Submission

The best cover letter example for any publication (elsevier, wiley, IEEE, springer, pubmed, taylor and francis, and SAGE ) shown below:

Dr. / Prof. (Editor’s name)

Editor-in-Chief

Journal name

Dear Dr. /Prof. ( Editor’s name)

I/we wish to submit a research manuscript entitled “(title of research article)” for publishing in your esteemed journal. ( Briefly describe your research work in your own words. Don’t paste your abstract here. Clearly explain the novelty of your work and its significance and the reason to choose this journal for publication .)

I/we declare that all the authors ( all the authors’ name ) of this manuscript agreed to submit the manuscript to the journal ( Journal name ). We also agree to transfer copyright from the authors to the journal. The manuscript has been prepared as per the journal’s guidelines and checked for language correction.

I/we do confirm that this work is original and the manuscript is not currently under consideration for publication elsewhere.

Please address all the correspondence pertaining to this manuscript to me at ( email address ).

Thanking you

( Your name )

I Hope, this article helps you to know how to write an effective cover letter with an example to a journal for research article submission.

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Part one of our 3-part series on the dos and don’ts of communicating with editors and reviewers.

A good cover letter is a crucial part of the manuscript submission package to Nature Methods . It is not simply an archaic form of communication that is becoming obsolete in a digital world; rather, it should be viewed as an opportunity to convey many important pieces of information about a paper to the editors.

Manuscripts submitted to Nature Methods must first pass an editorial evaluation stage, but as professional editors, we are not experts in every scientific field that the journal covers. Providing context for the paper in a cover letter not only can help the editors reach a quicker decision but also can sometimes tip the balance in favor of sending a borderline paper out for peer review.

Here are some practical tips for potential authors.

• Do give a brief, largely non-technical summary of the method. Explain how it will have an impact and why the method and its applications will be interesting to a broad biological audience. This can include more forward-looking information about potential future applications that authors may be reticent to share with reviewers or readers of their manuscript. Such a summary is especially crucial for highly technical papers, where the chance that the advance may not be fully appreciated by the editors is often higher.
• Do put the work in context. Briefly explain the novelty and the specific advances over previous work but be realistic about what the method can and cannot achieve. Many authors are hesitant to compare their work to previous methods for fear that it will appear to reviewers that they are putting down the contributions of other researchers. But editors may not be aware of the nuances of various approaches to address a methodological problem and are more likely to reject a paper without peer review when the advance over previous work is not clear. Authors should not hesitate to discuss freely in the cover letter why they believe method is an advance (most ideally, backed up with strong performance characteristics in the manuscript!).
• Do suggest referees. If the editors decide to send the paper for peer review, providing a list of potential referees, their email addresses, and a very short description of their expertise, can help the editor assign referees more rapidly. Of course, whether the editor decides to use any of the suggested referees is up to him or her. This is also the place to list researchers that you believe should be excluded from reviewing the paper. (Please note that the names of excluded reviewers should also be included in the relevant field of the online submission form.) The editors will honor your exclusion list as long as you don’t exclude more than five people; if you exclude everyone relevant in a scientific field such that the review process will not be productive or fair, the editor may ask you to shorten the list.
• Do tell us about any related work from your group under consideration or in press elsewhere. Explain how it relates, and include copies of the related manuscripts with your submission.
• Do mention any unusual circumstances. For example, known competition with another group’s paper, co-submission to Nature Methods planned with another group, or co-submission of a related results paper to another NPG journal, etc.
• Do mention if you have previously discussed the work with an editor. As editors, we meet a lot of researchers at conferences and lab visits and many papers are pitched to us. A brief mention of when and where such a conversation occurred can help jog the memory of why we invited the authors to submit it in the first place.

The DON’Ts:

• Don’t simply reiterate that you have submitted a paper to us and/or copy and paste the title and abstract of the paper. The cover letter should be viewed as an opportunity to present useful meta-information about the paper, and not tossed off simply as a submission requirement.
• Don’t go on for pages about what the paper is about and summarize all of your results. The editor will always read the paper itself so long cover letters are usually redundant. A one-page cover letter in almost all cases is sufficient.
• Don’t use highly technical jargon and acronyms. Explaining the advance in a general manner can go a long way in helping the editors reach a quicker decision; cover letters that are largely unreadable are of no help to the editors.
• Don’t overhype or over-interpret. While a description of why the method will advance the field is definitely appreciated, obvious overstatements about the impact or reach of the work do not help and can even reflect poorly on the authors’ judgment of the needs of a field.
• Don’t assume that going on about your scientific reputation or endorsements from others in the field will sway us. This is not pertinent to our editorial decision. Our decisions are based on whether we think the paper will be a good editorial fit for the journal, not on the laurels of the authors or because someone important in the field suggested that they submit the work to Nature Methods

And finally, a minor editorial pet peeve:

• Don’t address your cover letter to “Dear Sir.” This is antiquated language, not to mention often incorrect, given that two-thirds of Nature Methods’ editors are women. Stick to the gender-neutral “Dear Editor” in cases where you are not addressing a specific editor.

Don’t miss parts 2 and 3 of this series of posts covering rebuttal letters and appeal letters . We encourage questions, comments and feedback below. The editors will do their best to answer any questions you have.

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Cover letters

A good cover letter will help "sell" your manuscript to the journal editor. it is not enough to send a manuscript to a journal editor like this:.

