writing a journal cover letter

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How to Write a Cover Letter for Journal Submission

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

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

Why does a good cover letter matter?

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

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

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

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

What to Include in a Cover Letter for a Journal Submission

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

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

Essential information:

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

Other commonly requested information:

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

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

What you should NOT do:

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

How to Structure a Cover Letter

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

ANNOTATED TEMPLATE Journal Submissions Cover Letter

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

• [Name, institution, email, expertise]

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

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

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

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

[Your Name]

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

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

Quick Cover Letter Checklist Before Submission

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

English Editing Research Services

Writing a Successful Journal Cover Letter (Free Templates)

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

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

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

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

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

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

What do you put in a journal cover letter?

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

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

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

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

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

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

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

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

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

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

But don’t do this…

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

Make sure you DON’T :

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

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

And two more big DOs

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

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

Set phrases and common expressions

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

These include:

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

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

Commonly required statements

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

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

Competing interests

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

The authors have no conflicts of interest to declare.

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

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

Other required statements

Some other potentially required information:

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

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

Journal submission tips and hacks from the experts

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

Be personal, use the editor’s name

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

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

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

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

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

Tell them what you want to publish

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

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

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

Summarize the highlights of your work

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

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

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

Sell yourself

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

Don’t forget your “must have” statements

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

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

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

See it in action: Edanz video on writing cover letters

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

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

Get a cover letter template

It’s all easier said than done, right?

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

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

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

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

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

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

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Cover letters

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

The following is an example of a poor cover letter:

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

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

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

TIP: All cover letters should contain these sentences:

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

Submission checklist

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

Be sure that:

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

Back │ Next

Journal Article Publication Letters

What is this handout about.

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

What is a journal publication letter?

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

What do journal publication letters typically contain?

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

How should I prepare to write?

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

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

Consider the standards in your field:

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

Research the specific journal:

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

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

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

Consider how your manuscript fits into the publication:

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

Consider the audience for your manuscript:

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

Consider how your manuscript engages with the field at large:

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

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

Writing a draft

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

Consider the form

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

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

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

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

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

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

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

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

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

Consider the content

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Possible pitfalls

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

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

Two templates

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

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

Works consulted

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

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

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

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

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

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

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

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

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

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

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How to Write an Effective Cover Letter for Journal Submission

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

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

What is a Cover Letter for Journal Submission?

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

What Should be Included in the Cover Letter?

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

Addressee’s Information and Date of Submission

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

Opening Salutation

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

Purpose Statement and Administrative Information

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

Summary of Main Research Findings and Implications

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

Statements or Information Required by the Journal

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

Previous Contact with the Journal

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

Conflict of Interests and Financial Disclosures

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

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

Suggested Reviewers

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

Concurrent/Duplicate Submissions

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

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

Closing Salutation

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

Request to Exclude Reviewers

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

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

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

Tips for Writing a Journal Submission Cover Letter

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

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

Keep the Cover Letter Brief

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

Review Examples of Cover Letters

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

Cover Letter Template for a Journal Article Submission

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

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

Opening Paragraph

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

Body Paragraphs

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

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

Closing Paragraph

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

Common Expressions for Cover Letters

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

“We are pleased to submit our manuscript…”

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

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

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

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

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

“Thank you for your time and consideration.”

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

Journal Submission Tips and Hacks from the Experts

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

Choose the Right Journal

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

Read the Guidelines

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

Get Feedback

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

Write a Strong Abstract

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

Use Clear and Concise Language

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

Address Reviewer Comments

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

Keep Records

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

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• Published: 14 October 2022

How to make cover letters instructive

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

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

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

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

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

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

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

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

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

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

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How to Write a Cover Letter for Journal Submission

A cover letter to the editor for a manuscript submission is the author’s “pitch” as to why the research paper deserves publishing in a particular journal. If you think it is yet another document in the journal submission process for filling in author details and a mere description of the communicated research, think twice. If written succinctly, a cover letter can be a tipping point for your manuscript, leading to an outbound peer review or an outright desk rejection.

