example of cover letter for journal article submission pdf

• Insights blog

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.

Ready to submit?

Taylor & Francis Editing services has a high quality premium editing package to make you feel confident to submit.

Customized cover letter

Feedback on original writing

Complete language check

Extensive revisions.

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

Publishing tips, direct to your inbox

Expert tips and guidance on getting published and maximizing the impact of your research. Register now for weekly insights direct to your inbox.

Written Samples

15 sample cover letters for journal submission.

Submitting your research paper to a journal can be a nerve-wracking experience, especially when you’re unsure of how to craft a compelling cover letter.

A well-written cover letter can make all the difference in catching the editor’s attention and increasing your chances of publication.

Sample Cover Letters for Journal Submission

In this article, we’ll explore 15 sample cover letters that showcase various strategies for effectively communicating the significance of your research and its potential impact on the field.

These examples will serve as a valuable resource for researchers across disciplines, providing inspiration and guidance for crafting their successful cover letters.

Let’s dive in and discover the key elements that make these cover letters stand out from the crowd.

Cover Letter One

Subject: Submission of Research Article – “The Impact of Social Media on Adolescent Mental Health”

Dear Editor,

I am writing to submit my research article titled “The Impact of Social Media on Adolescent Mental Health” for consideration in your esteemed journal. This study provides a comprehensive analysis of the relationship between social media use and mental health outcomes among adolescents, offering valuable insights for mental health professionals, educators, and policymakers.

The article presents findings from a large-scale survey of 5,000 adolescents aged 13-18, exploring their social media habits and mental health status. The results reveal a significant correlation between excessive social media use and increased rates of anxiety, depression, and low self-esteem. Furthermore, the study identifies specific social media behaviors that contribute to negative mental health outcomes, such as cyberbullying and exposure to unrealistic beauty standards.

I believe that this research makes a substantial contribution to the existing literature on adolescent mental health and social media use. The findings have important implications for developing targeted interventions and educational programs to promote healthy social media habits among young people. The article also highlights the need for further research to understand the long-term effects of social media on mental health and to develop evidence-based guidelines for safe and responsible use.

Thank you for considering my submission. I look forward to the opportunity to share this research with your readers and contribute to the ongoing dialogue on this critical issue.

[Your Name]

[Your Affiliation]

Cover Letter Two

Subject: Submission of Original Research – “Exploring the Potential of Renewable Energy in Developing Countries”

I am pleased to submit my original research article titled “Exploring the Potential of Renewable Energy in Developing Countries” for consideration in your respected journal. This study investigates the challenges and opportunities for implementing renewable energy solutions in developing nations, with a focus on solar and wind power.

The article presents a comprehensive analysis of the current state of renewable energy adoption in five developing countries across Africa and Asia. Through a combination of quantitative and qualitative methods, including surveys, interviews with key stakeholders, and geospatial analysis, the study identifies the major barriers to widespread renewable energy adoption, such as lack of infrastructure, limited access to financing, and inadequate policy support.

However, the research also highlights the significant potential for renewable energy to transform the lives of millions of people in developing countries by providing access to clean, affordable, and reliable electricity. The article presents case studies of successful renewable energy projects in each of the five countries, demonstrating the feasibility and benefits of these solutions.

I believe that this research makes a valuable contribution to the field of sustainable development and energy policy. The findings have important implications for policymakers, investors, and development organizations seeking to promote renewable energy in developing countries. The article also lays the groundwork for further research on the social, economic, and environmental impacts of renewable energy adoption in these contexts.

Thank you for your consideration. I am excited about the opportunity to share this research with your readers and contribute to the global effort to achieve sustainable energy for all.

Cover Letter Three

Subject: Submission of Review Article – “The Role of Artificial Intelligence in Healthcare: Opportunities and Challenges”

I am writing to submit my review article titled “The Role of Artificial Intelligence in Healthcare: Opportunities and Challenges” for consideration in your distinguished journal. This article provides a comprehensive overview of the current state of AI applications in healthcare, exploring the potential benefits and risks of these technologies for patients, healthcare providers, and health systems.