Dear Editor-in-Chief,

I am sending you our manuscript entitled "Large Scale Analysis of Cell Cycle Regulators in bladder cancer" by Researcher et al. We would like to have the manuscript considered for publication in Pathobiology.

Please let me know of your decision at your earliest convenience.

With my best regards,

Sincerely yours,

A Researcher, PhD

Instead, check to see whether the journal's Instructions for Authors have any cover letter requirements (e.g., disclosures, statements, potential reviewers).

Then, write a letter that explains why the Editor would want to publish your manuscript:

Common phrases:

• Please find enclosed our manuscript, "[manuscript title]" by [first author's name] et al., which we would like to submit for publication as a [publication type] in [name of the journal].
• To our knowledge, this is the first report showing...
• We believe our findings would appeal to the readership of [journal name].
• Please address all correspondence to:
• We look forward to hearing from you at your earliest convenience.

All cover letters should contain these sentences:

• We confirm that this manuscript has not been published elsewhere and is not under consideration by another journal.
• All authors have approved the manuscript and agree with its submission to [insert the name of the target journal].

Submission checklist Before submitting your manuscript, thoroughly check its quality one more time. Evaluate it critically-could anything be done better?

Be sure that:

• The manuscript follows the submission guidelines
• All files are in the correct file format and of the appropriate resolution or size
• The spelling and grammar are correct
• You have contact information for all authors
• You have completed online registration for the submission process for your target journal
• You have written a persuasive cover letter

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Three Cover Letter Templates to Journal Editors

Posted by Rene Tetzner | Aug 26, 2021 | How To Get Published | 0 |

Three Cover Letter Templates to Journal Editors Each cover letter is unique, and those addressed to journal editors by scientists and academics when they submit their writing for publication are no exception. As an opportunity to present original research in the best possible light, a cover letter is indispensible for persuading a busy editor that a manuscript is worthy of peer review. A letter can only achieve this goal, however, if it is well written, contains everything the particular journal’s author instructions request for cover letters and offers specific and detailed information about why the research reported and the paper itself are perfect for the journal and of special interest to its readers. The originality that should characterise an excellent cover letter therefore prevents the wholesale use of a universal template without significant alterations, but the three sample letters that appear below may prove helpful for scholars who are planning, formatting and drafting a professional cover letter to a journal editor.

The content of the three sample letters is entirely fictional, with the dates, names, titles and situations invented. The specifics pertinent to your own research, your manuscript and the journal you are targeting will give you the raw material to emulate these templates. The format of a traditional business letter has been observed, so contact information for the authors and editors has been provided as complete mailing addresses. This formality may not be strictly necessary when communicating with a journal editor via email, where such details are often truncated, but the complete forms are always acceptable, and proper names and titles are a necessity. If possible, the official letterhead of the university, department or other research body with which you are affiliated should be used along with your name, phone number and professional email address.

Descriptions of the research and manuscript in each of the three examples have been kept simple so that the meaning will be clear to readers of all specialisations, but there are certainly successful cover letters that delve into a good deal more detail. Letter 2 below, for instance, might productively say more about the specific lights used and tomato plants grown and provide numbers and percentages as well. Do keep in mind, however, that the clarity and accessibility offered by a short and simple approach is also valuable, particularly when writing to an editor who may not share your precise specialisation.

Letter 1 adopts the perspective of a doctoral candidate who has rewritten the literature review chapter of his thesis as a bibliographical study and is seeking publication for the first time. Letter 2 introduces a research paper written by several authors and demonstrates how to act as the corresponding author when submitting a multi-author manuscript. Letter 3 posits that the author met the journal editor at a recent conference where an earlier version of the paper now being submitted for a theme issue of the journal was presented.

Download –> Letter 1: A Doctoral Candidate Seeking His First Publication

Joe Student Department of English University of the Western Shore San Francisco, CA, USA 98765 777-999-8888 [email protected]

Dr. Brian Editing Editor-in-Chief Journal of Analytical Middle English Bibliography New York, NY, USA 12345 [email protected]

November 8, 2017

Dear Dr. Editing,

I am writing to submit my article entitled ‘A Bibliography of Hoccleve Studies from the Fifteenth Century to 2017: Patterns of Readership and Response’ for publication in the   Journal of Analytical Middle English Bibliography . This manuscript is based on a chapter of my doctoral thesis, supervised by Dr Hoccleve Specialist, and has not been published or submitted elsewhere for consideration.

I believe this manuscript is appropriate for the   Journal of Analytical Middle English Bibliography   because it combines a complete list and critical summary of previous studies with an in-depth analysis of not only individual contributions, but also the larger patterns of scholarship and their possible significance through the centuries. As I argue in the paper, the autobiographical nature of Hoccleve’s writing and the bouts of madness he claims to have experienced are topics upon which perspectives and approaches swing on a particularly long pendulum. Shifts in opinion regarding the literary quality of Hoccleve’s poetry are similarly striking. Current trends and the annotated Hoccleve bibliography will likely prove of special interest to many of your readers, enabling future research and encouraging scholarly self-awareness.

If you decide to consider the manuscript for publication, I suggest the following two experts as qualified reviewers:

Dr. Medieval Scholarship Professor of English, Southern University [email protected]

Dr. Manuscript Expert Director of Medieval Studies, Northern University [email protected]

Many thanks for your time and consideration. I look forward to your response.

