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

Make a Gift

Writing Center Home Page

OASIS: Writing Center

Writing for publication: cover letters.

A well-written, properly formatted cover letter is the first impression an editor of a journal has of the submitting author. Make sure that your cover letter is free of typographical errors, misspellings, casual language, and any other idiosyncrasies such as a nonstandard font. A good cover letter will ensure that the content of your article is given serious consideration by the journal's editors. Make sure your cover letter is brief and direct (usually no more than four paragraphs, maximum).

In addition to adhering to any journal-specific guidelines, make sure your cover letter follows the following guidelines.

Establish Credibility

Gump (2002) recommended that authors establish their credibility by using institutional letterhead if possible, as well as using a title or appointment to help establish qualifications (e.g., "Associate Professor," "Visiting Professor"). Gump also advised that those not currently affiliated with an academic institution use the letterhead of their company or organization. Of course, if you are submitting electronically, it may not be possible to make use of a letterhead.

Establishing your authority must also be done in the body of your cover letter. Be sure that your cover letter makes clear to the journal editors whether your research fills a research gap in your field. There is no need to tell the editors that your article is going to change the world; avoid hyperbole and state simply and briefly the contribution that your article contributes to your field.

Gump, S. E. (2004). Writing successful covering letters for unsolicited submissions to academic journals. Journal of Scholarly Publishing, 35 (2), 92–102. https://doi.org/10.1353/scp.2004.0007

Personalize the Letter

There are several ways you can personalize your letter to establish a connection with the editor and the journal. These ideas include making a specific reference to a previously published article in the journal that contains similarities to yours or demonstrating a familiarity with the interests of the journal's readership.

Simultaneous Submissions

Different journals have different rules about what types of submissions they will accept. A simultaneous submission is a submission that you have sent out to more than one journal at the same time. Many journals have stated policies that ask submitters to only submit to one journal at a time. Polices regarding simultaneous submission often vary by field. For example, most journals in the sciences require that papers under review not be submitted elsewhere, while some journals in the humanities have different policies. Be sure to check each journal's submission policies to determine whether they accept simultaneous submissions or not.

If you do submit to a journal with a no simultaneous submission policy, include a line in your cover letter informing the journal that your article is not under consideration elsewhere. Breaching this rule and submitting to multiple journals that explicitly request exclusive consideration is widely considered unethical in the scholarly community.

Other Important Information

Previously published material: Without exception, academic journals will not publish previously published material. Therefore, you will want to make it clear to the editors in one brief sentence that the article you are submitting for consideration has not been published elsewhere.

Funding: If you have received a grant or funding in order to conduct your research, be sure to mention the source of your funding in your cover letter.

Didn't find what you need? Search our website or email us .

Read our website accessibility and accommodation statement .

  • Previous Page: Overview
  • Next Page: Abstracts
  • Office of Student Disability Services

Walden Resources

Departments.

  • Academic Residencies
  • Academic Skills
  • Career Planning and Development
  • Customer Care Team
  • Field Experience
  • Military Services
  • Student Success Advising
  • Writing Skills

Centers and Offices

  • Center for Social Change
  • Office of Academic Support and Instructional Services
  • Office of Degree Acceleration
  • Office of Research and Doctoral Services
  • Office of Student Affairs

Student Resources

  • Doctoral Writing Assessment
  • Form & Style Review
  • Quick Answers
  • ScholarWorks
  • SKIL Courses and Workshops
  • Walden Bookstore
  • Walden Catalog & Student Handbook
  • Student Safety/Title IX
  • Legal & Consumer Information
  • Website Terms and Conditions
  • Cookie Policy
  • Accessibility
  • Accreditation
  • State Authorization
  • Net Price Calculator
  • Contact Walden

Walden University is a member of Adtalem Global Education, Inc. www.adtalem.com Walden University is certified to operate by SCHEV © 2024 Walden University LLC. All rights reserved.

  • SpringerLink shop

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

Back │ Next

  • Affiliate Program

Wordvice

  • UNITED STATES
  • 台灣 (TAIWAN)
  • TÜRKIYE (TURKEY)
  • Academic Editing Services
  • - Research Paper
  • - Journal Manuscript
  • - Dissertation
  • - College & University Assignments
  • Admissions Editing Services
  • - Application Essay
  • - Personal Statement
  • - Recommendation Letter
  • - Cover Letter
  • - CV/Resume
  • Business Editing Services
  • - Business Documents
  • - Report & Brochure
  • - Website & Blog
  • Writer Editing Services
  • - Script & Screenplay
  • Our Editors
  • Client Reviews
  • Editing & Proofreading Prices
  • Wordvice Points
  • Partner Discount
  • Plagiarism Checker
  • APA Citation Generator
  • MLA Citation Generator
  • Chicago Citation Generator
  • Vancouver Citation Generator
  • - APA Style
  • - MLA Style
  • - Chicago Style
  • - Vancouver Style
  • Writing & Editing Guide
  • Academic Resources
  • Admissions Resources

How to Write a Cover Letter for Journal Submission

how to write a cover letter publication

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.

Writing a Cover Letter for Journal Submission [Free Template]

  • Research Process
  • Peer Review

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

Updated on September 20, 2018

two researchers writing a cover letter for journal submissions

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

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

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

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

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

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

Finally, close with a brief paragraph indicating the following:

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

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

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

Ben Mudrak, Senior Product Manager at American Chemical Society/ChemRxiv, PhD, Molecular Genetics and Microbiology, Duke University

Ben Mudrak, PhD

See our "Privacy Policy"

Cover Letter for Journal Submission Templates

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

BMJ Author Hub

Writing and formatting

In this section:

  • NEW! Featured Author Support
  • Language editing services
  • Reproducing third party illustrative materials
  • Suggesting reviewers
  • Writing a cover letter
  • Video abstracts
  • Video: How to submit your article

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 .

Thank you for visiting nature.com. You are using a browser version with limited support for CSS. To obtain the best experience, we recommend you use a more up to date browser (or turn off compatibility mode in Internet Explorer). In the meantime, to ensure continued support, we are displaying the site without styles and JavaScript.

  • View all journals
  • Explore content
  • About the journal
  • Publish with us
  • Sign up for alerts
  • Published: 14 October 2022

How to make cover letters instructive

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

21k Accesses

2 Citations

154 Altmetric

Metrics details

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

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

how to write a cover letter publication

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

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

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

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

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

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

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

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

Nature 556 , 5 (2018).