The article begins by defining AI and its various subfields, such as machine learning and natural language processing, and discussing their relevance to healthcare. It then presents a systematic review of the literature on AI applications in healthcare, covering areas such as medical imaging, drug discovery, personalized medicine, and clinical decision support.

The review identifies several key opportunities for AI to improve healthcare outcomes, such as enhancing diagnostic accuracy, optimizing treatment plans, and reducing healthcare costs. However, it also highlights the significant challenges and risks associated with AI in healthcare, such as data privacy concerns, algorithmic bias, and the need for robust regulatory frameworks.

I believe that this review article makes a timely and important contribution to the ongoing debate about the role of AI in healthcare. As healthcare systems around the world grapple with the challenges of rising costs, aging populations, and the COVID-19 pandemic, AI has emerged as a potentially transformative technology. However, the adoption of AI in healthcare also raises complex ethical, legal, and social questions that require careful consideration.

Thank you for considering my submission. I am confident that this review article will be of interest to a wide range of healthcare professionals, researchers, and policymakers, and I look forward to the opportunity to contribute to the scholarly discourse on this critical topic.

Cover Letter Four

Subject: Submission of Case Study – “Implementing a Successful Remote Work Policy: Lessons from Company X”

I am pleased to submit my case study titled “Implementing a Successful Remote Work Policy: Lessons from Company X” for consideration in your esteemed journal. This study provides a detailed analysis of how one company successfully transitioned to a remote work model during the COVID-19 pandemic, offering valuable insights for organizations seeking to adapt to the changing nature of work.

The case study focuses on Company X, a mid-sized technology firm that implemented a comprehensive remote work policy in response to the pandemic. Through interviews with company leaders, employees, and external stakeholders, as well as an analysis of company documents and performance metrics, the study identifies the key factors that contributed to the success of the remote work transition.

These factors include a clear and consistent communication strategy, the provision of necessary technology and support for remote workers, a focus on maintaining company culture and employee engagement, and a flexible approach to managing work-life balance. The case study also discusses the challenges that Company X faced during the transition, such as managing cybersecurity risks and ensuring equitable access to remote work opportunities.

I believe that this case study makes a valuable contribution to the growing body of research on remote work and organizational resilience. As companies around the world continue to grapple with the impacts of the pandemic and the changing nature of work, there is a pressing need for evidence-based guidance on how to implement successful remote work policies.

Thank you for considering my submission. I am confident that this case study will be of interest to a wide range of organizational leaders, HR professionals, and researchers, and I look forward to the opportunity to share these insights with your readers.

Cover Letter Five

Subject: Submission of Original Research – “The Impact of Climate Change on Biodiversity: Evidence from a Long-Term Field Study”

I am writing to submit my original research article titled “The Impact of Climate Change on Biodiversity: Evidence from a Long-Term Field Study” for consideration in your respected journal. This study presents findings from a 20-year field study of the impacts of climate change on biodiversity in a temperate forest ecosystem, offering new insights into the complex relationships between climate, species interactions, and ecosystem functioning.

The study combines long-term monitoring data on temperature, precipitation, and other climate variables with detailed observations of plant and animal populations in a 100-hectare forest reserve. Using advanced statistical modeling techniques, the study identifies significant changes in species composition, phenology, and interactions over the 20 years, with some species showing marked declines while others have adapted or even thrived in the changing climate.

The article discusses the implications of these findings for conservation policy and practice, highlighting the need for adaptive management strategies that take into account the complex and dynamic nature of ecosystems in a changing climate. It also identifies key areas for further research, such as the role of species interactions and ecosystem services in mediating the impacts of climate change on biodiversity.

I believe that this research makes a significant contribution to the growing body of evidence on the impacts of climate change on biodiversity and ecosystem functioning. As the world continues to grapple with the urgent challenges posed by climate change, there is a critical need for long-term, empirical studies that can inform effective conservation and adaptation strategies.

Thank you for considering my submission. I am excited about the opportunity to share this research with your readers and contribute to the ongoing efforts to understand and address the impacts of climate change on the natural world.

