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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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The Writing Center • University of North Carolina at Chapel Hill

Journal Article Publication Letters

What is this handout about.

This handout offers guidance on how to write a cover letter for submitting journal manuscripts for publication.

What is a journal publication letter?

A journal publication letter, also known as a journal article submission cover letter, is a cover letter written to a peer-reviewed journal to advocate for the publication of a manuscript. Not all journals ask for a publication letter. Some see publication letters as optional, but many peer-reviewed academic journals request or require them.

What do journal publication letters typically contain?

The most basic information included in a publication letter is contact information, the name of the author(s), the title of the manuscript, and either the assurance that the manuscript being submitted has not been submitted elsewhere or a statement regarding any places the manuscript may be available. Some journals may also expect you to briefly explain your argument, outline your methodology or theoretical commitments, discus permissions and funding, and explain how your manuscript fits into the overall aims of the journal. Journals may even request the names of two or three suggested reviewers for your manuscript. A journal may require all, none, or some of this additional information. The above list is not exhaustive, but it highlights the importance of knowing the journal’s conventions and expectations.

How should I prepare to write?

Just as with any other writing project, writing publication letters involves a process. Although you may finish in as little as a few hours or a day, you might take longer if you compose multiple drafts. This section is designed to help you think through the various steps of the writing process.

Previously, we mentioned the importance of knowing the journal’s standards, but you may not find those expectations laid out clearly on the journal’s website. In fact, most journals assume that the scholars who submit a letter are well-versed in the journal’s mission. Below are some strategies for helping you determine the expectations for journal article publication letters.

Consider the standards in your field:

  • See if your field’s top journals require a letter.
  • Ask your advisor or mentor about their standard practices.
  • Ask someone who has published recently in your field’s top journals whether a letter is standard or not.
  • If submitting a letter is standard practice, ask others in your field for examples of their publication letters to see what information is typically included.

Research the specific journal:

  • If you aren’t already very familiar with the journal, read a handful of recent articles to get a sense of the type and content of manuscripts the journal publishes.
  • Explore the journal’s website to see what you can learn about the journal in general.
  • Read the journal’s mission statement.
  • Read carefully any information the journal provides for potential authors.
  • If you still have questions, consider contacting one of the journal’s editors.

After completing your research, you should have a good sense of the journal’s audience and the sort of articles that appear in the journal.

Once you know the expectations for publication letters in your field and in a specific journal, revisit the reasons your manuscript is a good fit for the journal. Remember the journal has no obligation to publish your manuscript. Instead, you advocate for your scholarship and communicate why your manuscript is a good fit. Below are some questions to consider.

Consider how your manuscript fits into the publication:

  • How does it use a specific methodology or framework important to the journal?
  • How does it focus on themes that have been popular in recent issues?
  • How does it advance a new perspective on topics typically seen in the journal?
  • Does it fit with any proposed themed issues?

Consider the audience for your manuscript:

  • How does your subject or your approach to it intersect with the interests of the journal’s readers?
  • How does your manuscript appeal to readers outside your subfield?
  • Could your manuscript reach a broader audience that could expand the journal’s readership? If so, how?

Consider how your manuscript engages with the field at large:

  • How is it advancing new perspectives, approaches, or topics?
  • How is it critiquing previous or current scholarship?
  • How is it anticipating new directions in the field?
  • How is it using a common approach in a new way?

All these questions encourage you to consider how your manuscript contributes to the field in a way that is valuable enough for a journal to publish it. Make no mistake, the cover letter is an argument for why your manuscript should be published.

Writing a draft

This section addresses two aspects of composing a cover letter draft. The first aspect is the form, and the second is the content. Think about both of these aspects when composing your draft.

Consider the form

The structure of a document can be defined as the different sections of the document and the order in which they appear. There should be an addressee and addresser, as well as the proper contact information. If possible, it should be on departmental letterhead. The letter may be as short as three sentences or as long as multiple paragraphs. But unless the writer is a senior scholar, even a longer letter should be no more than one page. Some standard features you might consider:

Addressee. If you choose or are required to write a cover letter, follow the standard format for letters in the country in which the publication is based.

  • It is usually addressed to the editor unless otherwise specified.
  • If you cannot find the name of the editor, it is permissible to address it to the Editor-in-Chief or Managing Editor.
  • The address should be the journal’s, not the editor’s personal address or institutional address.

Font. While this category may seem trivial, font choice communicates a lot to readers.

  • The goal for a letter is readability, so avoid fonts and styles that are difficult to read.
  • Standard fonts include Arial or Times New Roman, usually in size 12.

Paragraphs. Again, the formatting of paragraphs aids in the readability of a letter, and an unusual paragraph format may appear unprofessional to some readers.

  • Make sure that paragraphs are not indented.
  • Single-space the text and justify it to the left.
  • Separate paragraphs with one line of space.

Closing. Letter closings solidify your presentation as a professional. Maintain the same formality as the rest of the letter.

  • Close with “sincerely,” “best regards,” or something comparably formal.
  • Type your name and provide your signature.
  • Include your contact information near the end.
  • For a dual-authored manuscript, include the contact information for both authors.
  • If the manuscript was composed by more than two authors, include only one additional author’s contact information with yours.

Consider the content

Remember that a cover letter, especially a longer one, is essentially a professional pitch for your manuscript. You ultimately need to communicate why your manuscript would be a good fit for a particular journal. Journals asking for longer cover letters want to know whether you are familiar with their audience and the journal’s mission statement. Below are some elements that you should consider when composing your letter:

Summarize the major arguments/findings of the manuscript. Make sure that you clearly explain what you discovered from your research. Connect these findings to the journal’s aims and scope. Some questions you might consider:

  • Did you make new connections?
  • Did you confirm previous findings?
  • Did you discover new implications?

Discuss your methodology. Clarify the type of methods you used in your research. Ask yourself:

  • Did you undertake a case study? A longitudinal study? A cross-sectional study?
  • Is the study qualitative, quantitative, or mixed methods?
  • Did you use or adapt a specific model or framework?
  • Did you approach the topic using a new theoretical lens?
  • Did you integrate multiple theories or theoretical frameworks?
  • Did you apply a theory or method not frequently used in your subfield?
  • Did you approach a theory or method in a new way?

Consider the aim of the journal. Every journal has a purpose, and most journals have a statement about the type of scholarship they feature. You might ask:

  • What is the aim and scope of the journal?
  • How does it present itself to the field?
  • How does your manuscript fit with recent publications in the journal?

Consider the readership. Here are some questions you can ask:

  • Who is the audience for the journal, and how will your manuscript appeal to them?
  • Which institutions subscribe to this journal?
  • How does your manuscript appeal to readers outside your subdiscipline?
  • How does your manuscript appeal to people outside your discipline?
  • How does it appeal to non-academic readers or professionals?

Consider the journal’s future trajectory. Research journals strive to remain relevant. In order to do so, journals often change to reflect trends in the field. Ask yourself:

  • Are they attempting to expand their readership?
  • Are they trying to integrate interdisciplinary approaches?
  • Are they incorporating more theoretical questions or newer methodologies?
  • Are they willing to critique the field?
  • Would your manuscript work as a part of a special issue?

Provide context for the research . If you are writing a longer letter, explain how your research fits in both with the research in your field at large and in your subfield. Ask yourself:

  • How does your work contribute to your field?
  • How does it engage with current scholarship in your field or subfield?
  • Does your scholarship address an oversight in the field? If so, how?
  • Do you innovate in terms of the subject(s); the methodology; or the integration of fields?
  • Do you address a gap in current research?