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

Nat. Biomed. Eng. 6 , 677–678 (2022).

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

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

Download references

Rights and permissions

Reprints and permissions

About this article

Cite this article.

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

Download citation

Published : 14 October 2022

Issue Date : October 2022

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

Share this article

Anyone you share the following link with will be able to read this content:

Sorry, a shareable link is not currently available for this article.

Provided by the Springer Nature SharedIt content-sharing initiative

This article is cited by

What’s really new in this work.

Nature Biomedical Engineering (2023)

How to curb bias in manuscript assessments

Quick links.

  • Explore articles by subject
  • Guide to authors
  • Editorial policies

Sign up for the Nature Briefing newsletter — what matters in science, free to your inbox daily.

how to write a cover letter publication

U.S. flag

An official website of the United States government

The .gov means it’s official. Federal government websites often end in .gov or .mil. Before sharing sensitive information, make sure you’re on a federal government site.

The site is secure. The https:// ensures that you are connecting to the official website and that any information you provide is encrypted and transmitted securely.

  • Publications
  • Account settings
  • Advanced Search
  • Journal List
  • Int J Endocrinol Metab
  • v.19(3); 2021 Jul

Logo of ijem

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.

An external file that holds a picture, illustration, etc.
Object name is ijem-19-3-115242-i001.jpg

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).

  • Levy Library
  • Levy Library Guides
  • Research Support
  • Journal Selection and Identification
  • Cover Letters for Journal Submission

Journal Selection and Identification: Cover Letters for Journal Submission

  • Workflow for Journal Identification and Selection
  • Using JANE to Generate a List of Publication Targets
  • Using PubsHub for Journal Selection
  • Other Journal Selection/Manuscript Matcher Resources
  • Journal Impact Factors For the Top Journals in Your Field

Tips on Writing Cover Letters

checklist with a small pencil

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
  • Keep it concise - at maximum, a page long
  • Do not copy and paste your abstract; write a clear paragraph explaining why your research is important and why that journal's readers would find it interesting
  • Make sure you are including all the information that the Instructions for Authors page on the journal's website asks you to
  • Publishers sometimes have their own templates - use those as a guide
  • Proofread, proofread, proofread! Make sure you letter is free of typos and is addressed to the correct editor and journal

Information above was taken from the sources below.

Image by  Mehmed_Nurrohmad  on Pixabay .

  • Key Information to Include in Your Cover Letter A template of information that should be included in a cover letter. From Taylor & Francis.
  • Cover Letters Information that should be included in a cover letter, with an example of a poor cover letter. From Springer.
  • Writing a Journal Cover Letter A short guide to a good cover letter, along with a template. From American Journal Experts (AJE).
  • How to Write a Cover Letter A cover letter template from Wiley.
  • Submitting Your Manuscript: Write the Right Cover Letter A short guide to what should be included in a cover letter. From Cell Press.
  • Cover Letter and Submission Form Preparation A chapter from "Getting Published in the Life Sciences" (2011) that includes guidance on how to prepare a cover letter as well as a sample template.
  • << Previous: Journal Impact Factors For the Top Journals in Your Field
  • Last Updated: Feb 6, 2024 9:54 AM
  • URL: https://libguides.mssm.edu/journalselection
  • 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.

Get featured articles and other author resources sent to you in English, Japanese, or both languages via our monthly newsletter.

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!

how to write a cover letter publication

Stay up to date

Our monthly newsletter offers valuable tips on writing and presenting your research most effectively, as well as advice on avoiding or resolving common problems that authors face.

Get 10% off your first order

Looking for subject-specialists?

Your research represents you, and your career reflects thousands of hours of your time.

Here at ThinkSCIENCE, our translation and editing represent us, and our reputation reflects thousands of published papers and millions of corrections and improvements.

  • CSR Partners
  • Journal Paper Editing
  • Thesis & Dissertation Editing
  • Research Grant Proposal Editing
  • Translation
  • Academic Writing Training
  • Short Videos
  • Case Studies
  • Client Publication Successes
  • Client Network
  • Get a free quote
  • Pricing & Cost Estimator

How To Write A Cover Letter For Journal Submission

how to write a cover letter publication

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.

how to write a cover letter publication

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)

how to write a cover letter publication

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.

how to write a cover letter publication

Your Schedule, Our Prime Concern AsiaEdit takes a personalised approach to editing.

We are East Asia's leading academic editing partner. Established in 1996 and headquartered in Hong Kong, we have strong connections with academics and renowned faculty in the region, built by delivering quality work on schedule for more than 25 years.

  • News & Events
  • Cookie Policy
  • Privacy Policy

how to write a cover letter publication

Suite 2101, 99 Hennessy Road, Wan Chai, Hong Kong 9:00am – 6:00pm

how to write a cover letter publication

(+852) 2590 6588

how to write a cover letter publication

[email protected]

Subscribe to our newsletter

One email per quarter, bringing you our latest in free writing resources (blog posts, videos, webinars) and discounts.

how to write a cover letter publication

Cart

  • SUGGESTED TOPICS
  • The Magazine
  • Newsletters
  • Managing Yourself
  • Managing Teams
  • Work-life Balance
  • The Big Idea
  • Data & Visuals
  • Reading Lists
  • Case Selections
  • HBR Learning
  • Topic Feeds
  • Account Settings
  • Email Preferences

How to Write a Cover Letter

how to write a cover letter publication

Advice for tackling one of the toughest parts of the job-hunting process.

Perhaps the most challenging part of the job application process is writing an effective cover letter. And yes, you should send one. Even if only one in two cover letters gets read, that’s still a 50% chance that including one could help you. Before you start writing, find out more about the company and the specific job you want. Next, catch the attention of the hiring manager or recruiter with a strong opening line. If you have a personal connection with the company or someone who works there, mention it in the first sentence or two, and try to address your letter to someone directly. Hiring managers are looking for people who can help them solve problems, so show that you know what the company does and some of the challenges it faces. Then explain how your experience has equipped you to meet those needs. If the online application doesn’t allow you to submit a cover letter, use the format you’re given to demonstrate your ability to do the job and your enthusiasm for the role.