Cover Letter Six

Subject: Submission of Meta-Analysis – “The Effectiveness of Mindfulness-Based Interventions for Chronic Pain Management: A Systematic Review and Meta-Analysis”

I am pleased to submit my meta-analysis titled “The Effectiveness of Mindfulness-Based Interventions for Chronic Pain Management: A Systematic Review and Meta-Analysis” for consideration in your distinguished journal. This study provides a comprehensive and up-to-date synthesis of the evidence on the use of mindfulness-based interventions for the management of chronic pain, offering valuable insights for healthcare providers, researchers, and patients.

The study follows a rigorous systematic review protocol, including a comprehensive search of multiple electronic databases, a standardized screening and data extraction process, and a detailed assessment of study quality and risk of bias. The meta-analysis includes data from 25 randomized controlled trials, involving a total of 2,500 participants with various types of chronic pain, including low back pain, fibromyalgia, and neuropathic pain.

The results of the meta-analysis indicate that mindfulness-based interventions are associated with significant reductions in pain intensity, pain-related disability, and psychological distress, as well as improvements in quality of life and well-being. The study also identifies several moderators of treatment effectiveness, such as the type and duration of the intervention, the characteristics of the patient population, and the presence of co-occurring mental health conditions.

I believe that this meta-analysis makes a valuable contribution to the growing body of research on the use of mindfulness-based interventions for chronic pain management. As the prevalence of chronic pain continues to rise, there is an urgent need for effective, non-pharmacological approaches to pain management that can improve patient outcomes and reduce the burden on healthcare systems.

Thank you for considering my submission. I am confident that this meta-analysis will be of interest to a wide range of healthcare professionals, researchers, and policymakers, and I look forward to the opportunity to contribute to the evidence base on this important topic.

Cover Letter Seven

Subject: Submission of Qualitative Study – “Exploring the Experiences of Transgender Individuals in the Workplace: A Qualitative Study”

I am writing to submit my qualitative study titled “Exploring the Experiences of Transgender Individuals in the Workplace: A Qualitative Study” for consideration in your esteemed journal. This study provides a rich and nuanced understanding of the challenges and opportunities faced by transgender individuals in the workplace, offering valuable insights for employers, policymakers, and advocates.

The study uses a qualitative phenomenological approach, consisting of in-depth interviews with 20 transgender individuals from diverse backgrounds and industries. The interviews explore participants’ experiences of transitioning in the workplace, including their interactions with colleagues and supervisors, their experiences of discrimination and support, and their strategies for navigating the challenges of being transgender in the workplace.

The findings of the study highlight the complex and varied experiences of transgender individuals in the workplace, from the difficulties of coming out and transitioning to the importance of inclusive policies and practices. The study also identifies several key themes, such as the role of allies and support networks, the impact of intersectionality on workplace experiences, and the potential for workplace transitions to be a source of personal and professional growth.

I believe that this qualitative study makes a valuable contribution to the growing body of research on the experiences of transgender individuals in the workplace. As more and more companies seek to create inclusive and equitable workplaces, there is a pressing need for in-depth, qualitative research that can inform best practices and policies for supporting transgender employees.

Thank you for considering my submission. I am excited about the opportunity to share this research with your readers and contribute to the ongoing efforts to create more inclusive and equitable workplaces for all individuals, regardless of their gender identity.

Cover Letter Eight

Subject: Submission of Theoretical Article – “Rethinking the Concept of Leadership in the Age of Digital Transformation”

I am pleased to submit my theoretical article titled “Rethinking the Concept of Leadership in the Age of Digital Transformation” for consideration in your distinguished journal. This article provides a novel and thought-provoking perspective on the changing nature of leadership in the context of the digital age, offering valuable insights for scholars, practitioners, and educators.

The article begins by reviewing the traditional theories and models of leadership, from trait-based approaches to transformational and servant leadership. It then argues that these models are increasingly inadequate for understanding and practicing leadership in the context of digital transformation, which is characterized by rapid change, complexity, and uncertainty.

Drawing on recent research and examples from a range of industries and sectors, the article proposes a new framework for conceptualizing leadership in the digital age. This framework emphasizes the importance of adaptability, collaboration, and innovation, as well as the need for leaders to be comfortable with ambiguity and to embrace a more distributed and networked model of leadership.

The article also discusses the implications of this new framework for leadership development and education, arguing for a greater emphasis on experiential learning, design thinking, and cross-disciplinary collaboration. It concludes by identifying several key areas for further research and practice, such as the role of technology in shaping leadership practices and the need for more inclusive and diverse models of leadership.