Joe Student

Joe Student Ph.D. Candidate and Teaching Assistant Department of English University of the Western Shore

Download –> Letter 2: A Corresponding Author Submitting an Article Written by Several Researchers

Jane Researcher Private Plant Research Institute 9201 Pink Greenhouse Place Coquitlam, BC, Canada, V0V 1A1 604-604-6044 [email protected]

Dr Samuel Botanist Managing Editor Growing Our Greenhouse: A Journal of Current Research 2020 Glass Hill Colorado Springs, CO, USA, 59678 [email protected]

November 22, 2017

Dear Dr Botanist,

I am delighted to submit an original research article entitled ‘LED Lights Increase Vitamin C Content in Greenhouse Cherry Tomatoes’ for publication in   Growing Our Greenhouse: A Journal of Current Research . My colleagues and I at the Private Plant Research Institute in Coquitlam conducted the research and coauthored the manuscript; a full list of the names and affiliations of all ten coauthors is attached. We have all approved the manuscript for submission to   Growing Our Greenhouse , and I have been chosen as the corresponding author.

The article is particularly appropriate for the journal’s section dedicated to the cultivation of fruits and vegetables. It is, in fact, a continuation of the research presented in our article ‘Can LED Lights Really Replace the Sun for Tomatoes?’ which was published in that section of   Growing Our Greenhouse   two years ago. Then we were analysing the results of our first two seasons of growing tomatoes under LED lights. One of the unexpected discoveries we made as we determined which plants and lights produced the best results was that vitamin C content appeared to increase when the ripening fruit was exposed to LED light.

The research reported in the manuscript I am submitting today was designed to investigate further the apparent increases in vitamin C. Its methodology is similar to that of our earlier study, but we used only those cherry tomato plants that we had already shown could thrive under LED lights. We also established a larger number of experimental groups to explore the effects of variables such as light colour, light intensity, hours of exposure, ambient temperature and presence or absence of sunlight. Our findings were convincing to say the least, with vitamin C content doubling and sometimes trebling in fruit exposed to additional LED light. Even fruit given only LED lighting and deprived of all natural sunlight far exceeded the vitamin C content of those tomatoes exposed to natural sunlight alone.

We trust that your readers will find our hands-on empirical method as effective as they have in the past and benefit from our practices and discoveries as they grow and experiment in their own greenhouses.

Thank you for your continuing interest and consideration.

Yours sincerely,

Jane Researcher

Jane Researcher Research Director, Private Plant Research Institute

Download –> Letter 3: A Conference Participant Submitting a Paper to the Journal Editor She Met

Sheila Presenter Chair, School of Business Management Yorkshire University 2121 University Road York, North Yorkshire, UK, YO33 7EE 01904 323232 [email protected]

Dr Margaret Publisher Editor-in-Chief Journal of Innovative Business Studies 178B West Central Avenue London, UK, EC9M 6BB [email protected]

25 November 2017

Dear Dr Publisher,

It was a pleasure meeting you and discussing our similar interests at the Business Management conference in London a couple of weeks ago. As promised, I have revised my presentation and am submitting it for your consideration for the upcoming issue of the   Journal of Innovative Business Studies   dedicated to management innovations. The new title of the manuscript is ‘Empathy as a Management Strategy Yields Significant Increases in Efficiency and Productivity.’

You might recall that we discussed the challenges of reshaping my presentation, which was designed to generate in conference attendees the emotional responses it discusses, to conform to the structural requirements of the   Journal of Innovative Business Studies . The journal’s author instructions were actually very helpful, and I believe the overall argument of the paper is now clearer as a result of the rearrangement. I also took a look at the recent   Journal of Innovative Business Studies   articles by Sally Scholar and John Researcher that you recommended. The former was particularly helpful and I have cited it more than once in my closing discussion. That discussion has benefited significantly from our long talk at the conference and I hope you do not object to my acknowledgement of your insight.

As you know, the research presented in the manuscript is original and has not been published or submitted elsewhere. My methods comply with the journal’s ethical standards, I have no conflicts of interest to disclose and I have removed all traces of my identity in preparation for blind review. I would respectfully request that Stephen Harsh not review the manuscript, however. His knowledge in this area is extensive, but you may remember from his comments at the conference that he does not share my approach to management or view my recent research with a positive eye. I believe the following two experts would serve as more appropriate reviewers of my paper:

Frederick Newapproach CEO, Management Innovations UK Inc. [email protected] Samantha Kindheart Chair, Department of Business Management University of the Wolds [email protected]

I look forward to seeing you at the upcoming conference in Leeds. In the meantime, let me take this opportunity to thank you for your interest and consideration.

Best regards,

Sheila Presenter

Sheila Presenter Chair, School of Business Management Yorkshire University

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CWP: Craft of Prose: Researching the White Paper

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Research the White Paper

Researching the white paper:.

The process of researching and composing a white paper shares some similarities with the kind of research and writing one does for a high school or college research paper. What’s important for writers of white papers to grasp, however, is how much this genre differs from a research paper.  First, the author of a white paper already recognizes that there is a problem to be solved, a decision to be made, and the job of the author is to provide readers with substantive information to help them make some kind of decision--which may include a decision to do more research because major gaps remain. 

