cover letter publication example

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How to write a cover letter for journal submission

Download our cover letter template.

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

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

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

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What should my cover letter include?

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

Key points to include in your letter to the editor:

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

Your manuscript’s title.

Name of the journal you are submitting to.

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

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

Contact information for you and any  co-authors .

Confirmation that you have no  competing interests  to disclose.

Things to avoid:

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

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

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

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

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

Cover letter template

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

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

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

Submission ready

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

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

Rapid constructive feedback

Consider the Taylor & Francis Rapid Technical Review service to help you meet your deadline, through peer-review-like comments on your manuscript.

Related resources

Journal submission support

Guide to improve your submission experience

Article submission checklist

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

• 3 minute read

Table of Contents

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

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

Getting the Basics Right  

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

Presenting your Research  

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

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

Conveying the Importance of Your Work  

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

Including a Formal Declaration  

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

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

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

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

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

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

Conclusion  

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

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

Reference  

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

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How to Write 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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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 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.

Writing a Cover Letter for Journal Submission [Free Template]

• Research Process
• Peer Review

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

Updated on September 20, 2018

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

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

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

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

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

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

Finally, close with a brief paragraph indicating the following:

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

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

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

Ben Mudrak, PhD

See our "Privacy Policy"

Cover Letter for Journal Submission Templates

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

Cover letters

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

Dear Editor-in-Chief,

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

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

With my best regards,

Sincerely yours,

A Researcher, PhD

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

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

Common phrases:

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

All cover letters should contain these sentences:

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

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

Be sure that:

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

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Three Cover Letter Templates to Journal Editors

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

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

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

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

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

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

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

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

November 8, 2017

Dear Dr. Editing,

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

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

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

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

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

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

Joe Student

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

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

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

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

November 22, 2017

Dear Dr Botanist,

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

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

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

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

Thank you for your continuing interest and consideration.

Yours sincerely,

Jane Researcher

Jane Researcher Research Director, Private Plant Research Institute

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

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

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

25 November 2017

Dear Dr Publisher,

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

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

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

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

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

Best regards,

Sheila Presenter

Sheila Presenter Chair, School of Business Management Yorkshire University

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

Zahra bahadoran.

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

Parvin Mirmiran

Khosrow kashfi.

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

Asghar Ghasemi

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

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

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

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

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

2. The Function of the Cover Letter

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

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

3. The Content of a Cover Letter

3.1. first cover letter (submit letter).

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

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

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

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

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

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

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

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

3.2. Second Cover Letter

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

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

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

4. Organization

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

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

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

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

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

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

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

5.2. Don’ts

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

6. Conclusion

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

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

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

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

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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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What should be included in a cover letter?

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

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

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

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

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

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

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

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

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

Why do some journals ask for cover letters?

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

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

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

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

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

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

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What makes an effective cover letter?

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

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

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

1. Addressee's information and date of submission

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

2. Opening salutation

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

3. Purpose statement and administrative information

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

4. Summary of main research findings and implications

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

Common phrases in this paragraph:

Summarizing the purpose of your research

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

Presenting your main results

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

Highlighting the relevance of your findings

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

5. Statements or information required by the journal

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

Previous contact with the journal

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

Conflict of interests and financial disclosures

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

Suggested reviewers

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

Request to exclude reviewers

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

Concurrent/duplicate submissions

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

6. Closing salutation and your contact information

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

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

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

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

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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?

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Convincing Cover Letter for Publishing Industry: Sample + Tips

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

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

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

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

Publishing Jobs Cover Letter Sample (Word version)

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

Download cover letter example (.docx)

Cover Letter Example for Publishing Industry (text version)

Dear Mariam Smith,

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

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

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

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

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

Kayla Devis 

How To Write A Cover Letter for Publishing Industry Jobs

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

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

1. Explain Your “Why”

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

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

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

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

2. Use Some Storytelling 

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

3. Advertise Some Extra Skills 

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

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

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

Final Thoughts

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

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

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Cover letter for a publication [duplicate]

I am submitting a publication to IEEE. In the course of the process, they've asked for a cover letter. Is this request typical of journals and other publications? What is expected to be on such a letter?