I believe that this theoretical article makes a significant contribution to the ongoing debate about the future of leadership in the digital age. As organizations around the world grapple with the challenges and opportunities of digital transformation, there is a pressing need for new and innovative approaches to leadership that can help them navigate this complex and rapidly changing landscape.

Thank you for considering my submission. I am confident that this article will be of interest to a wide range of scholars, practitioners, and educators, and I look forward to the opportunity to contribute to the scholarly discourse on this important topic.

Cover Letter Nine

Subject: Submission of Empirical Study – “The Relationship Between Social Support and Mental Health Among College Students During the COVID-19 Pandemic”

I am writing to submit my empirical study titled “The Relationship Between Social Support and Mental Health Among College Students During the COVID-19 Pandemic” for consideration in your respected journal. This study provides a timely and important examination of the impact of social support on the mental health of college students during a period of unprecedented stress and uncertainty.

The study uses a cross-sectional survey design, collecting data from a sample of 500 college students across the United States. The survey includes validated measures of social support, mental health symptoms (depression, anxiety, and stress), and demographic variables. The data are analyzed using a combination of descriptive statistics, correlation analysis, and multiple regression modeling.

The results of the study indicate that higher levels of social support are significantly associated with lower levels of mental health symptoms among college students during the pandemic. The study also identifies several key sources of social support, including family, friends, and faculty/staff, and highlights the importance of both emotional and instrumental support in promoting mental health.

I believe that this empirical study makes a valuable contribution to the growing body of research on the mental health impacts of the COVID-19 pandemic, particularly among college students who have faced significant disruptions to their academic and social lives. The findings have important implications for college administrators, mental health professionals, and policymakers seeking to support the well-being of students during this challenging time.

Thank you for considering my submission. I am confident that this study will be of interest to a wide range of researchers, practitioners, and educators concerned with the mental health and well-being of college students, and I look forward to the opportunity to share these findings with your readers.

Cover Letter Ten

Subject: Submission of Methodological Article – “Advancing the Use of Mixed Methods in Health Services Research: A Guide for Researchers”

I am pleased to submit my methodological article titled “Advancing the Use of Mixed Methods in Health Services Research: A Guide for Researchers” for consideration in your distinguished journal. This article provides a comprehensive and practical guide for researchers interested in using mixed methods approaches to study complex health services research questions.

The article begins by defining mixed methods research and discussing its key principles and benefits, including the ability to triangulate findings, explore both breadth and depth and address multiple research questions within a single study. It then provides a step-by-step guide for designing and conducting mixed methods health services research studies, from developing research questions and sampling strategies to collecting and analyzing data and integrating findings.

The article also discusses several key considerations and challenges in conducting mixed methods research, such as ensuring the quality and rigor of both quantitative and qualitative components, managing large and diverse datasets, and publishing and disseminating findings. It provides practical tips and strategies for addressing these challenges, drawing on examples from successful mixed methods studies in health services research.

I believe that this methodological article makes a valuable contribution to the growing field of mixed methods research in health services. As health systems around the world face increasingly complex and multifaceted challenges, there is a pressing need for innovative and rigorous research approaches that can capture the full range of factors influencing health services delivery and outcomes.

Thank you for considering my submission. I am confident that this article will be of interest to a wide range of health services researchers, from novice to experienced investigators, and I look forward to the opportunity to support the continued growth and development of mixed methods research in this important field.

Cover Letter Eleven

Subject: Submission of Case Report – “Successful Treatment of Refractory Chronic Migraine with Botulinum Toxin Type A: A Case Report”

I am writing to submit my case report titled “Successful Treatment of Refractory Chronic Migraine with Botulinum Toxin Type A: A Case Report” for consideration in your esteemed journal. This report describes the clinical course and successful treatment of a patient with chronic migraine who had failed multiple previous therapies.

The report presents the case of a 45-year-old woman with a 20-year history of chronic migraine, characterized by 15-20 headache days per month and significant disability. Despite trials of several preventive and abortive medications, as well as non-pharmacological therapies such as cognitive-behavioral therapy and acupuncture, the patient’s migraines remained refractory to treatment.