Thus, a white paper author would not “brainstorm” a topic. Instead, the white paper author would get busy figuring out how the problem is defined by those who are experiencing it as a problem. Typically that research begins in popular culture--social media, surveys, interviews, newspapers. Once the author has a handle on how the problem is being defined and experienced, its history and its impact, what people in the trenches believe might be the best or worst ways of addressing it, the author then will turn to academic scholarship as well as “grey” literature (more about that later).  Unlike a school research paper, the author does not set out to argue for or against a particular position, and then devote the majority of effort to finding sources to support the selected position.  Instead, the author sets out in good faith to do as much fact-finding as possible, and thus research is likely to present multiple, conflicting, and overlapping perspectives. When people research out of a genuine desire to understand and solve a problem, they listen to every source that may offer helpful information. They will thus have to do much more analysis, synthesis, and sorting of that information, which will often not fall neatly into a “pro” or “con” camp:  Solution A may, for example, solve one part of the problem but exacerbate another part of the problem. Solution C may sound like what everyone wants, but what if it’s built on a set of data that have been criticized by another reliable source?  And so it goes. 

For example, if you are trying to write a white paper on the opioid crisis, you may focus on the value of  providing free, sterilized needles--which do indeed reduce disease, and also provide an opportunity for the health care provider distributing them to offer addiction treatment to the user. However, the free needles are sometimes discarded on the ground, posing a danger to others; or they may be shared; or they may encourage more drug usage. All of those things can be true at once; a reader will want to know about all of these considerations in order to make an informed decision. That is the challenging job of the white paper author.     
 The research you do for your white paper will require that you identify a specific problem, seek popular culture sources to help define the problem, its history, its significance and impact for people affected by it.  You will then delve into academic and grey literature to learn about the way scholars and others with professional expertise answer these same questions. In this way, you will create creating a layered, complex portrait that provides readers with a substantive exploration useful for deliberating and decision-making. You will also likely need to find or create images, including tables, figures, illustrations or photographs, and you will document all of your sources. 

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10 Essential Steps To Writing A Research Paper

Research papers are a cornerstone of academic growth, serving as a critical tool for students to delve deep into subject matters, enhance their analytical skills, and contribute to academic discourse. See also What Is The Writing Process? Let’s try to demystify the process of writing a research paper by providing a clear, step-by-step approach that…

Research papers are a cornerstone of academic growth, serving as a critical tool for students to delve deep into subject matters, enhance their analytical skills, and contribute to academic discourse.

See also What Is The Writing Process?

Let’s try to demystify the process of writing a research paper by providing a clear, step-by-step approach that can be adapted to any academic level or subject. Planning and organization can make writing a research paper less daunting. Students are encouraged to confidently approach this intellectual journey, using this guide as a roadmap to navigate the complexities of research writing.

The first step in any academic writing project, particularly a research paper, is to understand the assignment thoroughly. Misunderstanding the prompt can lead to significant missteps down the line. It’s important to read the assignment prompt carefully and use it to plan your paper. Students should consider consulting a paper writing service to guide interpreting complex instructions or academic expectations. Essential questions to ask include: What is the purpose of the paper? Who is the audience? What is the required scope and format?

• Understanding the Assignment

Selecting a topic is more than just picking an area of interest; it involves balancing personal curiosity with academic value and resource availability. A good topic should allow you to explore questions or issues you care about while meeting the assignment’s requirements. Strategies for topic selection include brainstorming, preliminary reading, and discussing ideas with peers or instructors.

• Conducting Preliminary Research

Begin with general sources to gain an overview of your topic’s broader context. This can include textbooks, encyclopedias, or reliable online resources. Identify key themes, concepts, and terminology relevant to your subject during this phase.

As you gather more information, start focusing your research on a specific aspect of the topic. This will help you develop a focused research question or a strong thesis statement that will guide the rest of your research and writing process.

See also Writing

• Developing a Research Plan

Determine what types of sources are most appropriate for your topic. This might include books, peer-reviewed journal articles, interviews, or primary documents. Plan a realistic timeline for your research and writing, setting key milestones to ensure steady progress.

Use digital tools such as citation management software, note-taking apps, and organizational platforms to organize your research. These tools can help manage sources, keep track of important quotes, and structure your paper’s outline.

• Conducting In-Depth Research

Distinguish between scholarly and non-scholarly sources. Utilize academic databases and libraries to access credible and relevant material. Internet sources should be cautiously approached and evaluated for credibility and relevance.

Learn to assess the reliability, bias, and usefulness of each source. Critical reading and analytical note-taking are essential at this stage to ensure that you gather strong evidence to support your thesis.

• Crafting a Strong Thesis Statement

A thesis statement is a concise summary of your paper’s main point or claim. It is typically one sentence long and states your position clearly. The thesis is crucial as it guides the structure and argumentation of your research paper.

As your research progresses, revisit and possibly refine your thesis statement to reflect deeper insights and stronger evidence. This may involve tightening its focus, adjusting its angle, or strengthening its argumentative power. Examples of effective thesis statements will illustrate how specificity and clarity contribute to a compelling argument.

• Creating an Outline

An outline is a blueprint for your paper; it organizes your thoughts and lays out the structure of your argument coherently. This helps prevent structural issues later in the writing process and ensures that each part of your argument flows logically into the next.

Start by outlining the main points of your introduction, body, and conclusion. Under each main point, list subpoints and supporting evidence, which can be detailed from your research that backs up your thesis. Consulting an online paper writing service can provide additional structure and guidance for students feeling overwhelmed by this stage.

• Writing the First Draft

Begin writing with the body of your paper, as it contains the bulk of information and analysis. Don’t worry about getting everything perfect on the first try. The goal is to put your research and ideas into a coherent structure.

Keep your writing clear and focused. Employ a mix of summarization, direct analysis, and critical thinking. Ensure that each paragraph opens with a clear topic sentence and closes with a transition to the next idea, ensuring smooth, logical flow.