• publications

• I didn't include a cover letter. Does that exclude me from publishing, or put me at a disadvantage? –  Ken - Enough about Monica Commented Jul 1, 2014 at 11:03
• 2 If they asked for one and you didn't include one, the journal will probably reject the submission immediately for failing to adhere to the guidelines and ask you to resubmit with a cover letter. Apart from losing time, I doubt this will make much of a difference for the review process. –  Christian Clason Commented Jul 1, 2014 at 11:12

3 Answers 3

The practice of cover letters predates the now common online submission systems by centuries: Before online submission, papers were submitted by sending a hard copy via postal mail to the editor-in-chief (in person, not via a journal). Now it's mostly a formality, but since scholars are a traditional bunch, old habits die hard. ( EDIT : Even so, if the journal demands a cover letter, you must provide one, or risk having your submission rejected for not following the guidelines.)

In principle, any information contained in a cover letter should also be put somewhere into the submission form, so those can be of some guidance. Things usually appearing in the letter include

• the title of the work ;
• the type of manuscript (if the journal not only publishes standard papers but also short notes, literature review etc.);
• the name of the journal you are submitting to (since the editor might manage several journals);
• a brief summary (one or two sentences) to give the editor some idea whether the manuscript is within the scope, and which associate editor to forward it to;
• a clear statement that the manuscript has not been submitted elsewhere ;
• the full contact details of the corresponding author (presumably the one signing the cover letter);
• a list of preferred or excluded referees and/or associate editors , if applicable.

Here's what I usually write (addressed to the editor-in-chief at his department address):

Dear Professor X, please find attached our manuscript "A Note on Piffles", which we would like to submit for publication as an original research article in your journal Wuffle Review . Our main result is that all universal Piffles are strictly ascending, which proves a conjecture of Smith et al. This work has not been submitted elsewhere. The corresponding author is [...] We are looking forward to hearing from you. Sincerely, Y

• 10 An extremely minor quibble: unlike in some other languages, standard English style for letters is to capitalize the first letter after the salutation ("Please find" here). –  Mark Meckes Commented Jul 1, 2014 at 12:04

Yes, it's reasonably common.

The guidelines for authors typically describe what is expected of the cover letter, as well as of the paper itself.

Follow those guidelines.

If in doubt, ask an editor at the journal; but that should be rare - established journals have had so much experience that the guidelines (in my experience) tend to be pretty clear, and to pre-emptively answer all the frequently-asked question.

Note that in journals which have a high pre-review rejection rate, the cover letter is required and critical. In such journals, the editor will decide, based on the cover letter and a brief look at the work, whether to reject the paper or pass it to review. Given that their understanding of the specific field of the paper is often limited, the cover letter has the crucial role of convincing them that the paper is important and a good fit for the journal. Furthermore, it can affect their post-review decision if it is not clear-cut.

On a side note: in life sciences cover letters are the norm - I don't remember hearing of someone submit a manuscript without a cover letter.

Not the answer you're looking for? Browse other questions tagged publications .

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CWP: Craft of Prose: Cover Letter Resources

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• Cover Letter Writing Guide - Penn Career Services  - A writing guide on cover letters prepared by Penn Career Services that covers the purpose of cover letters, cover letter etiquette,  
• Job Search Letters - Purdue Online Writing Lab (OWL)  - These OWL resources will help you write job application letters, thank you and follow up letters, as well as effective acceptance and rejection letters. Also included are links to other OWL resources geared for entry-level and skilled labor positions.
• Microsoft Office Templates - Access a wide selection of MS Word templates with formatting for various styles of resumes and cover letters. 

• Skill Sumo Future Proof: How to Craft a Cover letter This video, from Academic Video, will teach you how to craft a cover letter.
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How to sign a cover letter: a guide to professional correspondence

Email cover letter 

Attached cover letter, physical cover letter .