Additional considerations . Check to determine whether the journal requires any additional information. Some common expectations include:

  • Comment on the type of article submitted (e.g., research article, review, case report)
  • Assurances that all authors agree with the content of the manuscript
  • Assurance that the corresponding author will take responsibility for informing co-authors of editorial decisions, reviews received, and any changes or revisions made
  • Information about any closely related manuscripts that have been submitted for simultaneous consideration to the same or another journal
  • Statements about conflicts of interest or activities that might be seen as influencing the research
  • Statements regarding ethical practice
  • A copy of permissions to reproduce copyrighted material or a notice that permissions are pending (if applicable)
  • Names of specific reviewers from the journal who may be a good fit to read your manuscript

Possible pitfalls

Below are several other elements to keep in mind as you write your publication letter:

  • Avoid using too much jargon or too many acronyms.
  • Avoid over-embellishing your findings or exaggerating their significance.
  • Avoid name dropping.
  • Keep it simple and straightforward. Do not write a novel.
  • Keep it professional. Avoid humor.
  • Don’t copy text word-for-word from your manuscript.

Two templates

Below are two cover letter templates to help you visualize how form and content combine to make a strong publication letter. The templates offer guidelines for each section, but they can be modified based on the standards of your field. Use them to help you think through the elements that are most important to include in your letter.

Remember, your first draft does not have to be your last. Make sure to get feedback from different readers, especially if this is one of your first publications. It is not uncommon to go through several stages of revisions. Check out the Writing Center’s handout on editing and proofreading and video on proofreading to help with this last stage of writing.

Works consulted

We consulted these works while writing this handout. This is not a comprehensive list of resources on the handout’s topic, and we encourage you to do your own research to find additional publications. Please do not use this list as a model for the format of your own reference list, as it may not match the citation style you are using. For guidance on formatting citations, please see the UNC Libraries citation tutorial . We revise these tips periodically and welcome feedback.

American Psychological Association. n.d. “Cover Letter.” APA Style. Accessed April 2019. https://apastyle.apa.org/style-grammar-guidelines/research-publication/cover-letters.

Belcher, Wendy Laura. 2009. Writing Your Journal Article in Twelve Weeks: A Guide to Academic Publishing Success . Thousand Oaks, CA: Sage Press.

BioScience Writers (website). 2012. “Writing Cover Letters for Scientific Manuscripts.” September 29, 2012. https://biosciencewriters.com/Writing-Cover-Letters-for-Scientific-Manuscripts.aspx .

Jones, Caryn. n.d. “Writing Effective Cover Letters for Journal Submissions: Tips and a Word Template.” Think Science. Accessed August 2019. https://thinkscience.co.jp/en/articles/writing-journal-cover-letters.html .

Kelsky, Karen. 2013. “How To Write a Journal Article Submission Cover Letter.” The Professor Is In (blog), April 26, 2013. https://theprofessorisin.com/2013/04/26/how-to-write-a-journal-article-submission-cover-letter/ .

Kelsky, Karen. 2013. “Of Cover Letters and Magic (A Follow-up Post).” The Professor Is In (blog), April 29, 2013. http://theprofessorisin.com/2013/04/29/of-cover-letters-and-magic-a-followup-post/ .

Mudrak, Ben. n.d. “Writing a Cover Letter.” AJE . https://www.aje.com/dist/docs/Writing-a-cover-letter-AJE-2015.pdf .

Wordvice. n.d. “How to Write the Best Journal Submission Cover Letter.” Accessed January 2019. https://wordvice.com/journal-submission-cover-letter/ .

You may reproduce it for non-commercial use if you use the entire handout and attribute the source: The Writing Center, University of North Carolina at Chapel Hill

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How to Write a Cover Letter for Journal Submission

cover letter examples for journal article 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.

English Editing Research Services

cover letter examples for journal article submission

Writing a Successful Journal Cover Letter (Free Templates)

cover letter examples for journal article submission

Even great manuscripts often stand out based on the title or its contents alone. They need great cover letters.

Cover letters for journal submission are an underrated part of the submission process. Don’t overlook them. They’re a valuable step to getting your research noticed, published, and all the good things that come after that.

The truth is, most journal editors just don’t have the time to thoroughly read every submitted article in full to decide if it’s suitable for their journal. They use cover letters to help them filter out the most interesting and appropriate submissions first.

Cover letters also help identify articles completely out of the journal’s scope and that would be better off getting a quick letter of rejection.

If your manuscript doesn’t have a cover letter and the 12 other articles on the editor’s desk do, it’s likely that your paper will be looked at last. Putting in that extra effort, just like on a job application, lets you sell your research, avoid quick rejections, and more likely make it to peer review.

We also have some journal cover letter templates and examples for you, so you don’t have to start from zero. Read on.

What do you put in a journal cover letter?

Your cover letter needs certain basic elements. Generally they are:

  • Editor and target journal
  • Salutation (Dear Dr. …)
  • Indication you’re submitting your manuscript, along with its title, and the category of manuscript you’re submitting (Original Report, Review , Case Study, etc.) based on what the journal accepts
  • Background information regarding your work – what is already known about the subject matter?
  • What your study was
  • Why you performed the study (rationale)
  • Briefly, what methods you used and what your key findings were
  • Why your manuscript is a great fit for this journal
  • (optional, depending on the journal and on if you want to do this) Recommended reviewers
  • (optional, depending on the journal) Funding information
  • Closing line (Sincerely, etc.) and the name and contact details for the manuscript’s corresponding author

Those are the key elements. It’s how you express them and the quality of your message that mean the different between a dry overview and an attractive promotion of your work.

Many journals don’t have a prescribed format for the cover letter. On the other end of the spectrum are PLOS ONE’s guidelines , which give specifics on what to include, including selecting Academic Editors from its directory.

Always check the guidelines first to be sure you give the journal what it wants. Those are basics. With a grasp of those, there are many ways to polish your cover letter into a valuable sales tool for your work.

What to do and what to avoid in your journal cover letter

Most “problems with journal cover letters relate to simply not spending enough time and care on it. Or even not doing it at all. These are easily fixed if you’re a skilled English writer. If not, they’re still easily fixed with a little help.

All of the following are critical. Make sure you DO:

  • Check the name of your target journal.
  • Address the cover letter to the relevant person. It is not enough to simply say “Dear Editor” or “To whom it may concern.” Include the name, title and position of the editor you are addressing.
  • Avoid superlatives – about the journal, yourself and your own work. It’s pretty unlikely your work is “groundbreaking” or “trailblazing,” though it may by the “first time ever” that a certain approach was taken with a certain population.
  • Check the formatting. This varies by journal. It includes US vs. UK vs. Oxford English spelling, correct page numbering, use of templates, and much more.
  • Get a colleague to read your cover letter before you send it.

cover letter examples for journal article submission

“ A typical cover letter just repeats the abstract. That’s a huge missed opportunity. You need to think of what the journal wants. Try to tailor your manuscript’s novel and interesting points specifically to the your target journal’s aims and scope. It may mean an extra half-hour of work for you, but if it helps get you published, isn’t it worth that small investment of time? “ — Geraldine Echue , PhD, CMPP Edanz Managing Editor

But don’t do this…

The following may not be critical, but they’re common areas that authors mess up. Sometimes they don’t know they’re doing it or they’re just trying their best. So be aware

Make sure you DON’T :

  • Take shortcuts. Your cover letter is very important for getting your manuscript to peer review; give it time and attention.
  • Cut and paste your abstract, or sections of it, into the cover letter. That’s low-effort and low-readability. Reword it to make it pop.
  • Over-praise the editor or target journal – it’s not necessary to use such phrases as “your esteemed journal.” A manuscript will be sent for peer review based on the quality of the cover letter and study, not because you say nice things about the journal.
  • Forget to use the Word (or other software’s) spellcheck and, ideally, use a tool like Grammarly and/or Hemingway to help grammar and readability. These are no substitute for a professional edit, though.
  • Be overly proud about your English skills. Just like you go to the dentist to get your teeth fixed, you can hire a professional editor and subject matter expert to get your English fixed.