• Revising and Editing

Once your first draft is complete, take time to revise it thoroughly. Look for ways to strengthen your argument, clarify your points, and improve the overall flow of the paper. Ensure that each section contributes directly to supporting your thesis. Don’t hesitate to rewrite sections for better clarity and impact if necessary.

After revising the content, focus on grammar, punctuation, and style. Look for mistakes like misplaced commas, incorrect verb tenses, or inconsistent formatting. Using tools from the best paper writing service can help ensure your paper meets academic standards.

• Formatting and Citations

Please familiarize yourself with the required citation style for your paper, whether it’s APA, MLA, Chicago, or another format. Proper citation is crucial to avoid plagiarism and to give proper credit to the sources of your research.

Ensure your paper is formatted correctly according to your assignment requirements. This includes setting the correct margins, using the appropriate font size, and including all necessary sections like a title page, headings, and a bibliography. Many students find this step meticulous; however, a paper writer skilled in formatting can assist in polishing the final document.

• Final Proofreading and Submission

Carefully proofread your paper to catch any lingering errors and ensure it reads smoothly. Techniques such as reading aloud or having a peer review of your work can be invaluable. Check for consistency in your arguments, accuracy in your information, and completeness in your research.

Create a checklist for all elements needed for submission, including additional materials like appendices or abstracts. Ensure everything is in order before you submit your paper, whether online or in person. Double-check that all guidelines are followed to avoid last-minute surprises.

Writing a research paper is a demanding but rewarding process. By following these steps, students can produce well-organized, insightful, and high-quality research papers that meet academic standards and enhance their understanding and expertise in the chosen subject area.

Remember, using resources such as a paper writing service should complement your efforts and provide support as you develop your skills as a researcher and writer. Dedication and attention to detail make the journey from a blank page to a completed research paper a significant academic achievement.

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Jobscan > Cover Letter Writing Guide

How To Write A Cover Letter in 2024 (Expert Tips and Examples)

Here’s a comprehensive guide on how to write a cover letter that will get you noticed by recruiters.

Trusted by:

A survey revealed that 77% of recruiters prefer candidates who send in a cover letter, even if submitting it is optional. Additionally, 90% of executives consider cover letters invaluable when assessing job candidates.

So, if you think cover letters are no longer important and necessary in 2024, think again.

Here’s a comprehensive guide to help you write a cover letter that effectively sells your skills and professional experience, increases your chances of getting interviews, and gets your foot in the door.

Table of Contents

What is a cover letter and do you still need one in 2024?

A cover letter is a letter of introduction accompanying your resume that paints why you are the best person for the job, what you bring to the table, and how you can help move the company forward.

Is the cover letter dead? No! In fact, a recent study by ResumeLab revealed that 64% of job vacancies still require that you include a cover letter in your application and 83% of HR pros said that cover letters are important for their hiring decision.

The bottom line is that a cover letter is still a valuable piece of your job search collateral. Nail your cover letter and you could end up getting that dream job.

So what exactly do you need to accomplish in your cover letter?

What is the purpose of a cover letter?

According to 49% of HR managers , your cover letter is the second best way to call attention to your resume and distinguish yourself from other applicants.

So the main purpose of your cover letter is to compel the recruiter to read more about you on your resume and move you to the next part of the hiring process.

Further, according to award-winning resume expert Melanie Denny , your cover letter is your value proposition letter. It proves why you are the best candidate to address the company’s needs with the professional skills and qualifications to succeed in the job.

Here’s an example of a great cover letter:

Now let’s get into the details of what your cover letter needs to include.

Cover Letter Structure Checklist

Here’s a quick rundown of what you need to include in your cover letter.

• Contact Details Name Address (or City, State with zip code) Phone number Email address
• Greeting Whenever possible, address the hiring manager by name.
• Opening Who are you? What are your relevant skills and accomplishments?
• Body (1-2 paragraphs) What do you know about the company? Why are you applying for this job? What value can you bring to the company? Include measurable results when possible.
• Closing Reiterate your interest. Add a Call to Action. Mention any attachments. Use a professional sign-off like “Best” or “Sincerely” before your full name.

Here’s an example for the visual learners out there:

Now that you know the basics of what to include in your cover letter, let’s go through the process from start to finish to see how you can write a cover letter that will make you stand out from the rest of the candidates.

How to write a cover letter in 9 steps

It can be intimidating to try to parse down all your best qualities into a few quick paragraphs for your cover letter.

Here are 9 steps you can take to make sure you’re headed in the right direction:

Step 1. Do your research

Before writing your cover letter, thoroughly read the job description and the requirements for the job.

Melanie Denny , award-winning resume expert, likens the job description to your cover letter cheat sheet. And when checking the job description, she says you need to consider the following:

• What are the company’s priorities?
• What are their goals for the role?
• What outcomes and accomplishments in your previous roles match the goals?
• What are the key phrases and verbiage the company uses?

This will help you customize your cover letter, angle yourself and your narrative to fit the role better, and impress the hiring manager.

Try reaching out to the recruiter, hiring manager, or someone working in the company if you want more in-depth information about the company and the position you are applying for.

Step 2. Customize your cover letter for every job

Make sure your cover letter matches the job you are applying for. Writing a generic cover letter is a missed opportunity as this will not appeal to the recruiter or hiring manager. According to research from ResumeGo , 81% of HR professionals value job-specific cover letters over generic ones. Jobseekers who had tailored cover letters received a 53% higher callback rate compared to those who had no cover letter.