You’ve polished your cover letter and you’re good to go. There’s only one thing left to do: Sign on the dotted line. But how can you get this right? Do you need a handwritten signature or can you type out your name? In this guide, we’ll go over how to sign a cover letter like a pro.

What is a cover letter?

First things first, let’s cover the basics. A cover letter is correspondence to the hiring manager. It details why you are applying for this specific role. It also allows you to make a solid case about your suitability for the vacancy. It’s the chance to clearly state why you’re the perfect candidate. 

Every cover letter includes the same elements, as follows: 

• Contact details
• Introduction
• Body (2-3 paragraphs)

In this guide, we will be looking at the last point on the list. The sign-off of a cover letter needs to make the right impression on the hiring manager. Looking for some additional inspiration? Read more about writing a cover letter in our full guide.

Should you sign a cover letter?

Times are changing. You no longer need a handwritten signature on a cover letter. Since we live in an ever-more digitalised world, modern-day recruiters don’t always expect to see this. Most of the time, it’s perfectly acceptable to simply type your name at the bottom of the letter instead.

However, in some cases, adding a full-on signature on a cover letter could help you to stand out from the crowd. It’s important to know when this is appropriate before you get started with your application. That way, you can make sure that the cover letter you submit is suitable. 

How to decide whether to use a cover letter signature

Let’s kick things off by making this decision simple. If you’re unsure whether to handwrite your signature on a cover letter, let the format decide for you. Take a quick look at our breakdown below when you are figuring out which type of cover letter signature works for you: 

Looking to create a cover letter attachment? Look no further. We have a wide selection of expertly formatted cover letter templates that you can use at just the click of a button. 

How to sign a cover letter based on its format

Effective cover letters are interesting and engaging. Chances are, you’ve spent a long time making sure that the body of your letter hits the mark. However, when you come to the end of the document, you don’t want to lose momentum. Getting the signature right is a must. 

Recruiters spend just seven seconds looking at each new application. In that blink of an eye, they decide whether you have what it takes to make it to the interview. If your cover letter doesn’t keep them reading at every point, it could ruin your chances of success. 

Let’s break down how you should sign your cover letter based on the format you are using. 

Email cover letters are quickly becoming the norm. Since you’re likely to apply for a job by sending your CV to the hiring manager, you may choose to write your cover letter in the body of your email. There’s nothing wrong with this approach and it’s certainly speedy. There are two options that you can choose from when using this approach: 

• Type your full name out . If you decide to do this, you should use a standard sign-off, such as “Kind regards” or “Sincerely” followed by your name.
• Use your email signature . Do you already have an email signature? If so, you can use it. Make sure it is suitable for the hiring manager to see before pressing “send”.

As a bonus, you may choose to include a link to your LinkedIn profile. Make sure that it is up to date before you do so. Take a look at our adaptable example below:

Kind regards, 

Mary Smith 

+ 44 74795724

Whether you’re filling out an online application or sending your CV to the hiring manager, you might send your cover letter as an attachment. In this case, you should save your cover letter as a PDF document (unless otherwise specified by the job description). Use our cover letter builder to create an interview-winning letter and then download it as a PDF at the click of a button.

You can add a signature by typing your name in the builder. However, if you want an electronic signature, leave it off completely. Once you’ve downloaded the PDF, you can use a program such as DocuSign or SignRequest to add an electronic signature to the document. 

Sign your cover letter with Preview!

Do you have a Mac? If so, it’s even easier. Open your PDF in Preview and then go to Tools, then Annotate, and then Signature. You can quickly create an e-signature for your cover letter.

Sending a physical cover letter? While less popular than online methods, some employers ask that you send them your application in the post. If you are sending your cover letter as an actual letter, you have two options again. Let’s take a look at them: 

• Typed signature . Chances are, you will create your cover letter on a computer and print it off. If that is the case, there’s nothing wrong with typing your name as the cover letter signature. As before, you should include “Kind regards” or “Sincerely” first.
• Handwritten signature . Since you are printing out your cover letter anyway, you can sign your cover letter by hand. Write “Kind regards” or “Sincerely” and leave a gap. When the document is printed, get a good black pen and sign the document.