More often, the journal editors are burdened with the task of scrutinizing a huge number of manuscript submissions to select novel and high-quality research that align with the scope of the journal and the demographics of its readership. Through a well written cover letter, an editor can get a chance to know the value of the communicated research prior to reading it in full and can be convinced to proceed with the further review process. Thus, it is important to use this tool effectively to move past the editorial screening stage.

Here are the key elements “ TO DO ” when you write the cover letter for your next manuscript submission:

• Manuscript title and category

Begin the cover letter with the manuscript title and the journal name for article submission. Mention clearly the category of the article type (letter, article, brief, review) pertaining to the particular journal.

• Background and context

Briefly, in a couple of sentences, describe the background of the research to bring context to your work. Mention what has been missing or lacking in understanding of a research problem that has not been addressed so far in the published reports.

• Focus and novelty

Describe how your work, communicated through the submitted manuscript, aims to bridge the existing gap in understanding the research problem. Highlight the novelty of your work by mentioning the major results or findings of your work which provide insightful conclusions that have not been published so far.

• Relevance to the journal and readership

Explain how this new research work is an advancement over previously published works and relevant to the journal’s aim and scope. Mention if there are potential future applications of your current research and why the findings of your work might be of broad interest to the readership of the journal.  

• Originality and conflict of interest

Confirm that the research presented in the study is original and that the manuscript is not currently being reviewed by another journal. The manuscript has been approved by all authors, who also consent unanimously to its submission to the journal.

• Identify preferred/opposed reviewers

As per the editorial policy, the information provided by the authors in the cover letter is treated as confidential and is accessible only by the editors and not open to referees. You can suggest the names of potential reviewers if you believe they can be the best reviewers for your manuscript being stalwarts in the same research field. Likewise, you can also request the editor to exclude certain individuals as referees who you believe may not do justice to reviewing your manuscript owing to potential conflict of interest.

• Competing work  

You can alert the editors in the cover letter if you are aware of another group competing with similar work and seek an expedited review process. This can help the editors in determining editorial workflow accordingly.

While writing a cover letter is liberating and gives you the freedom to describe what is exciting about your research work rather than writing within the constraints of a particular journal’s format, you should still adhere to a few “ DON’Ts ” to err on the side of caution.

• Rehash the abstract

While writing the body of the cover letter, do not rehash the abstract of your manuscript that the editor will likely read next. In fact, the abstract of the article can be re-written according to the journal format more easily once you have done the cover letter.

• Too many details, jargons, tall claims

Keep your cover letter to a maximum of one page. Use the limited space wisely and write concisely. Restrict usage of technical details, jargons and boastful claims that can only make the editor wary of your presented work. Also steer clear of expressing any kind of exaggeration/flattery for the journal even if that is the best place to publish your work.

Remind yourself always to follow the ethics of working in a scientific community and strictly avoid any kind of plagiarism.

Finally, writing a cover letter for a journal submission is your best chance of enabling a manuscript to go through the editorial process, getting peer reviewed and published in a coveted journal of your choice. Do your best to grab and use this opportunity to the fullest!

Additional reading:

Nature Immunology 9 , 107 (2008) “Editorial: Prelude to a good story” Available at https://doi.org/10.1038/ni0208-107

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How to Write a Cover Letter for a Journal Submission

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Submitting a manuscript to a journal can be an exciting and challenging process. While the focus is often on the research itself, submitting a polished and well-crafted cover letter is just as important. A cover letter is your opportunity to introduce yourself, your research, and your manuscript to the editor-in-chief. It should be brief, professional, and highlight why your research is significant.

Understanding the Purpose of a Cover Letter

Before diving into the specifics of how to write a cover letter, it is important to understand why it is necessary. The cover letter acts as a first impression to the editor-in-chief. It provides an opportunity to introduce your manuscript and provide an overview of the research you have conducted. Additionally, the cover letter can help demonstrate your qualifications for the research and why it should become a part of the journal's publication.

Writing a cover letter is an essential part of the academic publishing process. It is a chance to showcase your research and communicate why it is important to the scientific community. A well-written cover letter can make the difference between your manuscript being accepted or rejected.