Not that a lot of these also reply to resubmission letters and responses to peer review . The underlying themes are care, courtesy, and excellent English suitable for your audience.

And two more big DOs

  • DO get a professional edit or proofread if you’re not a native speaker of English or just not that great at writing.

DO have a professional write your cover letter for you if you want to save some time and make sure you got everything just as the journal wants it. The Edanz Cover Letter Development service can handle this for you.

cover letter examples for journal article submission

Set phrases and common expressions

The journal letter maintains a formal tone, so there are certain stock phrases you can use and in some cases must use. As a result, there are a number of phrases which are common to cover letters.

These include:

  • To our knowledge, this is the first report showing…
  • We believe our findings will appeal to the readership of [target journal name].
  • Please address all correspondence to:
  • We look forward to hearing from you at your earliest convenience.

cover letter examples for journal article submission

“I’ve found about 60% of authors don’t submit a cover letter at all. It seems they just expect something magical to happen with their manuscript. Journal editors struggle with this: they’re not necessarily subject-area specialists. They wonder, ‘Why is the paper important?'” — Gareth Dyke , PhD Edanz Author Education Manager

Commonly required statements

Many journals and publishers require that all cover letters should contain the following sentences:

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

Competing interests

If all authors have no competing interests, you should include a statement indicating as such:

The authors have no conflicts of interest to declare.

If an author does have competing interests, it’s a good idea to include details of these in your cover letter. You might also include funding information:

This study was supported by a grant from the [funding body].

Other required statements

Some other potentially required information:

  • Clinical trial registration database and number
  • Has this manuscript been published in another language? If so, has that journal editor given permission for this submission?
  • What other publications related to the same study have been published? (especially for clinical trial related manuscripts)
  • Has the data in your study been presented or been published in any other format? For studies involving human subjects, was informed consent obtained? Was permission obtained from an ethics committee? Was the study carried in accordance with Declaration of Helsinki guidelines?
  • Was permission obtained for the reproduction or modification of previously published figures and tables (especially for review articles).

The journal’s guidelines will typically give specific directions on which of these to include, if any. And if you have any questions, get in touch with them directly.

Journal submission tips and hacks from the experts

Most of these are plain common sense, but if you’re in a hurry, you might overlook them. Some are less commonly known.

Be personal, use the editor’s name

Do your homework. Look up the name of the Editor-in-Chief or the specific Section Editor for the journal you’re submitting to and address the letter to them directly.

Use Dear Dr. (or Professor) + their Last name . If you’re not sure of their title, Google them to see if they have a LinkedIn page, ResearchGate page, or works published in the last couple of years. If you still can’t confirm their title, use Dear Full name as shown on the journal’s webpage .

It’s like a cover letter for a job; you need to personalize your cover letter to demonstrate your interest in that particular journal, and not make it look like you’d just be happy to get your paper accepted anywhere.

You should also explain why your study will be of specific interest to the readers of the journal.

Check the Aims & Scope on the journal website to see who their target audience is and tailor your reasoning to them.

Edanz Learning Lab – cover letters

Tell them what you want to publish

This may seem obvious, but sometimes authors submit cover letters without including the title of their manuscript and what type of article it is.

This should appear in the very first paragraph of your letter and will help the editor see immediately if the topic is of interest and judge whether they have space for the article type you’re submitting for the current issue.

Even more, it will show that you thoroughly read the guidelines. If you say you’re submitting “Original Research” when the journal calls it “Research Articles”, you’re not making a very good first impression.

Summarize the highlights of your work

It’s not enough to simply include the title of your manuscript in the cover letter and hope that alone will attract the editor.

Try to keep the cover letter to one page, but always include a brief summary of your study outlining the reasons why you conducted the work, your aims, and the major results you observed. If that makes you go a bit longer, it’s not a big deal.

Don’t include statistics or a lot of data; a compelling summary of the study is sufficient. If the editor is interested, they’ll look into your manuscript more deeply for further details.

Sell yourself

Cover letters are your chance to talk directly with the journal editor and convince them that your paper is more interesting than the next one sitting on their desk. Talk about any real-world implications of your findings or the significance of your results for the field. Don’t be too speculative or over-exaggerate your findings, but do take this important opportunity to feature the importance of your work.

Don’t forget your “must have” statements

Editors want to know that your manuscript has not been submitted elsewhere or is under consideration at another journal.

They want to know any relevant conflict of interest information and any roles the funding body played in the study.

The author instructions may or may not have explicit information on what they want you to write, but it’s good practice to state this information upfront. This way, the editor doesn’t have to dig through the manuscript to know if you’ve met the basic ethical requirements for publication.

See it in action: Edanz video on writing cover letters

We laid out the basics of a cover letter in this video.

And if you don’t want to start with a blank document…

Get a cover letter template

It’s all easier said than done, right?

Download a template to plug-and-play your text.

cover letter examples for journal article submission

Download the above short-form or long-form cover letter from the Edanz Learning Lab template collection .

“When I became a journal editor, I really learned how important cover letters are. We need them to learn more about submissions and to make more informed decisions on whether to send manuscripts out for peer review. As a journal editor, I greatly appreciate a carefully written cover letter; it saves me time and it shows me the authors really care. It also helps with reviewer selections … something I rarely have time to do.” — Gareth Dyke , PhD Editor-in-Chief of Taylor & Francis journal ‘Historical Biology’

By the way, not all cover letters are the same, though most are. PLOS ONE cover letters are a notable exception and have certain requirements for what you need to tell them, such as which of their Academic Editors you want to review your submission. See their guidelines here .

So, all set to do your cover letter? Now go find a forever home for your manuscript and tell them why they’re the perfect fit for you.

Want to dig deeper into the publication process, soup to nuts, ideas to publication? Take simple, expert-designed courses to walk you through it all, at the Edanz My Learning Lab .

Enago Academy

Writing a Cover Letter for Journal Submission

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One of the most neglected aspects of journal submission is the cover letter. Although it may seem like a formality, the cover letter is actually an important part of the submission process . The cover letter is your chance to tell the editor about your manuscript, why it is important, and how it fits into the scope of their journal. Overall, the letter should grab the editor’s attention. This letter should not be written hurriedly, because the quality of the cover letter can make or break your chances of publication . The cover letter should follow a fairly standard format.

Format of a Cover Letter

The first thing you need to do is check your target journal’s author instructions for the cover letter requirements . Sometimes, the journals will request that certain phrases or statements be included in the cover letter. If this is the case, then make sure that your letter contains all of the required information and statements mentioned in the instructions. Before writing the letter, here are a few key things to remember with regard to the format of the letter.