The patient was initiated on treatment with botulinum toxin type A, administered according to the PREEMPT protocol. After two treatment cycles, the patient experienced a significant reduction in headache frequency and intensity, as well as improvements in quality of life and functional status. The report discusses the potential mechanisms of action of botulinum toxin in chronic migraine, as well as the implications for clinical practice.

I believe that this case report makes a valuable contribution to the literature on the management of refractory chronic migraine. As a debilitating and often treatment-resistant condition, chronic migraine poses significant challenges for patients and healthcare providers alike. This report highlights the potential of botulinum toxin as a safe and effective treatment option for carefully selected patients.

Thank you for considering my submission. I am hopeful that this case report will be of interest to neurologists, pain specialists, and other healthcare professionals involved in the care of patients with chronic migraine, and I look forward to the opportunity to share this important clinical experience with your readers.

Cover Letter Twelve

Subject: Submission of Commentary – “The Ethics of Gene Editing: Balancing Scientific Progress and Societal Values”

I am pleased to submit my commentary titled “The Ethics of Gene Editing: Balancing Scientific Progress and Societal Values” for consideration in your distinguished journal. This commentary provides a timely and thought-provoking perspective on the ethical implications of recent advances in gene editing technology, offering insights for scientists, policymakers, and the general public.

The commentary begins by discussing the scientific background and potential applications of gene editing, from treating genetic diseases to enhancing human traits. It then explores the ethical considerations raised by these applications, including questions of safety, equity, and the moral status of human embryos.

Drawing on principles of biomedical ethics and recent public debates, the commentary argues for a balanced approach to the regulation and oversight of gene editing research and applications. It emphasizes the importance of public engagement and dialogue, as well as the need for clear and enforceable guidelines to ensure responsible and socially beneficial use of the technology.

The commentary also highlights the global nature of the gene editing debate, discussing the need for international cooperation and governance to address the transnational implications of the technology. It concludes by calling for ongoing ethical reflection and analysis as the science of gene editing continues to evolve.

I believe that this commentary makes a valuable contribution to the ongoing public and scholarly discourse on the ethics of gene editing. As this transformative technology continues to advance, there is an urgent need for informed and nuanced perspectives that can guide its responsible development and use.

Thank you for considering my submission. I am confident that this commentary will be of interest to a wide range of stakeholders, from scientists and bioethicists to policymakers and the general public, and I look forward to the opportunity to contribute to this important conversation.

Cover Letter Thirteen

Subject: Submission of Systematic Review – “The Effectiveness of School-Based Interventions for Preventing Adolescent Substance Use: A Systematic Review”

I am writing to submit my systematic review titled “The Effectiveness of School-Based Interventions for Preventing Adolescent Substance Use: A Systematic Review” for consideration in your respected journal. This review provides a comprehensive and up-to-date synthesis of the evidence on school-based prevention programs for adolescent substance use, offering valuable insights for researchers, educators, and policymakers.

The review follows a rigorous protocol, including a pre-specified search strategy, inclusion and exclusion criteria, and data extraction and quality assessment procedures. It includes studies published in peer-reviewed journals over the past 20 years, encompassing a range of school-based interventions, from educational programs to skills training and peer leadership.

The findings of the review indicate that school-based interventions can be effective in reducing adolescent substance use, particularly when they are interactive, skills-based, and implemented over an extended period. However, the review also highlights the limitations of the current evidence base, including the lack of long-term follow-up data and the need for more rigorous evaluation designs.

I believe that this systematic review makes a significant contribution to the field of adolescent substance use prevention. As rates of substance use among adolescents continue to be a major public health concern, there is a critical need for evidence-based interventions that can be implemented in school settings, where young people spend a significant portion of their time.

Thank you for considering my submission. I am confident that this review will be of interest to a wide range of researchers, practitioners, and policymakers concerned with promoting the health and well-being of adolescents, and I look forward to the opportunity to contribute to the evidence base on this important topic.