Introducing Your Manuscript

The first paragraph of your cover letter should introduce the manuscript you are submitting. This should include the title and type of manuscript (e.g., original research article, review article, clinical report). Give a brief overview of the manuscript content, but don't go into too much detail at this stage. The purpose of this paragraph is to give the editor-in-chief a quick snapshot of your research.

Remember to keep the introduction concise and to the point. You want to give the editor-in-chief a clear idea of what your manuscript is about without overwhelming them with information.

Highlighting the Significance of Your Research

Next, you should explain why your research is important and how it contributes to the existing literature in your field. This section can be challenging because you are trying to summarize the significance of your study in just a few sentences. Be clear and concise, and emphasize the major findings and contributions of the research.

It is important to provide context for your research and explain how it builds upon previous studies. This will help the editor-in-chief understand the significance of your work and its potential impact on the field.

Demonstrating Your Expertise

It is also important to demonstrate your qualifications for conducting this research. You should provide a brief summary of your experience, education, and expertise in the field. This section should be tailored to the specific journal and highlight why your research is a good fit for the publication. Keep in mind that editors receive many submissions, so it is important to make your qualifications clear and concise.

Don't be afraid to highlight any relevant publications or awards you have received. This will help demonstrate your expertise and credibility as a researcher.

In conclusion, a well-written cover letter is essential for getting your manuscript noticed by the editor-in-chief. By introducing your manuscript, highlighting the significance of your research, and demonstrating your expertise, you can increase your chances of getting published in a reputable academic journal.

Formatting Your Cover Letter

Contact information.

The first step in formatting your cover letter is to include your contact information at the top of the page. This includes your name, address, phone number, and email address. It is important to make sure that your contact information is accurate and up-to-date so that the editor can reach you if necessary.

The next step is to address the editor-in-chief personally. This shows that you have done your research and are interested in their journal specifically. Look up the editor's name and use a professional salutation (e.g., "Dear Dr. Smith" or "Dear Editor-in-Chief").

Body of the Letter

The body of the letter should be divided into different paragraphs, each with a specific purpose. Use headings and subheadings to make your letter easy to read and navigate. Make sure that each paragraph flows well and is connected to the overarching theme of your letter. Be sure to use clear and concise language.

Closing and Signature

Finally, close your cover letter by thanking the editor for considering your manuscript. Provide any additional information that may be helpful and end with a professional closing (e.g., "Sincerely" or "Best regards"). Don't forget to sign your letter before submitting it.

Crafting a Compelling Opening Paragraph

Addressing the editor.

Your opening paragraph should address the editor-in-chief by name and introduce yourself. This is a good opportunity to establish a relationship with the editor and show that you have done your research on the journal.

Mentioning the Journal's Scope

You should also mention the scope of the journal and how your research fits within its focus. This shows that you are familiar with the content of the journal and what they typically publish.

Stating the Manuscript's Title and Type

The opening paragraph should also clearly state the title and type of your manuscript. This gives the editor-in-chief a preview of what your research is about.

Summarizing Your Research and Findings

Describing the study's objective.

In the body of your cover letter, you should provide a summary of your research and findings. Start by describing the objective of the research and why it is important. This should be clear and concise, highlighting the problem that you are trying to address.

Outlining the Methodology

Next, provide an overview of the methodology. Include the methods you used to gather data, the sample size, and any other relevant details. This section should help the editor understand how you conducted your research and the validity of your findings.

Presenting the Results

Finally, summarize the results of your research. This should include the key findings, insights, and implications. Be sure to explain how your research contributes to the existing literature and why it should be considered for publication.

ChatGPT Prompt for Writing a Cover Letter for a Journal Submission

Use the following prompt in an AI chatbot . Below each prompt, be sure to provide additional details about your situation. These could be scratch notes, what you'd like to say or anything else that guides the AI model to write a certain way.

Compose a detailed and thorough cover letter that is tailored specifically for a journal submission. This letter should effectively communicate your intentions and qualifications, and should provide a clear and compelling argument for why your work is a strong fit for the publication. Your letter should be well-written and professional, and should highlight the key aspects of your research that make it a valuable contribution to the field. Additionally, be sure to follow any specific guidelines or requirements set forth by the journal in order to maximize your chances of acceptance.