No one likes job hunting. Scouring through online job listings, spiffing up your résumé , prepping for grueling interviews  — none of it is fun. For many, the most challenging part of the process is writing an effective cover letter. There’s so much conflicting advice out there, it’s hard to know where to start. Do you even need one, especially if you’re applying through an online system?

  • Amy Gallo is a contributing editor at Harvard Business Review, cohost of the Women at Work podcast , and the author of two books: Getting Along: How to Work with Anyone (Even Difficult People) and the HBR Guide to Dealing with Conflict . She writes and speaks about workplace dynamics. Watch her TEDx talk on conflict and follow her on LinkedIn . amyegallo

Partner Center

Do You Overlook These Key Elements When Writing a Research Manuscript?

How to write a research manuscript by avoiding errors

As with any other skill, academic writing can be improved through practice and experience. Writing publishable research manuscripts does not come naturally to most scientific researchers, even those with a great deal of experience. However, because publication is so important to the success of research studies, and thus researchers, writing is often a skill that needs to be strengthened. The good news is information on how to write a manuscript for publication is widely available for those who want to improve their writing skills. We’ll go a step further and shortlist some key elements that often get overlooked when writing research manuscripts.

Introduction issues

As implied by the section name, the Introduction provides the reader with information basic to understanding the study. The problem being addressed is described, a research gap in the existing literature is identified, and the aims of the study are stated. When writing a manuscript for publication, you should leave this section until last. Oftentimes the study you intended to write is not exactly the study you end up with, and it is important that this section is clearly aligned with your actual results.

Another common issue with the Introduction that may negatively affect a research manuscript’s publication is the lack of a clear statement of purpose 1 . The reader, or journal editor, does not want to search for the meaning of the study. Therefore, make sure that your aim is explicitly stated near the end of the Introduction.

Your Introduction may also be judged by what should not be in it. Do not include data or conclusions in your Introduction. In addition, opinions or value judgements do not belong in the Introduction, or in any part of your research manuscript. Consider asking a colleague or friend to read it, as it is sometimes difficult to see this in your own writing.

Effective use of tables and figures

Visual elements such as tables and figures can add a lot of value to a research study manuscript, but their usefulness is often overlooked. Tables and figures, if used effectively, clarify points you make in the text and increase its clarity and overall reader engagement.

What does the effective use of tables and figures mean? It means the visuals are simple and understandable on their own. The title, along with any footnotes, captions, and comments, are enough of an explanation for the reader 1 . Try taking the table or figure out of the manuscript and looking at it alone. Better yet, show it to a few colleagues. Can they understand what the figure or table shows without any explanation from you? If not, simplify and clarify. Ideally, tables and figures should complement your text and break it up to increase readability. You can make your manuscript more publishable by putting some thought and effort into the visuals that you use.

how to write a cover letter publication

Discussion errors

The Discussion section is also fraught with improvement opportunities for research writers. For research manuscript writers, a weak discussion section is a common cause of publication failure 2 . What makes a weak discussion? Sometimes it comes from not understanding the difference between speculation and evidence-based conclusions 2 . Everything you present must be based on evidence. If you’re going to speculate or assume, make that clear in your writing. Furthermore, your conclusions should be situated in the context of the existing literature and your results analyzed based on the results of previous studies. Do not overstate the meaning of your results 1 .

In addition, authors often miss a few elements in their Discussion section that should be included, such as study limitations and a global context or meaning for the results. How do the results of your study and what you learned affect the discipline? How can they be useful to practitioners or other researchers? In addition, to tie the study together, the aim that was stated in the Introduction needs to be explicitly addressed. Don’t hide anything from the reader.

Overall writing quality

Finally, the best thing you can do to improve your research manuscript is to make it easy for your reader to understand. Consider clarity to be your main goal when writing. If you can clearly convey to your readers what you did and what the research results were, you show that you understand the topic and this helps build trust. If someone can’t follow your thinking because the manuscript is poorly written or too wordy, your study will ultimately lack impact. Always keep the reader in mind and make your study simple to understand.

One good way to check the writing quality is to read the paper aloud to yourself and listen to the words. When you read the same sentences repeatedly, you may tend to read what you intended to write, not what you actually wrote. Another good suggestion is to get a colleague or friend to read the paper and provide feedback.

  • Liumbruno GM, Velati C, Pasqualetti P, Franchini M. How to write a scientific manuscript for publication. Blood Transfus . 2013, 11:217-26. doi: 10.2450/2012.0247-12
  • Gewin V. How to write a first class paper. Nature . 2018, 555:129-30. doi: https://doi.org/10.1038/d41586-018-02404-4

Related Reads:

  • Duplicate Publications: How to Avoid Overlapping Publications in Research
  • Confusing Elements of a Research Paper That Trip Up Most Academics
  • 3 Easy Ways for Researchers to Improve Their Academic Vocabulary
  • What is an Expository Essay and How to Write It

5 Steps to Reduce the Length of the Research Paper Without Losing Content

How to write a cover letter for journal submission, you may also like, how to make translating academic papers less challenging, self-plagiarism in research: what it is and how..., 6 tips for post-doc researchers to take their..., presenting research data effectively through tables and figures, 8 most effective ways to increase motivation for..., publish or perish – understanding the importance of..., how to write a conclusion for research papers..., ethical research practices for research with human subjects, 5 reasons for rejection after peer review, how to write a research paper introduction (with....

  • Resume Templates
  • Resume Examples
  • Free Resume Builder
  • How to Write a Resume
  • Resume Format
  • Resume Packs
  • Cover Letter Templates
  • Cover Letter Examples
  • Free Cover Letter Generator
  • How To Write a Cover Letter
  • CV Templates
  • CV Examples
  • Free CV Maker
  • Resume Help
  • Cover Letter Help
  • Job Interview
  • Career Advice

Convincing Cover Letter for Publishing Industry: Sample + Tips

Elena Prokopets

Are you that person whose nose is always deep into some new title? Do most types of printed periodicals appear oddly fascinating to you? Well, then you are probably well-suited for a career in the publishing industry. 

Despite our collective obsession with digital — and the ubiquity of bite-sized blog posts — a real book still remains an in-demand product too. Last year, the US book industry generated over $26.5 billion in revenue with print book figures improving. And that means that many publishers are once again on a hiring spree.

To land a job with some cool publisher, you gotta have a polished resume. But more importantly, you need to submit a compelling cover letter too. After all, it’s your best way to show your word mastery. 