  • The letter should be written on a letterhead, and it should be limited to about one or one and a half pages long. All the proper letter heading materials should be included (the date and the address of the recipient should be at the top left, under the letterhead).
  • It should address the editor by name, if this is known.
  • The body of the letter should include four short paragraphs.
  • The first paragraph should introduce the author while stating that the author is submitting a manuscript for review. This section should include the title of the manuscript and the journal name.
  • The second paragraph should cover the focus of the manuscript. This should include about 4-5 sentences that describe the focus of the study, the hypothesis, the approach, and the methodology.
  • The third paragraph should be about 2-3 sentences and should describe the key findings and how these contribute to the field. It should also describe the scope of the manuscript to the journal based on the details of the manuscript. If you have any other important details that might make your manuscript stand out and encourage the editor to send it for review then do not forget to mention those details in this paragraph.
  • The final paragraph should always thank the editor for considering the manuscript for publication.

Points to Remember

In addition, there are certain key phrases that need to be included, and some of these are even required by most journals. It should be mentioned that the written manuscript is original and no part of it has been published before, nor is any part of it under consideration for publication at any another journal. The authors might also need to declare any conflicts of interest.

Related: Drafting your cover letter for manuscript submission ? Check out this post now for additional points to consider submitting your manuscript!

Finally, some journals require that you submit a list of potential reviewers in the cover letter and also allow you to mention any researchers who should not review your manuscript. All of these added statements are a very important to consider while writing a cover letter , especially if they are required by the journal, and contribute to the editors overall view of your manuscript submission. Do not forget to proofread your cover letter several times. The text should be revised for clarity and succinctness. Points or sentences that stray from the focus should be removed and all the sentences should be directly related to the purpose, the main results, and the most important findings and conclusions.

In addition, all basic grammar and construction issues should be corrected during the revision. If you need help with the revision, you can include your cover letter with your manuscript when seeking for a professional proofreading service . If you are still unsure of where to start with your cover letter, there several templates available that can help. We have listed some of these below:

https://spie.org/Documents/Publications/ Journals / sample _ cover _ letter .doc

www.springer.com/cda/content/document/…/JGIM+ Cover + letter + templates .doc

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cover letter examples for journal article submission

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Writing and formatting

In this section:

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The cover letter gives you the opportunity to present an overview of your manuscript to the editor.

Your cover letter should include

  • The objective and approach of your research
  • Any novel contributions reported
  • Why your manuscript should be published in this journal
  • Any special considerations about your submission
  • Related papers by you and/or your fellow authors (published or under consideration)
  • Previous reviews of your submission
  • Previous submissions of your manuscript to that journal
  • Previous communication you’ve had with journal staff

You’re encouraged to submit previous communications as they can help expedite the review process. If you have any of the following, you can submit them as ‘Supplementary file for editors only’:

  • Copies of related papers
  • Previous editors’ comments and your responses
  • Previous reviewers’ comments and your responses

NIH Employees

If you or any of your co-authors are NIH employees, you will have to submit a completed and signed NIH Publishing Agreement and Manuscript Cover Sheet according to NIH’s Employee Procedures .

  • Tel: +81-3-5541-4400 (Monday–Friday, 09:30–18:00)

ThinkSCIENCE

Writing effective cover letters for journal submissions: Tips and a Word template

Writing a cover letter

When you need to submit a cover letter with your manuscript, you'll probably write it just before submission. Like many other authors, you may find yourself wondering what to write and taking longer than you expected, causing last-minute delays and stress.

To help you write effective cover letters—and to write them quickly and easily—in this article we offer some tips on layout and appropriate wording. Also, you can download our template cover letter (Word file) to help you save time writing and help you remember to include standard author statements and other information commonly required by journals.

If you are submitting a revised paper to the same journal, note that the response letter to the reviewers is different from the cover letter used at initial submission. You can find tips and a template on writing effective response letters to the reviewers in our previous article .

Many journals require a cover letter and state this in their guidelines for authors (alternatively known as author guidelines, information for authors, guide for authors, guidelines for papers, submission guide, etc.). For some journals, a cover letter is optional or may not be not required, but it's probably a good idea to include one.

Why do some journals ask for cover letters?

Cover letters can be helpful to journal staff in the following ways.

1. Cover letters that include standard statements required by the journal allow the journal staff to quickly confirm that the authors have (or say they have) followed certain ethical research and publishing practices.

These statements assert that the authors followed standard practices, which may include (i) adhering to ethical guidelines for research involving humans ( Declaration of Helsinki ), involving animals ( ARRIVE guidelines ), or falling under institutional guidelines; (ii) obtaining ethics approval from institutional review boards or ethics committees; (iii) obtaining informed consent or assent from participants; (iv) complying with authorship criteria (e.g., ICMJE criteria ); (v) confirming no duplicate submissions have been made; and (vi) recommending reviewers for your paper, which may include specifying peers that you prefer not be contacted.

2. Cover letters can summarize your manuscript quickly for the journal editor, highlighting your most important findings and their implications to show why your manuscript would be of interest.

Some journals, such as Nature, state that while a cover letter is optional, it provides "an excellent opportunity to briefly discuss the importance of the submitted work and why it is appropriate for the journal." Some publishers, such as Springer , recommend that you write a cover letter to help "sell" your manuscript to the journal editor.

3. Cover letters that contain all of the information required by the journal (as stated in the guideline for authors) can indicate that you have spent time carefully formatting the manuscript to fit the journal's style. This creates a good first impression. Addressing the letter to a named editor at the journal also shows that you took the time to write your letter (and by extension, your manuscript) with care and considered the fit with the journal beyond just impact factor.

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What makes an effective cover letter?

Cover letters should be short—preferably no more than 1 page—and they often use single line spacing. The content can be broadly divided into six sections:

  • Addressee's information and date of submission
  • Opening salutation
  • Purpose statement and administrative information
  • Summary of main research findings and implications
  • Statements or information required by the journal
  • Closing salutation and your contact information

Let's look at some tips for each section. And don't forget to download the template , which shows these tips already in place.

1. Addressee's information and date of submission

  • Check the journal's website for the name of the editor who handles submissions; this could be the Managing Editor or an editor assigned to your geographical region. If no handling editor is named, address your cover letter to the Editor-in-Chief. Some journals ask that you identify a specific editor for your specialty.
  • Write the name of the addressee in the top left corner of the page.
  • Write the date beneath. To minimize the number of line breaks used in your cover letter (and help keep it to one page of text), you can put the date to the right if you wish.
  • Note that dates written as numerals only can be confusing: 02/03/2017 can be read "2 March 2017" in British and "3 February 2017" in American English. Using the format "3 February 2017" or "February 3, 2017" is clear.

2. Opening salutation

  • Write the title and last name of the addressee (exclude the first name); for example, "Professor Brown" or "Dr. Baker" (British English: "Dr Baker").
  • If you can't find a named editor on the journal website, then you can use the opening salutation "Dear Editor".
  • At the end of the opening salutation, you can use a comma or a colon; that is, "Dear Dr. Baker," or "Dear Dr. Baker:" (British English uses the comma; American English uses either, but the colon is considered more formal).

3. Purpose statement and administrative information

  • Clearly state the purpose of your letter (that you are submitting a manuscript) and then state your manuscript title, author names (or first author "Brown et al."), and article type (e.g., original paper).
  • Be sure to use the journal's own terminology to refer to the article type; for example, some journals use the term "Regular Articles" for a full research paper, whereas others use "Original Submissions", "Full Papers", "Original Articles", among others.
  • See the downloadable Word template for an example sentence that presents this information clearly and concisely.
  • If your submission consists of many files, consider summarizing them in one short sentence so that the journal editor is sure all of the files have been received; for example, "There are 8 files in all: 1 main manuscript file, 1 highlights file, 3 figure files, 1 table file, 1 supplementary data file, and 1 supplementary figures file".