Remember, your cover letter is your chance to prove that you are passionate about working for a given company, so take the time to write a tailored cover letter for each position . You can do this by mentioning your skills and experience that are directly related to what’s mentioned in the job description. If you’re applying for a data analyst role that requires expertise in Microsoft Power BI, cite an example of a Power BI dashboard you built and how it helped the company.

Read our full guide: How to Optimize Your Cover Letter

Step 3. Include all of your contact info

You should make it easy for the hiring manager to reach you. In your cover letter, list these three things:

• Address (including zip code– for ATS purposes )
• Phone number with area code
• Email address
• Name of the Hiring Manager
• Name of the Company
• Address of the Company

Traditionally, your contact information is included in the upper left corner of your cover letter if you’re writing in a document. If you’re writing an email, this can be included beneath your signature at the end of the message.

Cover Letter Header Example:

Jane Jobscan Seattle, WA 98101 (555) 555-5555 • [email protected] linkedin.com/in/jane-jobscan

February 25, 2024

Lavinia Smith Hiring Manager Media Raven, Inc. Plantersville, MS 38862

Step 4. Address your cover letter to a real person

According to Melanie Denny, resume expert and President of Resume-Evolution, addressing your cover letter to a real person and addressing them by their name feels more personal and shows recruiters and hiring managers that you took time and did the research.

You can usually find the hiring manager’s name by searching the company website or LinkedIn profile, or by calling the company and asking which hiring manager is assigned to the particular position.

Once you learn the name, a simple greeting of “John” or “Hello John” is all you need.

If you can’t find the hiring manager’s name, you can use any of the following:

• Dear Hiring Manager
• Dear (Department) Team
• To whom it may concern

Read our full guide: How to Address a Cover Letter

Step 5. Write a strong opening statement

Melanie Denny suggests that you start your cover letter with a bang. This will hook the hiring manager’s interest and show them how you can be a valuable addition to the team.

Here are things you can do:

• Open with a thought-provoking question
• Make a big claim about what you can do for the company
• Say something relevant and specific to the company

For example,

“I want to bring the marketing department of Media Raven Inc. to the next level and help the company exceed goals and reach more customers as Marketing Manager.”

Step 6. Prove how your professional background and skills help the company in the body of your cover letter

Take advantage of this real estate and prove to the prospective employer how your background, values, and professional experiences position you as the best fit for what the role requires.

This is especially important if you are switching careers. Highlight your relevant accomplishments in your cover letter, showcase your transferable skills, and explain how you can help the company address its challenges and succeed.

For example:

“As the Director of Marketing at ABC Company since 2018, I directed all phases of both the creative and technical elements of marketing initiatives, including data mining, brand creation, print/web collateral development, lead generation, channel partner cultivation, customer segmentation/profiling, as well as CRM and acquisition strategies.

Perhaps most importantly, I offer a history of proven results, as evidenced by the following marketing accomplishments for my current employer:

• Captured a 28% expansion in customer base since 2018, achieved during a period of overall decline in the retail industry.
• Led national marketing campaign (comprised of trade shows, media, and PR initiatives) for my company’s newly launched technology services division
• Developed and executed SEO strategy that achieved and sustained top 3 rankings on Google (organic, nonpaid results) for key product search terms.
• Oversaw the creation of a new company logo and rebranded 100+ products to cement a cohesive corporate identity and support new company direction.”

Just like when writing a resume, your cover letter should only include the most relevant and positive information about you. To home in on the right skills and qualifications to mention, try scanning your cover letter .

Read our full guide: What Do You Put in a Cover Letter?

Step 7. Write a strong closing statement and a call to action

Use the closing of your cover letter to:

• Thank the hiring manager for their time
• Mention any attachments (resume, portfolio, samples)
• Invite to schedule an interview
• Let the hiring manager know that you will follow up

Keep the closing professional and try not to sound too eager since that can come off as desperate. You must also keep in mind the tone and personality of the company you’re communicating with.

“Given the opportunity, I’m confident I can achieve similar groundbreaking marketing results for Media Raven, Inc.

Ms. Smith, I would welcome the chance to discuss your marketing objectives and how I can help you attain them. Feel free to call me at (555) 555-5555 or email me at [email protected] to arrange a meeting. I look forward to speaking with you.”

Read our full guide: How to End a Cover Letter With a Call to Action

Step 8. End with a professional closing salutation

To finish out the closing , use a formal signature. You can use “Sincerely,” “Best,” “Regards,” “Yours,” or any other professional signoff.

Use your first and last name as your signature. If you’re sending your cover letter in the body of an email, make sure it’s your personal email account that does not list your current work signature beneath the email. Your other option is to write the cover letter in a word document, save it as a PDF, and attach it to your email.

Step 9. Optimize your cover letter for the ATS

The Applicant Tracking System or the ATS is a software that companies use to screen applications and shrink their pool of applicants. Through the ATS database, a recruiter or hiring manager can just search for specific skills and keywords and the ATS will return a list of the top candidates who match the search criteria.

To optimize your cover letter for ATS, you need to:

• Carefully read the job description
• Take note of skills and resume keywords frequently mentioned
• Incorporate these keywords into your cover letter

Read our full guide: How to Optimize Your Cover Letter to Beat the ATS

Does your cover letter pass the test?

Scan your cover letter to see how well it matches the job you're applying for. Optimize your cover letter and resume with Jobscan to get more interviews.