But even experienced editors often struggle to come up with the right words to frame their achievements. So we’ve created this sample cover letter for publishing jobs as a writing prompt for you. Scroll to the bottom for some extra tips too! 

Publishing Jobs Cover Letter Sample (Word version)

Here’s a sample cover letter for an experienced romance novels editor, looking to work with a national publisher. 

cover letter sample for a publishing job

Download cover letter example (.docx)

Cover Letter Example for Publishing Industry (text version)

Dear Mariam Smith,

Do you know how I recognize a potential best-seller? If the first ten pages leave me thoroughly hooked, it’s a strong contender.  My cover letter for an open position of Romance Novel Editor with Clarks and Spencer Publishing isn’t a real pageturner, but it hopefully will provide an interesting narrative into my professional experience and abilities that can be of use to your company.

My journey towards the publishing industry began when I was 6. That’s when I wrote a short love story about a princess and an ice cream delivery man (non-trivial theme, I know). Then I tried to persuade my parents to let me print several copies to give away to my friends. But my mom said that book publishing isn’t free, so I do need to finish several chores first if I want my novel to see the light of day. Since then, I’ve learned a lot more about the publishing industry during my 5 years as an Associate Essay Editor with Angies’ Publishing House and as Romance Features Editor at Wedding Magazine. 

Additionally, I provide manuscript editing services as a freelancer to self-published romance authors, specializing in period dramas — a genre where Clarks and Spencer Publishing certainly excels. Joanne Monroe and Andy McKinzey are two of my long-term favorite authors, whose your house published. 

Apart from having strong copyediting skills, I’m also experienced with the operational side of the business. I can provide creative direction and vision for book illustrations, liaise with authors and agents, and otherwise facilitate the titles acquisition process. 

For previous samples of my work and references, please check my personal website kaylaeditorialservices.com. If you have further questions, don’t hesitate to contact me. 

Kayla Devis 

How To Write A Cover Letter for Publishing Industry Jobs

Since you are in the business of words, your cover letter should be coherent, well-narrated, and a bit artistically articulate. After all, you’d like to advertise your personal writing skills too and there’s no better way to do that than in a cover letter.

Still, your cover letter should respect the “unspoken” code — provide background into your work experience, core competencies, and motivation for joining this particular company. To communicate all of the above within one page, follow these actionable tips. 

1. Explain Your “Why”

Why are you so interested in the publishing industry? Why do you want to work for our company? These are the questions nearly every employer in the industry asks. And they want to see answers to them in your cover letter. 

As Carolyn Zimatore, Director, Talent Management at HarperCollins Publishers puts it : 

“I am not sure which is worse: a generic cover letter that says “I would like the open position at your company” without any mention of what the company is or what the job is or why you want the job, or no cover letter at all.”

So before you put any words down, take a five and research the company . Look into the type of genres they are mostly publishing. Check recent authors. Bring up industry awards. There are a lot of small nuggets you can dig up to make your letter sound as if you intimately know their business. 

2. Use Some Storytelling 

Most people join the publishing industry because they are obsessed with great stories. Show your appreciation of a good narrative by weaving in a quick personal story into your letter like the applicant does in the letter above. Just remember to err on the side of brevity. A cover letter isn’t a novel. So keep your story short and sweet as the author does in the sample above. 

3. Advertise Some Extra Skills 

If you want to work in the publishing industry, you need to have exceptional writing and editorial skills. But that’s what every other job applicant will highlight too. So instead of focusing on just that, bring up some of the “extras” you have. Are you an amazing negotiator and can get the needle moving with agents? Are you a maven when it comes to writing jacket copy and sales notes? Do you also happen to be obsessed with numbers and can do baseline sales projections, price research, and other analytical tasks? Bring all of these complementary skills in your cover letter!

Here are several other in-demand skills for editorial jobs in the publishing industry:

  • Publishing process coordination 
  • Author relationship management 
  • Typography and illustration 
  • Market research 
  • Deal management 
  • Payment records management 
  • P&L management 
  • Backlist project coordination 

Final Thoughts

Landing a job in the publishing industry is a dream for many bookworms. But don’t let this be just a dream — take proactive steps to get your foot in the door. Sure, such jobs are competitive, but with a little bit of persistence and the right attitude, you’d be able to break into it!

Elena Prokopets

Elena runs content operations at Freesumes since 2017. She works closely with copywriters, designers, and invited career experts to ensure that all content meets our highest editorial standards. Up to date, she wrote over 200 career-related pieces around resume writing, career advice... more

you might also like

nurse assistant

CNA Cover Letter Example (+Writing Tips)

firefighter

Firefighter Cover Letter Example (+Tips)

production manager working on project

Production Manager Cover Letter Example And Tips

research intern

Compelling Cover Letter For Research Internship: Example & Tips

veterinarian assistant

Veterinarian Assistant Cover Letter Example & Writing Tips

Leave a response cancel reply.

How to Write a Cover Letter in 2024 + Examples

Background Image

After weeks of heavy job search, you’re almost there!

You’ve perfected your resume. 

You’ve short-listed the coolest jobs you want to apply for.

You’ve even had a friend train you for every single interview question out there.

But then, before you can send your application and call it a day, you remember that the job ad requires a cover letter.

Now you’re stuck wondering how to write a cover letter ...

Don’t panic! We’ve got you covered. Writing a cover letter is a lot simpler than you might think. 

In this guide, we’re going to teach you how to write a cover letter that gets you the job you deserve.

  • What’s a cover letter & why it’s important for your job search
  • How to write a convincing cover letter that gets you the job (step-by-step!)
  • How to perfect your cover letter with the Novoresume free checklist
  • What excellent cover letter examples look like

New to cover letter writing? Give our resumes 101 video a watch before diving into the article!

So, let’s get started with the basics!

What is a Cover Letter? (and Why It’s Important)

A cover letter is a one-page document that you submit as part of your job application (alongside your CV or Resume). 

Its purpose is to introduce you and briefly summarize your professional background. On average, your cover letter should be from 250 to 400 words long .

A good cover letter can spark the HR manager’s interest and get them to read your resume. 

A bad cover letter, on the other hand, might mean that your application is going directly to the paper shredder. So, to make sure this doesn’t happen, it’s essential to know how to write a convincing cover letter.