It doesn’t matter which you choose. However, some employers may be impressed by the extra attention to detail if you hand sign your cover letter. The choice is yours. 

Key takeaways 

Making sure that you sign your cover letter is a must. In this guide, we’ve covered the main options depending on the format that you use. While signing a cover letter may seem like a small detail, it can make a world of difference. Use our cover letter builder tool to get started now.

How to Write a Cover Letter With Salary Requirements (Template Included!)

Writing a cover letter is already an important part of the job hunt, but mentioning your desired salary can make it even trickier. If you’re wondering how to write a cover letter with salary requirements without hurting your chances of landing the job, it’s all about striking the right balance and choosing your words carefully.

In this article, we’ll walk you through how to handle salary expectations in your cover letter—from deciding if you should mention them at all to writing a proper one.

Searching for a new role? Check out open jobs on The Muse and find the perfect fit for you »

Is it necessary to mention salary in your letter?

The truth is, it depends on the situation. Some job postings specifically ask for salary requirements, while others leave it up to the applicant's discretion.

In many cases, omitting salary requirements can work in your favor, allowing you to focus on your qualifications and fit for the role. However, if a job listing explicitly requests this information, failing to include it could reflect poorly on your attention to detail .

It's also important to consider the job market and your industry. In highly competitive fields, being upfront about your salary expectations can show confidence and transparency, while in other sectors, it might be better to wait until later in the hiring process to discuss compensation . The key is to tailor your approach based on the specific job and company you’re applying to.

How to mention salary in a cover letter

Experts agree that mentioning salary requirements in a cover letter should be approached with caution. “Salary questions are designed to ‘screen out’ rather than ‘screen in’ candidates,” says Alisa Cohen, Career Coach at Close Cohen Career Consulting . This means that revealing your salary expectations too soon could lead to your elimination from the candidate pool if your figures don’t align with the employer’s budget.

“It could result in either being overlooked for the position or receiving a lower-than-expected offer,” says Tiago Pita, Brand Director and Recruiter at Whole Food Earth .

You might want to leave out salary requirements in a cover letter when you don’t have enough information about the role and its compensation structure to provide a well-informed figure. “If the job posting indicates that salary discussions will occur later in the hiring process, it’s often best to focus the cover letter on qualifications and enthusiasm for the role,” Pita says.

By doing so, you keep the door open for a more informed discussion about compensation later in the hiring process, once the employer has seen your potential and you have a clearer understanding of the role.

When should you include salary requirements?

If the application asks for salary requirements, you should comply—but do so strategically (below, you’ll find tips on how to handle this).

If the application does not ask for them, “it’s typically in your best interest to defer compensation conversations to the latest stage possible,” Cohen says. “You have the most leverage when you are at the offer stage.”

By waiting until later in the process, you allow yourself time to demonstrate your value to the employer, which can strengthen your position during salary negotiations.

How do you negotiate salary in a cover letter?

It’s essential to approach this topic with tact, as you don’t want to come across as overly aggressive or rigid. Below are some tips and strategies for effectively incorporating salary negotiation into your cover letter.

1. Do your research

Base your expectations on solid research. Industry standards, geographic location, past salaries, and your experience level are all factors that should be taken into consideration. One effective strategy is to provide a range rather than a specific number, giving you some flexibility and room for negotiation.

Cohen suggests using language like, “My research indicates that compensation for this type of position falls in the range of $XX - $XX. I look forward to learning more about the position and understanding if that is consistent with your range.” This approach shows you’ve done your homework and know what you’re looking for in a job position.

2. Explain your reasoning

This could be based on your research of industry standards, your level of experience, or the cost of living in the job's location. For example: “My salary expectation is based on industry research and my professional experience in similar roles, as well as the cost of living in [City].”

3. Use diplomatic and flexible language

The way you phrase your salary expectations can significantly impact how they are received. Pita emphasizes the importance of using language that shows flexibility, with phrases such as, “Based on my experience and the industry standards, I am seeking a salary range of $X to $Y. However, I am open to discussing this further based on the total compensation package and additional benefits your company offers.”