4. Summary of main research findings and implications

  • In a new paragraph, summarize the purpose of your research (the research gap or problem it addresses), the main findings, and finally the implications of these findings. This is your main chance to highlight the value of your work to the journal editor, so keep this short and focused. (Journal editors may receive thousands of submissions annually, and many fulfill editing duties on top of their own research and teaching schedule, so you should strive to make their jobs easier by providing as concise a summary as possible.)
  • Be sure to tailor your statements so that they're in line with the readership of the journal. For example, if you are submitting to a more general journal that has a diverse readership, underscore the possible impact your findings could have in multiple fields. Conversely, if you are submitting to a publication with narrow scope, you can write about your findings in highly focused terms.
  • Avoid simply reproducing sentences verbatim from the abstract—which the journal editor will likely read next. Instead, if you take sentences from your abstract as a base to work from, then try to craft a much shorter summary that clearly fits the journal's focus and that highlights the implications of your work for the journal's readers. In fact, Nature guidelines state specifically to "avoid repeating information that is already present in the abstract and introduction."
  • When stating that you think your work is a good fit for the journal, be sure not to use exaggerated flattery. Avoid using words like "esteemed" and "prestigious" to describe the journal: "We believe that these findings will be of interest to the readers of your esteemed/prestigious journal."
  • It's helpful to the journal editor to state if your work directly relates to a paper published by another author in the same journal. Also, mention if your study closely relates to or extends your previously published work, so it is clear why your submitted manuscript is novel or important enough to publish.

Common phrases in this paragraph:

Summarizing the purpose of your research

  • This study presents/summarizes/examines…
  • X remains a problem for (engineers/software developers/local government). In this study, we (examined/investigated/developed and tested)…

Presenting your main results

  • Our main findings/results were that…
  • The most interesting/important findings were that…
  • Most importantly, our findings can improve/reduce/help…

Highlighting the relevance of your findings

  • These findings should enable (engineers/doctors/local government) to…
  • We believe that these findings will be of interest to the readers of your journal.

5. Statements or information required by the journal

  • In this new paragraph, provide any statements that the journal requires be included in your cover letter. Be sure to review the journal's guidelines to know what information you should provide.
  • Some journals or publishers have very specific requirements. For example, PLOS requires that authors describe any prior interactions with the journal in the cover letter, as well as suggest appropriate Academic Editors from the journal's editorial board to handle the submission.
  • Some journals require that sentences are provided verbatim in the cover letter. The guidelines will tell you to copy and paste the sentence provided in quotation marks into the cover letter. For example, Springer states that cover letters should contain two specific sentences: "We confirm that this manuscript has not been published elsewhere and is not under consideration by another journal" and "All authors have approved the manuscript and agree with its submission to [insert the name of the target journal]."
  • Several statements pertaining to research and publication ethics are commonly required by journals across a broad range of fields. These are given in our downloadable Word template . When using the template, you can retain the statements in full, revise them slightly as appropriate to your circumstances, replace them with any similar wording required by the journal, or delete them if they do not fit your specific situation.

Previous contact with the journal

  • We state that we have had no previous contact with the journal regarding this submission.
  • We previously contacted the journal to inquire about/to check whether…

Conflict of interests and financial disclosures

  • The authors have no conflicts of interest to declare.
  • X.Y. advises Company A and has received lecture fees from Company B.
  • This study was supported by a grant from Z.
  • No financial support was received for this study/work.
  • A.B. conceived the study, analyzed the data, and drafted the manuscript; C.D. analyzed the data…
  • All authors have approved the manuscript and agree with its submission to the journal.
  • All authors approved the final version of the manuscript and agree to be accountable for all aspects of this work.

Suggested reviewers

  • Potential reviewers for our manuscript are:
  • We believe that the following individual(s) would be well suited to reviewing our manuscript.

Request to exclude reviewers

  • We request that the following individual(s) not be approached to review our manuscript (because…).

Concurrent/duplicate submissions

  • We declare that this manuscript has not been published before, in whole or in part, and is not currently being considered for publication elsewhere.
  • This study was presented in part at…
  • This study was previously published in Japanese (citation) and…

6. Closing salutation and your contact information

  • Briefly thank the journal editor for considering the manuscript and follow this with the full contact information of the corresponding author (name, academic degrees or professional qualifications; affiliation and postal address; telephone (and fax); email).
  • Be sure to maintain a collegial tone to leave the journal editor with the best impression as he or she finishes reading your cover letter and moves on to evaluate your manuscript.
  • Avoid statements that could be construed as presuming to give instructions to the editor. For example, "we look forward to your review of our manuscript" implicitly directs the editor to review your paper. Also, we look forward to hearing from you "at your earliest convenience/as soon as possible" implicitly directs the editor to communicate with you quickly; instead, simply use a neutral but polite phrase such as "we look forward to hearing from you" or "we look forward to hearing from you in due course".
  • A suitable closing salutation is "Sincerely," or "Yours sincerely,"

Although the cover letter is not, strictly speaking, a part of your manuscript, it can affect how your submission is perceived by the journal editor. A cover letter that is tailored to the journal, introduces your work persuasively, and is free from spelling and grammatical errors can help prime the editor to view your submission positively before he or she even looks over your manuscript.

We hope our tips and Word template can help you create professional, complete cover letters in a time-effective way. Our specialist editors, translators, and writers are available to help create or revise the content to be error-free and, as part of our additional comprehensive Guidelines for Authors service , we can ensure the cover letter includes all of the statements required by the journal.

Lastly, just as a reminder for members of ThinkSCIENCE's free annual rewards program , remember to claim your reward of free editing or translation of one cover letter alongside editing or translation of a full paper before the end of the March!

cover letter examples for journal article submission

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What should be included in a cover letter?

You may be required to submit a cover letter with your submission. Individual journals may have specific requirements regarding the cover letter's contents, so please consult the individual journal's Guide for Authors.

A cover letter is a simple, brief business letter, designed to introduce your manuscript to a prospective Editor.  If the Guide for Authors does not specify what to include in your cover letter, you may wish to include some of the following items:

  • Specify special considerations that should be given to the paper (if any).
  • A brief background regarding the research involved or how the data was collected.
  • Details of any previous or concurrent submissions.
  • It's also useful to provide the Editor-in-Chief with any information that will support your submission (e.g. original or confirmatory data, relevance, topicality).
  • The inclusion (or exclusion) of certain Reviewers (if  propose/oppose reviewers  isn't an available step in the submission process).
  • Bring to the Editor’s attention any  Conflict of Interest or Permissions information  which may be relevant.  Be sure to upload any accompanying forms or declarations as required to your submission.

Please note: When your manuscript is received at Elsevier, it's considered to be in its 'final form' ready to be reviewed, so please check your manuscript carefully before you submit it to the Editor. A guide to the publication process and getting your article published in an Elsevier journal is available on the Elsevier Publishing Campus .

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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.

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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

Dr. Sowndarya Somasundaram

Cover Letter for Journal Submission

Table of contents

Key points to include:, points to avoid:, example cover letter for journal submission.

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.

  • 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)
  • 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.