How does a good cover letter look, you might ask. Well, here’s an example:

how to write cover letter

Keep in mind, though, that a cover letter is a supplement to your resume, not a replacement. Meaning, you don’t just repeat whatever is mentioned in your resume.

If you’re writing a cover letter for the first time, writing all this might seem pretty tough. After all, you’re probably not a professional writer.

The thing is, though, you don’t need to be creative, or even any good at writing. All you have to do is follow a tried-and-tested format:

  • Header - Input contact information
  • Greeting the hiring manager
  • Opening paragraph - Grab the reader’s attention with 2-3 of your top achievements
  • Second paragraph - Explain why you’re the perfect candidate for the job
  • Third paragraph - Explain why you’re a good match for the company
  • Formal closing

Or, here’s what this looks like in practice:

structure of a cover letter

How to Write the Perfect Cover Letter (And Get Hired!)

Now that we’ve got the basics out of the way, we’re going to guide you through the process of writing a cover letter step by step. 

Step #1 - Pick the Right Cover Letter Template

A good cover letter is all about leaving the right first impression.

So, what’s a better way to leave a good impression than a well-formatted, visual template?

cover letter templates

You can simply pick one of our hand-picked cover letter templates , and you’ll be all set in a jiffy!

As a bonus, our AI will even give you suggestions on how to improve your cover letter on the go.

Step #2 - Start the Cover Letter with a Header

As with a resume, it’s important to start your cover letter with a Contact Information section:

contact information on a cover letter

Here, you want to include all essential information, including:

  • Phone Number
  • Name of the hiring manager / their professional title
  • Name of the company you’re applying to

In certain cases, you might also consider adding:

  • Social Media Profiles - Any type of profile that’s relevant to your field. Social Profiles on websites like LinkedIn, GitHub (for developers), Medium (for writers), etc.
  • Personal Website - If you have a personal website that somehow adds value to your application, you can mention it. Let’s say you’re a professional writer. In that case, you’d want to link to your blog.

And here’s what you shouldn’t mention in your header:

  • Your Full Address 
  • Unprofessional Email - Make sure your email is presentable. It’s pretty hard for a hiring manager to take you seriously if your email address is “[email protected].” Whenever applying for jobs, stick to the “[first name] + [last name] @ email provider.com” format.

matching resume and cover letter

Step #3 - Greet the Hiring Manager

Once you’ve properly listed your contact information, you need to start writing the cover letter contents.

The first thing to do here is to address the cover letter to the hiring manager .

That’s right, the hiring manager! Not the overly popular “Dear Sir or Madam.” You want to show your future boss that you did your research and are really passionate about working with their team.

No one wants to hire a job seeker who just spams 20+ companies and hopes to get hired in any of them.

So, how do you find out who’s the hiring manager? There are several ways to do this. 

The simplest option is to look up the head of the relevant department on LinkedIn. Let’s say you’re applying for the position of a Communication Specialist at Novoresume. The hiring manager is probably Head of Communications or Chief Communications Office.

So, you do a quick lookup on LinkedIn:

linkedin search cco

And voila! You have your hiring manager.

Or let’s say you’re applying for the position of a server. In that case, you’d be looking for the “restaurant manager.”

If this doesn’t work, you can also check out the “Team” page on the company website; there’s a good chance you’ll at least find the right person there.

Here are several other greetings you could use:

  • Dear [Department] Hiring Manager
  • Dear Hiring Manager
  • To whom it may concern
  • Dear [Department] Team

Step #4 - Write an Attention-Grabbing Introduction

First impressions matter, especially when it comes to your job search.

Recruiters get hundreds, sometimes even thousands, of applications. Chances are, they’re not going to be reading every single cover letter end-to-end.

So, it’s essential to catch their attention from the very first paragraph .

The #1 problem we see with most cover letter opening paragraphs is that they’re usually extremely generic. Most of them look something like this..

  • Hey, my name is Jonathan and I’d like to work as a Sales Manager at XYZ Inc. I’ve worked as a sales manager at MadeUpCompany Inc. for 5+ years, so I believe that I’d be a good fit for the position.

See the issue here? This opening paragraph doesn’t say pretty much anything except the fact that you’ve worked the job before.

Do you know who else has similar work experience? All the other applicants you’re competing with.

Instead, you want to start off with 2-3 of your top achievements to really grab the reader’s attention. Preferably, the achievements should be as relevant as possible to the position.

So now, let’s make our previous example shine:

My name’s Michael and I’d like to help XYZ Inc. hit and exceed their sales goals as a Sales Manager. I’ve worked with Company X, a fin-tech company, for 3+ years. As a Sales Representative, I generated an average of $30,000+ in sales per month (beating the KPIs by around 40%). I believe that my previous industry experience, as well as excellence in sales, makes me the right candidate for the job.

See the difference between the two examples? If you were the hiring manager, which sales manager would you hire, Jonathan or Michael?

Now that we’ve covered the introduction, let’s talk about the body of your cover letter. This part is split into two paragraphs: the first is for explaining why you’re the perfect person for the job, and the latter is for proving that you’re a good fit for the company.

So, let’s get started...

Step #5 - Explain why you’re the perfect person for the job

This is where you show off your professional skills and convince the HR manager that you’re a better fit for the job than all the other applicants.

But first things first - before you even write anything, you need to learn what the most important requirements for the role are. So, open up the job ad and identify which of the responsibilities are the most critical.

For the sake of the example, let’s say you’re applying for the position of a Facebook Advertiser. You scan the job ad and see that the top requirements are:

  • Experience managing a Facebook ad budget of $10,000+ / month
  • Some skills in advertising on other platforms (Google Search + Twitter)
  • Excellent copywriting skills

Now, in this section, you need to discuss how you fulfill these requirements. So, here’s how that would look for our example:

In my previous role as a Facebook Marketing Expert at XYZ Inc. I handled customer acquisition through ads, managing a monthly Facebook ad budget of $20,000+ . As the sole digital marketer at the company, I managed the ad creation & management process end-to-end. Meaning, I created the ad copy , images, picked the targeting, ran optimization trials, and so on.

Other than Facebook advertising, I’ve also delved into other online PPC channels, including:

  • Google Search

Are you a student applying for your first internship? You probably don’t have a lot of work experience to show off in this section. Learn how to write an internship cover letter here.