[ADD ADDITIONAL CONTEXT. CAN USE BULLET POINTS.]

Overall, writing a cover letter for a journal submission requires careful planning and attention to detail. The letter should be professional, clear, and concise. By following these guidelines and formatting your letter correctly, you can increase the chances of your manuscript being accepted for publication.

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Writing a Cover Letter for Journal Submission

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

Format of a Cover Letter

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

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

Points to Remember

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

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

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

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

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

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

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Writing and formatting

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

Your cover letter should include

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

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

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

NIH Employees

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

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.

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• Cover Letters for Journal Submission

Journal Selection and Identification: Cover Letters for Journal Submission

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• Journal Impact Factors For the Top Journals in Your Field

Tips on Writing Cover Letters

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: Mar 21, 2024 10:07 AM
• URL: https://libguides.mssm.edu/journalselection

The Perfect Cover Letter: Advice From a Lit Mag Editor

Today’s guest post is from Elise Holland, co-founder and editor of 2 Elizabeths , a short fiction and poetry publication.

When submitting your short-form literature to a magazine or journal, your cover letter is often the first piece of writing an editor sees. It serves as an introduction to your thoughtfully crafted art. As such, it is significant, but it shouldn’t be intimidating or even take much time to write.

As editor at 2 Elizabeths , I see a variety of cover letters every day; some are excellent, and others could stand to be improved. There are a few key pieces of information to include, while keeping them short and sweet. In fact, a cover letter should only be a couple of paragraphs long, and no more than roughly 100-150 words.

A little research goes a long way

Seek out the editor’s name, and address the letter to him/her, as opposed to using a generic greeting. Typically, you can find this information either on the magazine or journal’s website, or in the submission guidelines.

Read the submission guidelines thoroughly. Many publications will state in their guidelines the exact details that need to be included in a cover letter. With some variation, a general rule of thumb is to include the following:

• Editor’s name (if you can locate it)
• Genre/category
• Brief description of your piece
• If you have been published previously, state where
• Whether your piece is a simultaneous submission (definition below)

Terms to Know

The term simultaneous submission means that you will be sending the same piece to several literary magazines or journals at the same time. Most publications accept simultaneous submissions, but some do not. If a publication does not accept them, this will be stated in their guidelines.

Should your work be selected for publication by one magazine, it is important to notify other publications where you have submitted that piece. This courtesy will prevent complications, and will keep you in good graces with various editors, should you wish to submit to them again in the future.

The term multiple submission means that you are submitting multiple pieces to the same literary magazine or journal.

Cover Letter That Needs Work

Dear Editor, Here is a collection of poems I wrote that I’d like you to consider. I have not yet been published elsewhere. Please let me know what you think. Bio: John Doe is an Insurance Agent by day and a writer by night, living in Ten Buck Two. He is the author of a personal blog, LivingWith20Cats.com. Best, John Doe

What Went Wrong?

John Doe didn’t research the editor’s name. A personal greeting is always better than a simple “Dear Editor.” Additionally, John failed to include the word count, title and a brief description of his work.

There is no need to state that John has not yet been published elsewhere. He should simply leave that piece of information out. (Many publications, 2 Elizabeths included, will still welcome your submissions warmly if you are unpublished.)

John included a statement asking the editor to let him know what he/she thinks about his work. Due to time constraints, it is rare that an editor sends feedback unless work is going to be accepted.

Unless otherwise specified by the magazine or journal to which you are submitting, you do not need to include biographical information in your cover letter. Typically, that information is either requested upfront but in a separate document from the cover letter, or is not requested until a piece has been selected for publishing.

Cover Letter Ready to Be Sent

Dear Elise, Please consider this 1,457-word short fiction piece, “Summer.” I recently participated in the 2 Elizabeths Open Mic Night, and am an avid reader of the fiction and poetry that you publish. “Summer” is a fictitious tale inspired by the impact of a whirlwind, yet meaningful, romance I experienced last year. In this story, I gently explore the life lessons associated with young love, with a touch of humor. This is a simultaneous submission, and I will notify you if the piece is accepted elsewhere. Thank you for your consideration. Kindest Regards, John Doe

What Went Right?