This wording acknowledges your salary expectations while also making it clear you’re open to negotiation and that you’re willing to consider the entire compensation package, not just the salary.

4. Frame salary as part of the overall fit

Highlight your skills and experience that contribute to the company’s success. This helps keep the focus on mutual benefit rather than just on financials.

Pita suggests language like, “I am excited about the opportunity to contribute to your team and am confident that my skills align well with the needs of the position. I am seeking a salary range of $X to $Y, though I am open to negotiation based on the complete compensation package and benefits offered.” This phrasing shows enthusiasm for the role while also subtly integrating your salary expectations into the discussion.

Cover letter with salary requirements: examples

Below, you'll find cover letter examples with salary requirements for different roles. Each cover letter is tailored to the specific job while including a mention of salary expectations, demonstrating how to approach this delicate topic professionally.

But first, here’s the common structure that should be present at the beginning of all cover letter with salary requirements examples:

[Your Name] [Your Address] [Email Address] [Phone Number] [Date]

[Hiring Manager's Name] [Company Name] [Company Address]

Example #1: Cover letter with salary requirements for Administrative Assistant

Dear [Hiring Manager's Name],

I am writing to express my interest in the Administrative Assistant position at [Company Name], as advertised on [where you found the job posting]. With over five years of experience in administrative support roles, I am confident in my ability to contribute effectively to your team and help streamline office operations.

In my previous role at [Previous Company Name], I managed a variety of administrative tasks, including scheduling, correspondence, and file management, all while maintaining a high level of confidentiality and professionalism. My organizational skills and attention to detail have consistently been recognized by my supervisors, and I am eager to bring this same level of dedication to [Company Name].

For this position, I would like to express that my salary expectations are between $[number] and $[number]. These figures are aligned with the industry average for this role and are also based on my experience, but I am open to negotiation depending on the additional benefits your organization provides to ensure a mutually beneficial arrangement.

Thank you for considering my application. I look forward to the opportunity to discuss how I can contribute to your team's success.

Sincerely, [Your Name]

Example #2: Cover letter with salary requirements for Marketing Coordinator

I am excited to apply for the Marketing Coordinator position at [Company Name], as listed on [where you found the job posting]. With a background in digital marketing and a strong track record of driving brand engagement, I am confident that I can help elevate your marketing efforts and contribute to your company’s growth.

At [Previous Company Name], I successfully managed social media campaigns that resulted in an X% increase in follower engagement and a Y% growth in lead generation. My experience in content creation, SEO, and analytics has equipped me with the skills needed to execute and optimize marketing strategies effectively.

I would like to request a salary within the range of $[number] to $[number] per year. My salary expectations reflect my education in marketing, along with [number] years of experience in the industry and my in-depth knowledge of digital marketing strategies, content creation, and campaign management. However, given the growth opportunities and additional benefits your organization offers, I am open to negotiating the salary.

Thank you for your consideration. I look forward to contributing to your team and discussing how my background aligns with your needs.

Example #3: Cover letter with salary requirements for Project Manager

I am writing to express my interest in the Project Manager position at [Company Name]. With over seven years of experience managing cross-functional teams and delivering projects on time and within budget, I am excited about the opportunity to bring my skills to your organization.

At [Previous Company Name], I led a team of [number of people in the team] in the successful implementation of a $X million project, improving efficiency by Y% and reducing costs by Z%. My proven track record of leading diverse teams and successfully delivering complex projects on time and within budget makes me a strong fit for this role. I excel in coordinating cross-functional efforts, anticipating challenges, and driving projects to completion with a strategic focus on achieving business goals.

I am seeking a salary within the range of $[number] to $[number] per year. My salary expectations are based on my extensive experience in project management, including [number] years in the industry, and my ability to consistently deliver high-impact results. However, I am open to negotiation to find a package that reflects both the role and my qualifications, considering the growth opportunities and additional benefits your organization offers.