Step #6 - Explain why you’re a good fit for the company

Once you’ve written the last paragraph, you might be thinking - I’m a shoo-in for the job! What else do I need to write? I’ll just wrap up the cover letter and hit that sweet SEND button.

Well, no. You’re not quite there yet.

The HR manager doesn’t only look at whether you’ll be good at the job or not. They’re looking for someone that’s also a good fit for the company culture.

After all, employees that don’t fit in are bound to quit, sooner or later. This ends up costing the company a ton of money, up to 50% of the employee’s annual salary . 

Meaning, you also need to convince the HR manager that you’re really passionate about working with them.

How do you do this? Well, as a start, you want to do some research about the company. You want to know things like:

  • What’s the company’s business model?
  • What’s the company product or service? Have you used it?
  • What’s the culture like? Will someone micro-manage your work, or will you have autonomy on how you get things done?

So, get to Googling. Chances are, you’ll find all the information you need either on the company website or somewhere around the web.

Then, you need to figure out what you like about the company and turn that into text.

Let’s say, for example, you’re passionate about their product and you like the culture of innovation / independent work in the organization.

You’d write something like:

I’ve personally used the XYZ Smartphone, and I believe that it’s the most innovative tech I’ve used in years. The features such as Made-Up-Feature #1 and Made-Up-Feature #2 were real game changers for the device. 

I really admire how Company XYZ thrives for excellence for all its product lines, creating market-leading tech. As someone that thrives in a self-driven environment, I truly believe that I and Company XYZ will be a great match.

What you don’t want to do here is be super generic for the sake of having something to write. Most job seekers tend to mess this one up. Let’s take a look at a very common example we tend to see (way too often):

I’d love to work for Company XYZ because of its culture of innovation. I believe that since I’m super creative, I’d be a good fit for the company. The company values of integrity and transparency really vibe with me.

See what’s wrong here? The example doesn’t really say anything about the company. “Culture of Innovation” is something most companies claim to have. 

The same goes for “values of integrity and transparency” - the writer just googled what the values for the organization are, and said that they like them.

Any hiring manager that reads this will see through the fluff.

So, make sure to do a lot of research and come up with good reasons why you're applying.

Step #7 - Wrap up with a call to action

Finally, it’s time to finish up your cover letter and write the conclusion.

In the final paragraph, you want to:

  • Wrap up any points you couldn't in the previous paragraphs. Do you have anything left to say? Any other information that could help the hiring manager make their decision? Mention it here.
  • Thank the hiring manager for their time. It never hurts to be courteous, as long as you don’t come off as too needy.
  • Finish the cover letter with a call to action. The very last sentence in your cover letter should be a call to action. You should ask the hiring manager to take some sort of action.

And now, let’s turn this into a practical example:

So to wrap it all up, thanks for looking into my application. I hope I can help Company X make the most out of their Facebook marketing initiatives. I'd love to further discuss how my previous success at XYZ Inc. can help you achieve your facebook marketing goals.

Step #8 - Use the right formal closing

Once you’re done with the final paragraph, all you have to do is write down a formal “goodbye” and you’re good to go.

Feel free to use one of the most popular conclusions to a cover letter:

  • Best Regards,
  • Kind Regards,

And we’re finally done! Before sending off the cover letter, make sure to proofread it with software like Grammarly, or maybe even get a friend to review it for you.

Does your cover letter heading include all essential information?

  • Professional email
  • Relevant Social Media Profiles

Do you address the right person? I.e. hiring manager in the company / your future direct supervisor

Does your introductory paragraph grab the reader's attention?

  • Did you mention 2-3 of your top achievements?
  • Did you use numbers and facts to back up your experience?

Do you successfully convey that you’re the right pro for the job?

  • Did you identify the core requirements?
  • Did you successfully convey how your experiences help you fit the requirements perfectly?

Do you convince the hiring manager that you’re passionate about the company you’re applying to?

  • Did you identify the top 3 things that you like about the company?
  • Did you avoid generic reasons for explaining your interest in the company?

Did you finalize the conclusion with a call to action?

Did you use the right formal closure for the cover letter?

5+ Cover Letter Examples

Need some inspiration? Read on to learn about some of the best cover letter examples we’ve seen (for different fields).

College Student Cover Letter Example

college or student cover letter example

Middle Management Cover Letter Example

Middle Management Cover Letter

Career Change Cover Letter Example

Career Change Cover Letter

Management Cover Letter Example

Management Cover Letter Example

Senior Executive Cover Letter Example

Senior Executive Cover Letter Example

Want to discover more examples AND learn what makes them stand out? Check out our guide to cover letter examples .

Next Steps in Your Job Search - Creating a Killer Resume

Your cover letter is only as good as your resume. If either one is weak, your entire application is for naught. 

After all, a cover letter is just an introduction. Imagine going through all this effort to leave an amazing first impression, but flopping at the end because of a mediocre resume.

...But don’t you worry, we’ve got you covered on that end, too.

If you want to learn more about Resumes & CVs, we have a dedicated FREE guide for that. Check out our complete guide on how to make a resume , as well as how to write a CV - our experts will teach you everything you need to know in order to land your dream job.

Or, if you’re already an expert, just pick one of our resume templates and get started.

resume examples for cover letter

Key Takeaways

Now that we’ve walked you through all the steps of writing a cover letter, let’s summarize everything we’ve learned:

  • A cover letter is a 250 - 400 word document that convinces the hiring manager of your competence
  • A cover letter goes in your job application alongside your resume
  • Your introduction to the cover letter should grab the hiring manager’s attention and keep it all the way until the conclusion
  • There are 2 main topics you need to include in your cover letter: why you’re the perfect candidate for the job & why you’re passionate about working in the company you’re applying to
  • Most of the content of your cover letter should be factual , without any fluff or generalizations

At Novorésumé, we’re committed to helping you get the job you deserve, every step of the way! Follow our blog to stay up to date with the industry-leading advice. Or, check out some of our top guides…

  • How to Write a Motivational Letter
  • How to Write a Resume with No Work Experience
  • Most Common Interview Questions and Answers

cookies image

To provide a safer experience, the best content and great communication, we use cookies. Learn how we use them for non-authenticated users.

The Cut

How to Write a Cover Letter That Will Get You a Job

I ’ve read thousands, maybe tens of thousands, of cover letters in my career. If you’re thinking that sounds like really boring reading, you’re right. What I can tell you from enduring that experience is that most cover letters are terrible — and not only that, but squandered opportunities. When a cover letter is done well, it can significantly increase your chances of getting an interview, but the vast majority fail that test.