How to Format Your Cover Letter

A cover letter is a letter, but that doesn’t mean you should just plop everything onto the page in a stream-of-consciousness flow. After all, cover letter formats determine the order in which the hiring manager learns about you, which can significantly influence their first impression. Use the format order below as a guideline for building the structure of your cover letter.

Notice how the topics flow like a conversation? When you first meet someone, you introduce yourself, tell them your name and a little about yourself, and then leave the conversation open for future meetings.

Your cover letter is just a like having a conversation with someone for the first time. Keeping that in mind will help you to keep things simple and focus on the right information.

Below are some examples of how to format your cover letter for different types of applications.

How to format your cover letter for a job

• State your name
• Explain your work history
• Tell them what you can do for their company
• Say goodbye

How to format your cover letter for an internship

• Explain your coursework history and education
• Explain what you can gain professionally

How to format your cover letter with no experience

• Explain your skillset and character qualities that make you well-suited for the role
• Outline entry-level achievements

You can also check out our cover letter templates to help you as you write your own cover letter.

Do you want to save time and receive instant feedback on your cover letter? Check out Jobscan’s cover letter tool .

Read more : How to Write a Resume for Today’s Job Market

Cover Letter Examples

Here are some examples to help you create a cover letter that will make you stand out and give a strong first impression.

1. Internship Cover Letter Example

2. Career Change Cover Letter Example

3. Operations Manager Cover Letter Example

4. Communications Professional Cover Letter Example

5. Software Engineer Cover Letter Example

Cover Letter Do’s and Don’ts

Aside from the basic steps of how to write a cover letter, there are some things you definitely need to make sure you avoid – and things you can’t skip! Follow these do’s and don’ts for writing a cover letter, and you’ll end up with a much better result.

• Customize a cover letter for every job application that asks for one.
• Incorporate the top skills or keywords from the job description in your cover letter.
• Include the company name and address, the job title, and point of contact’s name on your cover letter.
• Incorporate relevant and compelling measurable results in your cover letter.
• Explain, briefly, any dramatic shifts in a career (i.e. you are changing industries or job titles).
• Use company information to relate your interest in the job.
• Keep your cover letter concise.
• Convey WHY you are right for the position.
• Use a cover letter unless one was requested.
• Attach a cover letter directly to your resume unless requested to do so.
• Use the same boilerplate cover letter for multiple job applications.
• Over-explain your work history, employment gaps, or qualifications – save it for the interview.
• Badmouth any of your past employers.
• Use the cover letter to complain or tell about your job search journey.
• Use non-standard formatting like tables, columns, or graphics. (ATS can’t read those and your cover letter copy might not be scannable by the system.)
• Use long paragraphs.

More Cover Letter Tips

• When emailing your cover letter, be strategic with your subject line. Never leave the subject line blank, and double-check for specific instructions in the job posting. If possible, use the email subject line to sell yourself. For example: “Experienced Software Engineer Seeks Senior Level Mobile Position.”
• Keep your cover letter brief and to the point. The hiring manager will be reading many cover letters. By carefully selecting your words and experiences to include, you can stand out from the crowd of applicants.
• Be confident. Let the hiring manager know the reasons why you deserve this position, and make yourself believe them too!
• Your cover letter should not be simply a rephrasing of your resume. Let your personality show and go into further detail about your most valuable skills and experiences.
• Do your research on the company and position before writing the cover letter. It should be customized to that specific company’s values and needs. Hiring managers can spot a generic resume from a mile away.
• Use the job posting as your guide for what topics, skills, and experience to focus on.
• The best cover letters include keywords from the job posting. Applicant tracking systems may scan your cover letter along with your resume and will be using these keywords to sort through the applicants.
• Check for spelling and grammar errors.
• Send your cover letter as a PDF to avoid readability issues and to present the most professional application package.
• Scan Your Cover Letter with Jobscan to make sure you’re checking all the boxes.

Optimize Your Cover Letter with Jobscan’s Cover Letter Scanner

In addition to resume scans, Jobscan Premium users can also scan their cover letters against a job description.

This generates a report of the top hard skills and soft skills found in the job description that should be included in your cover letter, plus additional checks for optimal length, contact information, measurable results, and more.

Here’s how it works:

Key Takeaways

Your cover letter gives recruiters, hiring managers, and prospective employers an overview of your professional qualifications and relevant accomplishments that position you as the best candidate for the job.

So you have to make your cover letter powerful and interesting enough to make the recruiter or hiring manager read your resume and move you to the next step of the hiring process.

Here are key pointers when writing your cover letter.

• Make sure you’ve read the job description and done your research about the company.
• Get to know the name of the recruiter or hiring manager so you can address your cover letter properly.
• Include relevant and measurable accomplishments in the body of your cover letter to prove to the hiring manager that you have what it takes to succeed in the job.
• Keep your cover letter short and concise.
• Your cover letter is not a substitute for your resume so don’t just copy and paste whatever is in your resume into your cover letter.

One last important reminder!

Having a strong cover letter is not enough. You also need to create a killer resume to make sure you stand out and land job interviews.

Learn more about writing a cover letter

How to Address a Cover Letter

10 Tips for Writing a Cover Letter

The Career Change Cover Letter: How to Get it Right

What Do You Put in a Cover Letter?

Is Your Cover Letter Robot-Approved?

How to End a Cover Letter with a Call to Action

Frequently asked questions, what are the different types of cover letters.

There are four types of cover letters.