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 )

cover letter examples for journal article submission

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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Cover Letter For Journal Submission: Sample and Tips

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If you submit an article for journal publication, it’s good practice to include a cover letter. You can use the letter to introduce yourself and tell the editor why the research you have done is important. Remember, the journal editor will want to know why your work is a perfect fit for their publication and why their audience will benefit from reading it.

If your cover letter and article are of top-notch quality, this increases your chance of making it to the peer review stage. That makes it worth the time you will spend writing and perfecting your cover letter for journal submission. 

Not sure where to begin? Take a look below. We’ve got some great writing tips as well as an example cover letter for journal submission.

Journal Submission Cover Letter Sample in .docx Format

Here is a sample cover letter. Feel free to use it as an aid to composing your own submission! 

cover letter sample for journal submission

Download example (Word version)

Cover Letter Example For Journal Submission – Text Format

Dear Dr. James Brower,

My name is Dr. Eileen Ninja. I am respectfully submitting the attached article: “Impacts of Urban Ecological Restoration on Healthcare Outcomes” on behalf of my colleagues (Dr. Jensen Williams, and Byron James) for publication in ‘Modern Ecology Journal’. It is our belief that the work we have done will serve as a valuable reference for other researchers in the urban ecology discipline.

Our article reflects field research and post-research analysis conducted from January 2017 – January 2020. This work has not been published in any other journals. We affirm that we are the owners of this work and give permission for its publication, solely in the journal listed above. As research lead, I further affirm that I have full consent and agreement of my co-researchers in making this submission.

The submitted article summarizes research that we did on several urban ecological restoration projects within inner-city neighborhoods in medium to large cities in the Midwestern United States as well as the Great Lakes Region. Specifically, we researched the potential impacts of urban restoration or ‘greening’ projects on air quality-related health conditions.

As our research builds upon several articles previously published in the Modern Ecology Journal, we believe it will be relevant to your readers. Further, it reaches both new conclusions and introduces new questions for future research use.

I have attached the manuscript in its final form, as well as consent to publish from my colleagues. I look forward to your feedback.

Respectfully,

Dr. Eileen Ninja

Journal Submission Cover Letter Writing Tips

Writing a journal article is hard, penning a cover letter is easier. But still, it’s nice to have some pointers, right? Take a look at these tips to help ensure your cover letter really nails it.

Keep a Loose Structure in Mind

Most academic journals don’t have a specific template for you to use for submission letters. Although, you should research to make sure that is the case. 

That said, your letter should follow a loose structure that includes:

  • Introducing yourself and your fellow researchers.
  • The title of your article.
  • A summary of the research.
  • Your reasons that it will be of use to that journal’s readers.
  • Your methodology.
  • A statement that you own the work, have the right to submit it and have obtained permission from the other researchers.
  • A list of attachments.

Think of this as a bit of a checklist that you can keep at the back of your head as you work on the letter. 

Debi D-H

Don’t Repeat Your Research Abstract

Some researchers make the mistake of copying their research abstract into their cover letter and calling it a day. This is a blunder. Because the reader will still take the time to check it out. So by copying it to your letter, you lose a chance to provide some extra background. 

Instead, describe your research using your own words. Address the main points only. Your goal should be to describe it in a way that is easy to read and understand. Aim for a clear and concise description that is three or so sentences long.

Make it Relevant to The Audience

Your most important task here is to make a compelling case that the journal readers are going to be interested in reading about your research. Remember that there are thousands of academic journals. Each of these deals with a very specific subset of an academic discipline . You must research carefully to ensure that you are reaching out to the most relevant publications. 

Once you have done that, you should be able to easily describe why it would be relevant. Keep in mind that the key points are going to be, how your work expands on other research, how it draws conclusions that will be relevant to other researchers, or how it reveals questions for researchers to explore in the future.

Final Tip: Keep it Brief

Remember that your job is to summarize your research in order to show the publisher that it is well-done and relevant to their audience. If you find that your letter is more than one page long, chances are you need to do a bit of editing. Remember, the details are best left to your research article, and that will be reviewed by your peers.

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How To Write A Cover Letter For Journal Submission

cover letter examples for journal article submission

Quick Takeaways:

  • A well-written cover letter is a valuable item in your submission package
  • Use our checklist as a guide to craft an effective cover letter, and
  • Download our example cover letter and use it as a template

Your cover letter should not only summarise the key message of your submitted paper, but also convincingly “sell” your work and make the editor want to read the full paper and send it out to peer reviewers.

A good manuscript cover letter can make your submission stand out from the hundreds of submissions a journal may receive each week. A bad cover letter, on the other hand, may work against you by making a poor first impression, as explained by Dr. Rachel Baron, our Co-Chief Editor:

Watch the rest of this webinar:  Ready To Submit For Publication? How To Ensure Your Paper Makes An Impact

In this guide:

  • 1) Meaning of ‘et al.’
  • a) Table: Correct use of ‘et al.’ by style guide
  • b) Unusual scenarios

Although the transition to digital submission systems has decreased the significance of cover letters, many journals still require or recommend one.  Nature , for example, states,

“Although optional, the cover letter is an excellent opportunity to briefly discuss the importance of the submitted work and why it is appropriate for the journal.”

Whether your target journal requires a cover letter or you’ve decided to write one nevertheless, it’s worth taking the time to write an effective and compelling letter. In this guide, we’ll show you how you can do so in six simple steps.

A. Writing a Cover Letter for Your Manuscript

Step 1: address the recipient professionally, step 2: state the manuscript essentials (e.g., title & type).

Step 3: Summarise your study

Step 4: Meet journal-specific requirements

Step 5: include standard declarations, step 6: sign off professionally, putting it all together: a quick checklist.

B.  Example Cover Letter [Free Download]

QUICK ASIDE

Your target journal may set a 1-page limit for cover letters. Even if it doesn’t impose a page or word-count limit, cover letters are best kept to 1–2 pages long (with single-line spacing), so it’s important to make the optimum use of the limited space available.

It’s important that you greet the right person as the letter’s recipient, and that you do so professionally. Avoid using a generic greeting, such as ‘Hello’, ‘Greetings’, or ‘To whom it may concern’.

Browse through your target journal’s website to find out the name of the journal editor, who usually carries the job title ‘Editor-in-Chief’, ‘Chief Editor’, ‘Editor’, ‘Executive Editor’, or ‘Managing Editor’. Journals with a broad scope may require you to name the senior or associate editor who handles a specific topic or article type. Typically, this information is listed on a page titled ‘Editorial Board’, ‘Journal Staff’, or something similar.

✗  Dear Sir/Madam,

✓  Dear Dr Huang,

✓  Dear Mr Horton:

✓  Dear Ms Li

✓  Dear Editor-in-Chief:             (use the editor’s title only if you can’t find the name of the editor)

The use of punctuation in your greeting (e.g., Dr. Huang vs Dr Huang), as well as in the rest of the letter, will vary depending on whether you’re following US, UK, or other   convention. We recommend that you pick one style and follow it throughout the letter.

In your first paragraph, explain why you’re writing the letter. Remember to include not only the title of your manuscript but also the type of submission (e.g., original research article, review article, short communication, letter, case report). Use your target journal’s terminology for the name of the article type, to show attention to detail and that you are familiar with the journal’s style.

Also mention any special circumstances, including if you’ve had previous contact with the journal or if the manuscript is a resubmission. Use formal English and consistent punctuation and spelling style (e.g., US, as in the first example below, or UK, as in the second and third examples) throughout the letter.