So let’s talk about how to do cover letters right.

First, understand the point of a cover letter.

The whole idea of a cover letter is that it can help the employer see you as more than just your résumé. Managers generally aren’t hiring based solely on your work history; your experience is crucial, yes, but they’re also looking for someone who will be easy to work with, shows good judgment, communicates well, possesses strong critical thinking skills and a drive to get things done, complements their current team, and all the other things you yourself probably want from your co-workers. It’s tough to learn much about those things from job history alone, and that’s where your cover letter comes in.

Because of that …

Whatever you do, don’t just summarize your résumé.

The No. 1 mistake people make with cover letters is that they simply use them to summarize their résumé. This makes no sense — hiring managers don’t need a summary of your résumé! It’s on the very next page! They’re about to see it as soon as they scroll down. And if you think about it, your entire application is only a few pages (in most cases, a one- or two-page résumé and a one-page cover letter) — why would you squander one of those pages by repeating the content of the others? And yet, probably 95 percent of the cover letters I see don’t add anything new beyond the résumé itself (and that’s a conservative estimate).

Instead, your cover letter should go beyond your work history to talk about things that make you especially well-suited for the job. For example, if you’re applying for an assistant job that requires being highly organized and you neurotically track your household finances in a detailed, color-coded spreadsheet, most hiring managers would love to know that because it says something about the kind of attention to detail you’d bring to the job. That’s not something you could put on your résumé, but it can go in your cover letter.

Or maybe your last boss told you that you were the most accurate data processor she’d ever seen, or came to rely on you as her go-to person whenever a lightning-fast rewrite was needed. Maybe your co-workers called you “the client whisperer” because of your skill in calming upset clients. Maybe you’re regularly sought out by more senior staff to help problem-solve, or you find immense satisfaction in bringing order to chaos. Those sorts of details illustrate what you bring to the job in a different way than your résumé does, and they belong in your cover letter.

If you’re still stumped, pretend you’re writing an email to a friend about why you’d be great at the job. You probably wouldn’t do that by stiffly reciting your work history, right? You’d talk about what you’re good at and how you’d approach the work. That’s what you want here.

You don’t need a creative opening line.

If you think you need to open the letter with something creative or catchy, I am here to tell you that you don’t. Just be simple and straightforward:

• “I’m writing to apply for your X position.”

• “I’d love to be considered for your X position.”

• “I’m interested in your X position because …”

• “I’m excited to apply for your X position.”

That’s it! Straightforward is fine — better, even, if the alternative is sounding like an aggressive salesperson.

Show, don’t tell.

A lot of cover letters assert that the person who wrote it would excel at the job or announce that the applicant is a skillful engineer or a great communicator or all sorts of other subjective superlatives. That’s wasted space — the hiring manager has no reason to believe it, and so many candidates claim those things about themselves that most managers ignore that sort of self-assessment entirely. So instead of simply declaring that you’re great at X (whatever X is), your letter should demonstrate that. And the way you do that is by describing accomplishments and experiences that illustrate it.

Here’s a concrete example taken from one extraordinarily effective cover-letter makeover that I saw. The candidate had originally written, “I offer exceptional attention to detail, highly developed communication skills, and a talent for managing complex projects with a demonstrated ability to prioritize and multitask.” That’s pretty boring and not especially convincing, right? (This is also exactly how most people’s cover letters read.)

In her revised version, she wrote this instead:

“In addition to being flexible and responsive, I’m also a fanatic for details — particularly when it comes to presentation. One of my recent projects involved coordinating a 200-page grant proposal: I proofed and edited the narratives provided by the division head, formatted spreadsheets, and generally made sure that every line was letter-perfect and that the entire finished product conformed to the specific guidelines of the RFP. (The result? A five-year, $1.5 million grant award.) I believe in applying this same level of attention to detail to tasks as visible as prepping the materials for a top-level meeting and as mundane as making sure the copier never runs out of paper.”

That second version is so much more compelling and interesting — and makes me believe that she really is great with details.

If there’s anything unusual or confusing about your candidacy, address it in the letter.

Your cover letter is your chance to provide context for things that otherwise might seem confusing or less than ideal to a hiring manager. For example, if you’re overqualified for the position but are excited about it anyway, or if you’re a bit underqualified but have reason to think you could excel at the job, address that up front. Or if your background is in a different field but you’re actively working to move into this one, say so, talk about why, and explain how your experience will translate. Or if you’re applying for a job across the country from where you live because you’re hoping to relocate to be closer to your family, let them know that.

If you don’t provide that kind of context, it’s too easy for a hiring manager to decide you’re the wrong fit or applying to everything you see or don’t understand the job description and put you in the “no” pile. A cover letter gives you a chance to say, “No, wait — here’s why this could be a good match.”

Keep the tone warm and conversational.

While there are some industries that prize formal-sounding cover letters — like law — in most fields, yours will stand out if it’s warm and conversational. Aim for the tone you’d use if you were writing to a co-worker whom you liked a lot but didn’t know especially well. It’s okay to show some personality or even use humor; as long as you don’t go overboard, your letter will be stronger for it.

Don’t use a form letter.

You don’t need to write every cover letter completely from scratch, but if you’re not customizing it to each job, you’re doing it wrong. Form letters tend to read like form letters, and they waste the chance to speak to the specifics of what this employer is looking for and what it will take to thrive in this particular job.

If you’re applying for a lot of similar jobs, of course you’ll end up reusing language from one letter to the next. But you shouldn’t have a single cover letter that you wrote once and then use every time you apply; whatever you send should sound like you wrote it with the nuances of this one job in mind.

A good litmus test is this: Could you imagine other applicants for this job sending in the same letter? If so, that’s a sign that you haven’t made it individualized enough to you and are probably leaning too heavily on reciting your work history.

No, you don’t need to hunt down the hiring manager’s name.

If you read much job-search advice, at some point you’ll come across the idea that you need to do Woodward and Bernstein–level research to hunt down the hiring manager’s name in order to open your letter with “Dear Matilda Jones.” You don’t need to do this; no reasonable hiring manager will care. If the name is easily available, by all means, feel free to use it, but otherwise “Dear Hiring Manager” is absolutely fine. Take the hour you just freed up and do something more enjoyable with it.