In this letter, John includes all pertinent information, while keeping his letter clear and concise. In his second sentence, John also briefly states how he is familiar with the magazine. While doing this isn’t required, if done tastefully, it can be a nice touch! Another example might be: “I read and enjoyed your spring issue, and believe that my work is a good fit for your magazine.”

I hope these sample letters help you as you send your short works to magazines and journals for consideration. While you’re at it, I hope you will check out 2 Elizabeths ! We would love to read your work.

Elise Holland is co-founder and editor of 2 Elizabeths , a short fiction and poetry publication. Her work has appeared in various publications, most recently in Story a Day . Through 2 Elizabeths, Elise strives to create value and visibility for writers, through writing contests , events , and more!

This site uses Akismet to reduce spam. Learn how your comment data is processed .

[…] view post at https://janefriedman.com/perfect-cover-letter-advice-lit-mag-editor/ […]

[…] To get into literary magazines, you need a cover letter, so Elise Holland lays out how to write the perfect cover letter for a literary magazine. […]

Love this! The letter is short and to the point, and covers all the necessary information. Great tips! I always worry that the only publishing credit I have is the winning entry in a short story contest through the local paper. Should I mention that? And writing conferences I’ve attended?

As Elise says, it’s OK if you’re unpublished. Don’t worry about it. But feel free to mention your winning entry. If the writing conferences would likely be known to the journals’ editors, you might mention one or two.

[…] recently wrote a full article on the perfect cover letter, here. Check it out for clear, simple instructions, along with sample […]

[…] publication. Her work has appeared in various publications, most recently in Story a Day, and at JaneFriedman.com.  Through 2 Elizabeths, Elise strives to create value and visibility for writers, through writing […]

Thanks for the concise and useful information! I’ve heard that it’s also a good idea to include a sentence or two that makes it clear that you are familiar with the kind of work the magazine has published in the past. Is this generally advised, or would you consider it nonessential unless specified in the submission guidelines?

How To Write a Cover Letter With Examples

Cover letters can help differentiate you from other job applicants and be the determining factor of landing your dream job. By taking the time to craft a custom cover letter, a single sheet of paper can help communicate all the human elements that a resume may fall short of capturing about yourself. 

But what do employers and recruiters have to say about how to write a cover letter? What are the best tips they have to offer for graduate students who are writing a cover letter?

We asked 11 employers for their best cover letter tips. Here is what they had to share.

Let it Set the Stage

In many ways, cover letters should provide background information and context to your resume, while simultaneously addressing how that resume addresses the specific requirements of the job opportunity. The cover letter is your opportunity to "set the stage" and to convince the hiring manager why your specific set of skills, experiences and interests will provide value to their team and its objectives.

Andrew Horrigan '11 BSBA (Management Information Systems), Product Manager at Cisco

Research the Hiring Manager

If possible, find out who the hiring manager is and look them up on LinkedIn. Do your research on the company you're applying for. What's their mission statement and how do they portray their company culture? Hopefully what you're looking for in a job is reflected by those things. Make sure the hiring manager knows that and understands who you are and what drives you. A resume is often about as robotic as things can be. Make sure your cover letter is the opposite—personalize it and let yourself shine through.

Joshua Schlag ’05 BS (Computer Science) ’11 MBA, Digital Marketing Manager at Pyramid Analytics

Utilize Career Development Resources

The University of Arizona and Eller College of Management go to great lengths to make sure students are prepared for their impending career journey. Because cover letters are so important to getting your foot in the door, there are several career development resources online and on campus to take advantage of. The university’s cover letter builder serves as a nice template to get started. And of course, it never hurts to make an appointment with an Eller Career Coach through eSMS to have a professional review your letter before submission. 

Brett Farmiloe, ’06 BSBA (Accounting), Founder, Featured

Discover Past Samples of the Position

Do your research on the company and personalize your cover letter to the role for which you are applying. Don't be afraid to Google, "How to write a good cover letter for X position." Seriously, it helps! There is so much information out there from various perspectives—applicants, hiring managers, etc. Most importantly be yourself and let your personality come through. And don't forget to spell check!