Thank you for considering my application. I look forward to discussing how I can contribute to [Company Name].

Cover letter with salary requirements: template

Not quite there yet? Here's a template to make everything easier for you:

I am excited to apply for the [Job Title] position at [Company Name], as advertised on [where you found the job posting]. With a background in [relevant field or industry], I am confident in my ability to contribute effectively to your team and support the company's goals.

In my previous role at [Previous Company Name], I [briefly describe a key achievement or responsibility]. My experience has equipped me with [specific skills or knowledge related to the job], which I am eager to bring to [Company Name].

Regarding compensation, based on my experience and industry standards, I am seeking a salary in the range of $[number] to $[number] per year. I believe this range reflects my qualifications and the value I can bring to your organization. However, I am open to negotiation to find a package that reflects both the role and my qualifications, considering the growth opportunities and additional benefits your organization offers.

Thank you for considering my application. I look forward to the opportunity to discuss how my background aligns with your needs and how I can contribute to the success of [Company Name].

Key takeaways

Including salary requirements in a cover letter can be a delicate balancing act. It’s essential to approach this topic with care to avoid potential pitfalls while ensuring clarity for both you and the employer.

It’s often best to include salary expectations only when explicitly requested or when you feel confident about the compensation range based on your experience and industry standards.

Ensure your salary expectations align with the role’s requirements and the value you bring to the table. If necessary, express your openness to negotiation, highlighting your flexibility and enthusiasm for the opportunity.

Remember, a well-crafted cover letter not only addresses salary expectations but also showcases your qualifications and enthusiasm for the role. By combining a clear, professionally presented salary range with a strong emphasis on your skills and achievements, you can create a compelling case for why you’re the right fit for the job.

How to get ChatGPT to write your cover letter: step-by-step guide with exact prompts

• When applying for jobs, ChatGPT-4 can make the cover-letter writing process more manageable.
• An AI consultant shares tips for writing an effective cover letter using ChatGPT.
• Here's a step-by-step guide, including writing prompts and navigating ChatGPT's limitations. 

Generative AI can be an effective tool for time-consuming tasks like writing cover letters, but only if you know how to use it effectively.

As an AI consultant , marketing and design companies come to me when they need help learning to use AI tools like ChatGPT. I also help companies review potential employees for AI-specific roles by evaluating their understanding of current tools and trends.

Here's a step-by-step guide on how to get AI to write you a great cover letter that doesn't sound AI-generated. 

Learn the basics

ChatGPT works best with specific directions, so learn what makes a good cover letter before directing ChatGPT to write one. 

Isimemen Aladejobi, a career strategist, outlines three components of an effective cover letter. 

•  A strong introduction that demonstrates company or industry knowledge. Highlight something in the news that's relevant to your prospective department. Use this topical event to segue into why you're interested in this specific position.  Aladejobi recommends always referring to the job title and company by name.
• The body of the cover letter should convey why your skills and experience make you a perfect fit. Highlight what you brought to the table at your last job and connect it to the requirements of the role you're applying for. Even suggest initiatives you could start at the company.
• The sign-off should be simple. Aladejobi suggests, "I'm excited and looking forward to hearing from you," which she says demonstrates enthusiasm without being too wordy. 

With this in mind, you can now start prompting ChatGPT with confidence. 

Writing your cover letter in ChatGPT-4

Be aware of the token limit.

The token limit is ChatGPT's limit on recall and comprehension during a single session. ChatGPT has a token limit of 4,096, and according to OpenAI , 100 tokens are about 75 words.

If ChatGPT starts responding to prompts illogically, you've probably hit the limit. This message to help ChatGPT refocus:

" Please search this chat for the word strawberry and reread that message and provide me a summary of what you think we need to do. We're at step [#] of that message. Tell me if you want a recap of the previous steps, and I'll provide a summary. "

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Having this marker will keep ChatGPT on task and ensure an accurate end product. 

Step 1: Onboard ChatGPT to the task

ChatGPT needs very explicit instructions to complete tasks successfully. Below is the exact prompt to copy and paste into the chatbot. 