✓  I am writing to submit my paper, “Title of your manuscript,” to Journal Name as an Original Article.

✓  On behalf of my co-authors, I am submitting the attached Brief Communication, ‘Title of your manuscript’, to Journal Name for fast-track consideration for the upcoming special issue on X.

✓  My co-authors and I were pleased to receive your favourable response of 1 April 2021 to our pre-submission enquiry regarding a state-of-the-art review on X. Accordingly, we would like to submit the enclosed manuscript, ‘Title of your manuscript’, for consideration for publication as a Review Article in Journal Name.

Omitting any of the key pieces of information (i.e., article name, article type, journal name) or sounding informal or too pushy can result in a poor opening.

✗ Please consider my article for publication in your journal!

✗ I’d be glad if you’d accept our paper for publication in Journal Name

Do check that you’ve correctly named, and correctly spelt, your target journal (and its Editor-in-Chief), especially if you are submitting a rejected manuscript to a new journal.

Step 3: Summarise your study

The next paragraph is one of the most important parts of the cover letter. This is where you convince the editor that your manuscript is worth reviewing.

As tempting as it may be, don’t simply copy and paste the abstract of your manuscript, as the purposes and styles of an abstract and a cover letter are different. In your abstract, you summarise the manuscript using similar language and a similar order of information (introduction, methods, results, conclusion), so as to entice readers to read the full text.

In your cover letter, however, you summarise the manuscript but focus on the value of your contribution to the journal and discipline, so as to persuade the editor to read the abstract. Use plain, non-technical language because the editor may not be an expert in your particular field or topic, and avoid sounding too self-promotional, emotional, informal, or wordy.

Start with the most important message or feature of your manuscript. You can highlight the novelty of your study, innovation of your approach, or strength of your conclusions. Also explain how your manuscript matches the aims and scope of the target journal by stating how the practical or theoretical implications of your study are relevant to the specific readership.

✓ Our 2-year trial of Z for X among Y shows that delaying Z administration to bedtime doubles its efficacy. This shift in timing is a simple, safe, and cost-effective way to increase drug efficacy and reduce X prevalence. The results are robust and applicable worldwide, given the strong study design (randomised cross-over trial of 1 million patients in 5 continents), and would be immediately useful for health care professionals who read Journal Name.

✗ X is a horrendous affliction affecting half of Y. Currently, the most common treatment regimen for X is Z, but it is sadly only of 50% clinical efficaciousness. This milestone clinical investigation aimed to achieve a massive reduction in morbidity and mortality by effecting a great improvement in the effectiveness of Z as treatment of X among Y. Utilising a groundbreaking chronotherapeutic modality approach, we carefully designed a randomised cross-over trial…

In 2-page cover letters, you could further justify your request for considering your paper for a certain article category or fast-track (expedited) publication, or include other relevant or insightful information. However, don’t request any waivers of submission or publication fees and don’t make any recommendations for or against potential reviewers unless allowed or required by the journal (see next section).

Some journals may require you to provide specific information in the cover letter, the most common of which are related to:

●   Authorship ●   Funding, conflicts of interest ●   Ethical approval for experiments involving humans or animals ●   Clinical trial registration ●   Data availability or sharing ●   If all authors are willing to transfer copyright to the journal if the manuscript is accepted

Some journals ask you to state if your manuscript has been previously rejected by another journal, in which case past review reports should be enclosed, along with a point-by-point response. Some journals ask for:

●   Names and affiliations of all the authors of the submitted manuscript ●   Word count and number of tables and figures ●   Number and size of supplementary files ●   If the authors are willing to pay for colour-page charges ●   Suggestions of images for cover art

Journals may also require or recommend that you list potential impartial peer reviewers (with institutions and email addresses) and/or people who you think shouldn’t be asked to be reviewers, with reasons. You may be asked to nominate an associate editor from a list in the journal’s website who can act as the topic-specific handling/academic editor. You may also be asked to specify your choice of peer review model from a limited selection of available models (e.g., single- or double-anonymised, or open-identity review).

It’s therefore important to read the journal’s Instructions for Authors page.

For example, to meet the requirement of  PLOS ONE  to ‘list any opposed reviewers’, you could write:

✓  We request that Prof X from the University of Y not be invited as a peer reviewer, because the journal uses double-anonymised review, but we recently sent her a non-anonymised draft of our manuscript for informal pre-submission review.

✗  Please under no circumstances whatsoever, don’t send our paper to Prof X from the University of Y to review because she gave us a really negative review for another paper in another journal 3 years ago.

Meeting all of the journal’s cover letter requirements, as well as submission requirements (e.g., authorship/contributorship and other declarations; copyright transfer form; if the journal requires that the manuscript be anonymized except the title page; or if figures and tables should be submitted in a separate file) will make your publication journey smoother by avoiding delays due to resubmission(s).

In the concluding section of your cover letter, you should include certain standard declarations that nearly all journals expect. For example,

●   Statement clarifying that all of the authors agree with the decision to submit the manuscript to the target journal: ●   All authors have read and approved the manuscript and have agreed to submit it to  Journal Name.

●   Statement of originality and exclusive submission to the journal: ●   The manuscript has not been previously published and is not being considered by another journal for publication.

●   Declarations associated with obtaining permission to use copyrighted material: ●   Our manuscript includes a figure published by Chan et al. (2020). We have obtained the necessary permission to reproduce the figure in our manuscript.

●   Who the Corresponding Author is: ●   Please note that I am the designated Corresponding Author for this submission.

Finally, professionally thank the editor for reviewing your submission, without being too flattering or sounding insincere.

✓  We thank you for considering our submission and we look forward to hearing from you.

✗  We are extremely indebted to you for graciously considering this humble manuscript for possible publication in your highly esteemed journal. Please reply soonest! Thanks!

Check if your target journal requires you to declare and enclose copies of similar manuscripts in preparation, submitted to other journals, posted to a preprint site, or previously presented at a conference. Check if your target journal considers preprint posting as prior publication.

End your cover letter by signing off professionally, and providing full contact details (e.g., mailing address, fax number, telephone number, email address). For example,

Yours sincerely, [First and Last Name of Corresponding Author] Job title Department of _________ University of ________ University address Fax: Phone: Email:

If you haven’t addressed the recipient by name but have instead used the editor’s title, replace ‘Yours sincerely’ with ‘Yours faithfully’.

If you’ve followed our guidelines above, you should have an effective cover letter. Good luck with your submission! Reach out to  [email protected]  should you require any editorial assistance.

Our downloadable draft manuscript submission cover letter, written in US style, deals with a fictitious case but is customisable and is annotated with helpful Comments. Please edit or replace text as needed and delete all Comments when finalising your letter. Remember to use non-technical, jargon-free but formal language, and avoid abbreviations, or spell them out at first mention.

cover letter examples for journal article submission

Our latest online workshop built on the success of face-to-face workshops we developed specifically for local universities. Over 30 faculty members joined the session, presented by our Chief Operating Officer, Mr Nick Case, to learn from our case studies on editing research proposals.

The response to our workshop, which included a constructive and insightful Q&A session, was very positive.Drawing on our extensive experience working with hundreds of Hong Kong researchers targeting the GRF and ECS every year, we used examples of poor and subsequently improved proposals to show the attendees how they can make their applications stand out.

Wondering why some abbreviations such as ‘et al.’ and ‘e.g.’ use periods, whereas others such as CV and AD don’t? Periods are typically used if the abbreviations include lowercase or mixed-case letters. They’re usually not used with abbreviations containing only uppercase letters.