Mariam Nikola '17 MS MIS, Consultant at Point B

Highlight Your Soft Skills

When writing a professional cover letter, there are a couple things you can do to set yourself apart from the pack. First, make sure you tailor your letter to the specific position you are applying for. This should not be a general, "one size fits all" letter—be sure to discuss specific details surrounding the role or the company itself. Secondly, this is an opportunity for you to show a little bit of your personality. Obviously, you want to remain professional, but this is a great time to highlight some of your soft skills that might not be fully conveyed through your resume.  

Brian Ellis ’17 BSBA (Management), Staffing Manager at Randstad Office and Administrative Professionals

Fill in the “Why” Gaps

As a talent advisor, I review a lot of applicants and agree that a cover letter can be a great way to stand apart, if it is done correctly. A great cover letter for me covers the ‘why’ that I cannot understand from just a resume alone. It should clearly state why you are interested in the role, what your goals are for utilizing your graduate degree (if recently graduated) and explain any career pivots reflected on your resume. If you answer those questions in a direct, concise manner it will add value to your application.

Monica Larson , ’11 BSBA (Marketing) ‘20 MBA, Talent Advisor

Tell Your Story

A cover letter is your opportunity to tell your story—tying your experience and personal interests into why you want a position and why you are the best candidate for it. Paint the picture of your journey and what about the position excites you personally and professionally. Similar to your resume, keep it short and sweet. No need to repeat what’s already on your resume. Recruiters and hiring managers don’t have time to comb through a novel, so you need to engage them with as few words as possible while also grabbing their attention.

Kelly Castoro, ’06 BA (Spanish, Portuguese), Project Manager at Squarespace

Tailor Each Cover Letter to the Position You Are Applying

Be sure to research the role and customize your cover letter for each position, relating your experience to the particular role you are applying for. Personalization is key—research who you are sending the cover letter to and address the letter to them directly. End your letter with a call to action, stating you will follow up by phone or email if you haven’t heard from anyone. Follow ups are very important! 

Jessica Rosenzweig, ’15 BSBA (Business Management), Account Manager at PeopleWare Staffing

Communicate Bankability and Personality 

Your cover letter answers two crucial questions; are you bankable and are you someone the company will enjoy working with? Communicate bankability with your knowledge of the company, industry and why your skills, capabilities and interests are a great fit. Share your passion for their mission, culture, brand—whatever excites you about becoming a member of their team.  

When conveyed through a concise, well-formulated, well-worded cover letter, you demonstrate the ability to write an effective business case—communicating that you are a ready professional and worthy teammate who will hit the ground running.

Theresa L Garcia, ’83 BSBA (Human Resources), Senior Change Management and Organization Capability Consultant at Boeing

Keep it Concise but Compelling

A cover letter is your chance to speak directly to the hiring team and tell them why you are not only the best match for the position for which you are applying but also give them additional insight into yourself as an individual that is less visible from your experience.

A great cover letter should be attention grabbing and touch upon the qualities that make you stand out from others in the applicant pool, highlight both your recent and most distinguished accomplishments and drive home why you are the right person for the job. Professionalism is always important, but don’t be hesitant to put your voice into the letter to let your personality shine through. Research the company, understand where they currently are, where they are going and show why you are the right person to get them from point A to point B. Recruiters spend a lot of time reviewing applicants and making yourself stand apart from the crowd is key. Keep it concise but compelling!

Matt Reineberg, ’14 BSBA (Marketing), Senior Talent Acquisition Sourcer at Cox Enterprises

Highlight the “Why”

Why are you applying to this company? Why do you want this position? Your cover letter should aim to answer the why behind applying for the job. Conveying an interest and excitement for working specifically for this job at this company, rather than a desire to get any job anywhere that will give you money, can go a long way. Show the company that they should hire you and your passion over someone that might have the skills needed for the job, but doesn’t care about the work as much as you do. 

Ryan Nouis, Trupath 

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