Keep it under one page.

If your cover letters are longer than a page, you’re writing too much, and you risk annoying hiring managers who are likely sifting through hundreds of applications and don’t have time to read lengthy tomes. On the other hand, if you only write one paragraph, it’s unlikely that you’re making a compelling case for yourself as a candidate — not impossible, but unlikely. For most people, something close to a page is about right.

Don’t agonize over the small details.

What matters most about your cover letter is its content. You should of course ensure that it’s well-written and thoroughly proofread, but many job seekers agonize over elements of the letter that really don’t matter. I get tons of  questions from job seekers  about whether they should attach their cover letter or put it in the body of the email (answer: No one cares, but attaching it makes it easier to share and will preserve your formatting), or what to name the file (again, no one really cares as long as it’s reasonably professional, but when people are dealing with hundreds of files named “resume,” it’s courteous to name it with your full name).

Approaching your cover letter like this can make a huge difference in your job search. It can be the thing that moves your application from the “maybe” pile (or even the “no” pile) to the “yes” pile. Of course, writing cover letters like this will take more time than sending out the same templated letter summarizing your résumé — but 10 personalized, compelling cover letters are likely to get you more  interview invitations  than 50 generic ones will.

  • ‘I Had a Great Job Interview — Why Haven’t I Heard Back?’
  • How to Answer ‘Tell Me About Yourself’ in a Job Interview

by The Cut; Photos: Getty Images

IMAGES

  1. How to write a cover letter for journal submission

    how to write a cover letter publication

  2. What To Include In A Cover Letter (With Examples)

    how to write a cover letter publication

  3. How to Write Journal Submission Cover Letter

    how to write a cover letter publication

  4. Cover Letter Sample & Example for Article Writer, Content Writer

    how to write a cover letter publication

  5. Convincing Cover Letter for Publishing Industry: Sample + Tips

    how to write a cover letter publication

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

    how to write a cover letter publication

VIDEO

  1. How To Write A Disruptive Cover Letter 🤔😀👍💪😘

  2. How to write cover letter and CV

  3. Cover letter for job application

  4. Writing a cover letter to the journal editor: dos and don’ts

  5. How to write cover letter for canada refused visa

  6. How To Use AI To Write Cover Letter (Step-by-Step Guide)

COMMENTS

  1. How to write a cover letter for journal submission

    Extensive revisions. 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. Journal Article Publication Letters

    Brainstorm 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.

  3. Cover letters

    Because cover letters are separate documents from the manuscript file, all correspondence during the publication process must include the complete manuscript title, the authors' names, and the manuscript number (assigned by the journal when the manuscript is first received).

  4. Academic Guides: Writing for Publication: Cover Letters

    Make sure that your cover letter is free of typographical errors, misspellings, casual language, and any other idiosyncrasies such as a nonstandard font. A good cover letter will ensure that the content of your article is given serious consideration by the journal's editors. Make sure your cover letter is brief and direct (usually no more than ...

  5. Cover letters

    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.

  6. 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: Using single spacing between each line.

  7. How to Write a Cover Letter for Journal Submission

    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

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

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

  9. 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.

  10. Writing a cover letter

    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.

  11. How to make cover letters instructive

    First, and foremost, know your audience. Manuscripts are written for the many; cover letters should be written for an audience of one (or for a team of very few). When writing a manuscript,...

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

    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. You must have an audience.

  13. 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.

  14. 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

  15. 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.

  16. How to Write A Journal Cover Letter

    A cover letter should be written like a standard business letter: Address the editor formally by name, if known. Include your contact information, as well. This information is likely available through the journal's online submission system, but it is also good form to include it in the cover letter. The journal cover letter writing process

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

    A cover letter introduces your submission to the target journal's editors and gives them a brief overview of its contents and major details. As such, your cover letter should function as a sales pitch to the journal editors. In other words, it needs to sell the notion of why your manuscript deserves to be published in their journal and also how it matches the scope of their journal.

  18. How to Write a Cover Letter for a Literary Journal Submission

    What your cover letter should do is indicate your professionalism so the editor can get past the cover letter and on to the story. It should be a gateway, not a barrier. It should be a gateway ...

  19. 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

  20. How to Write a Cover Letter

    Even if only one in two cover letters gets read, that's still a 50% chance that including one could help you. Before you start writing, find out more about the company and the specific job you ...

  21. How to Write a Research Manuscript without Overlooking Key Elements

    When writing a manuscript for publication, you should leave this section until last. Oftentimes the study you intended to write is not exactly the study you end up with, and it is important that this section is clearly aligned with your actual results. ... How to Write a Cover Letter for Journal Submission. You may also like. Self-Plagiarism in ...

  22. Convincing Cover Letter for Publishing Industry: Sample + Tips

    A cover letter isn't a novel. So keep your story short and sweet as the author does in the sample above. 3. Advertise Some Extra Skills. If you want to work in the publishing industry, you need to have exceptional writing and editorial skills. But that's what every other job applicant will highlight too.

  23. How To Write a Cover Letter (With Examples and Tips)

    The key to writing an effective cover letter is to clearly show how your professional experience fits the needs of the open role and the culture of the hiring company. In this article, we explain how to write a cover letter that makes a great first impression on potential employers.

  24. How to Write a Cover Letter in 2024 + Examples

    Header - Input contact information. Greeting the hiring manager. Opening paragraph - Grab the reader's attention with 2-3 of your top achievements. Second paragraph - Explain why you're the perfect candidate for the job. Third paragraph - Explain why you're a good match for the company.

  25. PDF Five Tips for Writing a Cover Letter

    does the hiring for the open position. Addressing the letter to a specific individual is a good way to display your initiative. 3.) Tailor your cover letter to the job posting When writing your cover letter, you should use the job posting as a guide. Use similar language found in the posting to describe your qualifications and experiences. 4.)

  26. Cover Letter Samples and Templates

    A cover letter should include the following parts: Header; Salutation; Introduction; Body paragraph; Closing paragraph; Letter ending and signature; The following cover letter samples and examples will show you how to write a cover letter for many employment circumstances. Browse cover letters by job title for inspiration.

  27. How to Write a Cover Letter That Will Get You a Job

    So let's talk about how to do cover letters right., First, understand the point of a cover letter., The whole idea of a cover letter is that it can help the employer see you as more than just ...