• Application cover letter An application cover letter is what you send to the recruiter or hiring manager along with your resume.
• Prospecting cover letter You send this when you want to inquire prospective employers about open positions in their company or put yourself top-of-mind when they do decide to hire.
• Networking cover letter You will send this to professionals in your network in hopes of getting referrals, introductions, job search advice, and job opportunities.
• Career change cover letter This is what you send when you are switching careers or industries.

What tense should I use when writing a cover letter?

It can be appropriate to change tenses throughout your cover letter.

For example, you can explain who you are in the present tense and explain important aspects of your work history in the past tense. You can switch to future perfect tense when discussing the ways you would perform if given the position.

Think of it like this, “I am ABC, I did XYZ previously, and I look forward to doing EFG in this position.”

What to include in a cover letter

Our cover letter guidelines above explain how to write a cover letter more deeply, but in summary, you should always include your name, relevant work experience, and reasons why you are right for the job in your cover letter.

When not to include a cover letter

• When the job posting clearly states not to include a cover letter
• When you don’t have the time and energy to customize your cover letter. It’s better not to send a cover letter than to send a half-baked and mediocre one.
• When you are applying online and there is no field to upload your cover letter.
• When your cover letter has a lot of typos and errors.

What should you send first: a cover letter or a resume?

Typically, your cover letter and resume will be sent as a pair, but your cover letter is meant to be an introduction to your resume. If it is an email, use the cover letter in the body and attach your resume, otherwise, attach both.

Pro Tip: Be sure to review all instructions in the job description to follow the hiring manager’s requests.

How long should a cover letter be?

According to 70% of recruiters, a cover letter should not exceed 250 to 300 words.

Although there is no hard and fast rule about this, the ideal cover letter length should be around half a page to one full page in length to keep your message concise, clear, and easy to digest.

Should a cover letter be sent as a file attachment?

If it is not specified in the job posting, a cover letter can be sent either as an attachment (PDF is best) or in the body of an application email with your resume attached.

How to share a cover letter with a potential employer

There are several methods of sharing a cover letter with potential employers, depending on their application process.

Cover letters can be written on a document and turned into a PDF to be uploaded to a job application website or attached to an email along with your resume.

In other cases, your cover letter can simply be written in the email message to a hiring manager, with your resume attached.

How to title and save your cover letter

The key in every aspect of job applications is to make yourself an easy “yes” for your potential employer. That means making it easy for the hiring manager to keep track of your application materials for later review. With this in mind, make sure your full name and the phrase “cover letter” are included in the file label. Other helpful details might include the job title you’re applying for or the year of your application.

Here are a few examples:

• Your Name_Cover Letter_Job Title.pdf
• Cover Letter_Your Name_Job Title.pdf
• Job Title_Your Name_Cover Letter.pdf
• Your Name_Cover Letter_2024.pdf
• Cover Letter_Your Name_2024.pdf

Explore more cover letter resources

Cover Letter Formats

ATS-Optimized Cover Letter

Cover Letter Templates

Generate a personalized cover letter in as little as 5 seconds

Say goodbye to the stress of writing a cover letter from scratch. Our AI-powered cover letter generator uses GPT-4 technology to create a personalized and ATS-friendly cover letter in one click. Stand out from the competition and land more job interviews.

The Abington Sun

We are your most reliable campus news, how to write a cover letter.

Posted By: Lauren Weber August 26, 2024

Lauren Weber

So you have to write a cover letter. Do you know how to start one? Do you even know what a cover letter is? Well, i n a nutshell, a cover letter is a three to four-paragraph letter applicants will send to employers when applying for a job. The cover letter can be a great way to showcase your interests, skills, and achievements. But how do you write one? What do you include?

On Campus Resources

If you have already written your cover and need someone to look it over, you can upload a copy to Nittany Lion Careers where someone from CPD will be happy to review it. “We are more than happy to look over student resumes and cover letters. We encourage students to use these resources during their time at Abington,” Jennifer Rae states. The CPD also has some online resources to help you write your letter. You can look at the career guide CPD provides and check out this video they posted on YouTube. In my experience, whenever I send out my cover letter the review takes about a day or two. You can check out some resources on social media too.

Other Resources

Some influencers who excel at spreading need-to-know career information for young adults are Internshipgirl and AdviceWithErin [links?] . You can easily find them on Instagram. These women provide career advice for college students or young professionals, but they also have some cover letter templates on their platforms.

Additionally, Indeed offers some help, walking users through writing a cover letter and even providing some templates. Much of the advice that I’ve seen suggests that the first step is formatting your letter:

• The header should contain your name, contact information, and your address in the upper right corner. Place the name of the organization and their address in the lower left-hand corner.
• Use a name where possible
• Where a name isn’t possible, use a title, like “Dear Hiring Manager”
• General phrases like “To Whom It May Concern” should be used as a last resort.
• Opening paragraph
• This is the first section of your letter and will typically be the first impression an employer will get as soon as they read the letter so it’s important to draw them in quickly. 
• It’s good practice to mention the position you’re applying for and a good way of showing your interest in the company.
• Second paragraph
• This section is a brief overview of your career background, any achievements, or relevant skills to the position
• This is where you are going to use as many keywords as possible from the job description
• A third paragraph is optional but if you have a lot of work experience and want to showcase any more accomplishments or skills this can be a section to put those items.
• You can also discuss any transferable skills that are relevant to the role
• Be sure to thank the reader for reviewing your cover letter

I hope this helps and remember you have a vast amount of resources at your fingers tips.

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