To apply for a job within your industry use this prompt: 

"Hi ChatGPT. You're now the best cover letter writer on earth. You and I will write a cover letter together for [job title] at [company]. I have [#] years of experience. Here's what we're going to do:

•  You will ask me at least 15 questions about my work history and vision for the role. Make at least one of the questions "What initiatives would you implement in this role?"
• I'm going to give you sections of the job description to read and you're going to generate a strategic plan for the cover letter based on my answers from step one and the job description for me to approve.
• I'm going to give you a news item about the company. Read it and tell me how you plan to connect it to my cover letter application.
• Use this format to write the cover letter:
• Begin with the news item based on my approval of your strategy. Conclude paragraph one: "When I came across this role, I knew it was the role for me. Let me tell you why."
• The next two to three paragraphs should be my career history with clear connections to the position requirements and desired skills. Make sure to say somewhere, "As your [position title], I'll," and include some of the initiatives.
• Wrap up with the following sentence, "I'm excited and looking forward to hearing from you."

If we exceed your token limit, let's use "strawberry" as our focus word so you can get reoriented. 

Please begin by summarizing what you think I want you to do."

If you're making a pivot in your career, remove this line from the prompt: " I have [#] years of experience ," and replace it with " I'm making a career transition from [industry] to [industry] so the cover letter needs to heavily showcase how my previous experience is an asset to [Company]. "

And add this to the first task: "Make another question about how I think my previous experience is an asset to this new industry."

Step 2: Check for understanding

ChatGPT should create a summary of this plan. Check that the summary is accurate. If it is, reply with " next step " or " yes ."

Ashley Couto

If ChatGPT gets confused, open a new chat and repaste the prompt.

Step 3: Answer the career questions and have ChatGPT generate a career summary

The bot should provide you with the 15 career questions. Each answer should be two or three sentences long. You can go over for one or two questions, but be wary of potentially hitting the token limit. 

Once you've answered all the questions, add this sentence and press enter:

" Please create a detailed summary of my responses that I can paste into ChatGPT so I don't have to answer all these questions again if I need to generate another cover letter. "

Copy and paste the summary into another document to use for other applications. 

Step 4: Input no more than 2,500 characters of the job description

Copy and paste only the pertinent details from the description into ChatGPT and delete the fluff. Keep skills and competencies, responsibilities, the role overview, and a little about the company if you think it would be helpful.

Step 5: Paste in a company press release or industry-specific news story

Once ChatGPT gives you its plan, decide whether you agree with its intent. If you do, indicate that you want to move forward and press return or make a change. 

With any AI tool, you must be an editor and strategic advisor. Do not assume that what it's generated is the right path. Exercise critical judgment and get ChatGPT to refine.

For example, after I provided the article, ChatGPT presented me with a summary that didn't highlight key issues on how Canadian media companies think about content. I gave it instructions to refine it.

Step 6: Generate the cover letter and revise it with ChatGPT

Once you've approved its strategic approach, ChatGPT will generate the cover letter. 

It will generate a first draft but probably won't be ready for use yet. It's your job now to go back in and revise using specific instructions.

For example, I felt that the third paragraph ChatGPT generated was weak.

Direct it with specific changes to adjust particular paragraphs and go back and forth for a few rounds until you're happy.

And it generated a much stronger attempt.

Step 7: Put it into a text editor

ChatGPT has a suboptimal understanding of grammar and syntax. Once you're happy with the content, put your text through Grammarly to help tighten up the language and avoid problems like using the passive voice.

Step 8: Rinse and repeat with modifications

You can use the same root prompt for future cover letters, but replace step one with this:

"I'm going to paste in a summary of my work experience. Please write me a three-sentence summary of what type of work I do and what you see as my top accomplishment so I can check for understanding."

Based on the previously generated summary, you'll double-check that ChatGPT has a good idea of what you do. If it's missing a few key details, fill it in on those or tell it which summary you want it to prioritize before you move through the rest of the prompt.

Watch: The 3 key words to use on your résumé to land the interview

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