Unusual Scenarios

The response to our workshop, which included a constructive and insightful Q&A session, was very positive.Drawing on our extensive experience working with hundreds of Hong Kong researchers targeting the GRF and ECS every year, we used examples of poor and subsequently improved proposals to show the attendees how they can make their applications stand out. The response to our workshop, which included a constructive and insightful Q&A session, was very positive.Drawing on our extensive experience working with hundreds of Hong Kong researchers targeting the GRF and ECS every year, we used examples of poor and subsequently improved proposals to show the attendees how they can make their applications stand out. The response to our workshop, which included a constructive and insightful Q&A session, was very positive.Drawing on our extensive experience working with hundreds of Hong Kong researchers targeting the GRF and ECS every year, we used examples of poor and subsequently improved proposals to show the attendees how they can make their applications stand out.

Author Resources

Check out AsiaEdit’s professional research grant proposal editing service. Read more about our training services covering all aspects of academic writing tailored for local institutions.

More resources on research grant proposal writing: On-demand Webinars Preparing an effective research proposal – Your guide to successful funding application Preparing an effective research proposal – Your guide to successful funding application (Part 2)

cover letter examples for journal article submission

Felix is a BELS-certified academic editor with a decade of experience in editorial operations and management . He is passionate about science communication and takes pride in helping researchers disseminate their work. Felix has been with AsiaEdit since May 2020.

cover letter examples for journal article submission

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cover letter examples for journal article submission

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cover letter examples for journal article submission

IMAGES

  1. Cover Letter for Journal Submission

    cover letter examples for journal article submission

  2. Sample Cover Letter Journal Submission Best Display Comfortable

    cover letter examples for journal article submission

  3. Cover Letter To Academic Journal For Submission

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  4. Sample Cover Letter For Research Paper Submission : Learn about writing

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  5. Journal paper cover letter template

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  6. cover letter for submission of manuscript

    cover letter examples for journal article submission

VIDEO

  1. How to select the journal for article submission in advanced ways || Private Batch ||

  2. video editor cover letter

  3. Cover letter for submission of a manuscript to a Journal

  4. Covering Letter For Quotation Submission

  5. How to Write a Journal Submission Cover Letter

  6. How to write an amazing cover letter for Australian nursing job application.Best cover letter format

COMMENTS

  1. How to write a cover letter for journal article submission

    Get a quote 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.

  2. 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.

  3. Cover Letter for Journal Submission: Sample & How To Write

    Updated 02/12/2023 As seen in: 4 likes comments Every day, you help the world to move forward. Conducting research, performing tests, and working on scientific experiments are a part of your routine. The data you've collected must be processed and presented in a neat manuscript. But wait. Who's going to read it? Oh, right.

  4. Cover letters

    Learn more Cover letters are covered in the seventh edition APA Style Publication Manual in Section 12.11 This guidance has been expanded from the 6th edition. 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.

  5. Journal Article Publication Letters

    A journal publication letter, also known as a journal article submission cover letter, is a cover letter written to a peer-reviewed journal to advocate for the publication of a manuscript. Not all journals ask for a publication letter. Some see publication letters as optional, but many peer-reviewed academic journals request or require them.

  6. How to Write a Cover Letter for Journal Submission

    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!

  7. Writing a Cover Letter for Journal Submission [Free Template]

    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.

  8. Writing a cover letter for journal submission (Download template)

    1. Title of the paper and corresponding author details: Although mentioning these details seems obvious, you should ensure that these are included in your cover letter. 2. A short summary of your findings: In just 3-4 sentences, you should summarize the most important findings of your study. It would be best to avoid technical details here.

  9. Writing a Successful Journal Cover Letter (Free Templates)

    Salutation (Dear Dr. …) Indication you're submitting your manuscript, along with its title, and the category of manuscript you're submitting (Original Report, Review, Case Study, etc.) based on what the journal accepts Background information regarding your work - what is already known about the subject matter?

  10. Writing a Cover Letter for Journal Submission

    The body of the letter should include four short paragraphs. The first paragraph should introduce the author while stating that the author is submitting a manuscript for review. This section should include the title of the manuscript and the journal name. The second paragraph should cover the focus of the manuscript.

  11. How to write a cover letter for a journal article

    A cover letter is the first point of contact between you and the target journal's editors. As such, your cover letter functions as a sales pitch to the journal editors. In other words, you cover letter needs to sell the notion of why your manuscript deserves to be published in and how it matches the scope of the target journal.

  12. PDF Sample Cover Letter in APA Style for Manuscript Submission

    I am enclosing a submission to the Journal of Poetry and Psychology entitled "Poetry and the Cognitive Psychology of Metrical Constructs." The manuscript is 40 pages long and includes four tables and two figures. I wish for the manuscript to be given a masked review. I request that my ex-partner [name blocked out] not be one of the reviewers.

  13. Writing a cover letter

    Writing and formatting Writing a cover letter The cover letter gives you the opportunity to present an overview of your manuscript to the editor. Your cover letter should include The objective and approach of your research Any novel contributions reported Why your manuscript should be published in this journal

  14. Writing effective cover letters for journal submissions: Tips and a

    Cover letters can be submitted as normal text files, such as Word, or input directly in a field in the journal's online submission system. Let's look at some tips for each section. And don't forget to download the template, which shows these tips already in place. 1. Addressee's information and date of submission.

  15. What should be included in a cover letter?

    A brief background regarding the research involved or how the data was collected. Details of any previous or concurrent submissions. It's also useful to provide the Editor-in-Chief with any information that will support your submission (e.g. original or confirmatory data, relevance, topicality).

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

    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.

  17. Cover Letters for Journal Submission

    A cover letter intended to be submitted with your article manuscript is not a formality. Care should be taken when writing such a letter. When writing a cover letter, keep these tips in mind: Include a statement that your research has not been published elsewhere or is not under consideration for publication elsewhere

  18. How to Write an Effective Cover Letter for Journal Submission

    November 17, 2021 22901 Table of contents Key points to include: Points to avoid: Example Cover Letter for Journal Submission 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.

  19. Cover Letter For Journal Submission: Sample and Tips

    If you submit an article for journal publication, it's good practice to include a cover letter. You can use the letter to introduce yourself and tell the editor why the research you have done is important.

  20. How to Write a Cover Letter for a Journal Article Submission

    1. Review the list of requirements Often, a journal has a list of requirements for writers to follow when submitting a piece of work. It may require that you include certain documents, like previously published work or legal compliance documents.

  21. How To Write a Cover Letter for a Research Paper (Plus Example)

    Here are nine steps to help you compose a cover letter when submitting your research paper to a professional journal: 1. Set up the formatting. Set up your word processor to format your cover letter correctly. Formatting standards for research paper cover letters usually include: 2.

  22. How To Write A Cover Letter For Journal Submission

    Step 1: Address the recipient professionally Step 2: State the manuscript essentials (e.g., title & type) Step 3: Summarise your study Step 4: Meet journal-specific requirements Step 5: Include standard declarations Step 6: Sign off professionally Putting it all together: A quick checklist B. Example Cover Letter [Free Download] QUICK ASIDE

  23. How To Write a Journal Article Submission Cover Letter

    It will have proper letter heading material, ie, the date and the address of the recipient at the top left, under the letterhead. It will address the editor by name, if the name is known. It will then have four short paragraphs. The first introduces the writer, and follows the basic format of the intro para of the job cover letter described in ...