Cover Letter Fourteen

Subject: Submission of Short Communication – “The Potential of Telemedicine for Improving Access to Mental Health Services in Rural Areas”

I am pleased to submit my short communication titled “The Potential of Telemedicine for Improving Access to Mental Health Services in Rural Areas” for consideration in your esteemed journal. This communication provides a concise and focused discussion of the role of telemedicine in addressing the significant disparities in access to mental health care in rural communities.

The communication begins by highlighting the high prevalence of mental health disorders in rural areas, as well as the numerous barriers to accessing care, including shortages of mental health professionals, long travel distances, and stigma. It then discusses the growing evidence base for the effectiveness of telemedicine in delivering mental health services, particularly for conditions such as depression, anxiety, and post-traumatic stress disorder.

Drawing on examples from recent research and practice, the communication argues that telemedicine has the potential to significantly improve access to mental health care in rural areas, by enabling remote delivery of services, reducing travel burdens, and increasing the flexibility and convenience of care. However, it also acknowledges the challenges and limitations of telemedicine, such as the need for reliable internet connectivity and the importance of maintaining the therapeutic alliance in a virtual setting.

I believe that this short communication makes a valuable contribution to the ongoing discussion about the role of technology in addressing health disparities and improving access to care. As the COVID-19 pandemic has accelerated the adoption of telemedicine across many areas of healthcare, there is a timely opportunity to explore its potential for expanding mental health services in underserved communities.

Thank you for considering my submission. I am hopeful that this communication will be of interest to mental health professionals, rural health researchers, and policymakers concerned with improving access to care, and I look forward to the opportunity to share these insights with your readers.

Cover Letter Fifteen

Subject: Submission of Opinion Piece – “The Importance of Diversity and Inclusion in Higher Education: A Call to Action”

I am writing to submit my opinion piece titled “The Importance of Diversity and Inclusion in Higher Education: A Call to Action” for consideration in your distinguished journal. This piece provides a passionate and persuasive argument for the critical role of diversity and inclusion in promoting educational excellence and social justice in colleges and universities.

The piece begins by discussing the many benefits of diversity in higher education, from enhancing learning outcomes and fostering innovation to preparing students for success in a globalized world. It then highlights the persistent challenges and barriers to achieving true diversity and inclusion in many institutions, including issues of access, equity, and campus climate.

Drawing on a range of examples and personal experiences, the piece argues that diversity and inclusion must be prioritized as core values and strategic imperatives in higher education. It calls on institutional leaders, faculty, staff, and students to take concrete actions to create more inclusive and equitable learning environments, from diversifying curricula and faculty to addressing bias and discrimination.

The piece also emphasizes the importance of accountability and assessment in driving progress toward diversity and inclusion goals and provides specific recommendations for how institutions can measure and report on their efforts. It concludes with a powerful call to action, urging all members of the higher education community to embrace their responsibility to create a more just and inclusive future.

I believe that this opinion piece makes a timely and important contribution to the ongoing national conversation about diversity, equity, and inclusion in higher education. As colleges and universities grapple with the urgent challenges of racial injustice, political polarization, and social inequality, there is a critical need for bold and visionary leadership on these issues.

Thank you for considering my submission. I am confident that this piece will be of interest to a wide range of stakeholders in higher education, from administrators and faculty to students and community partners, and I look forward to the opportunity to contribute to this vital dialogue.

These 15 sample cover letters demonstrate the diverse range of topics, research designs, and perspectives that can be effectively communicated to journal editors.

By highlighting the significance, novelty, and relevance of their work, these cover letters make a compelling case for why the submitted articles deserve to be considered for publication.

Ultimately, a well-crafted cover letter can be a powerful tool for researchers seeking to share their insights and ideas with the wider scientific community.

• Research Process
• Manuscript Preparation
• Manuscript Review
• Publication Process
• Publication Recognition
• Language Editing Services
• Translation Services

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  

Page-Turner Articles are More Than Just Good Arguments: Be Mindful of Tone and Structure!

Submission 101: What format should be used for academic papers?

You may also like.

Publishing Biomedical Research: What Rules Should You Follow?

Writing an Effective Cover Letter for Manuscript Resubmission

Journal Acceptance Rates: Everything You Need to Know

Research Data Storage and Retention

How to Find and Select Reviewers for Journal Articles

How to Request the Addition of an Extra Author Before Publication

Paper Rejection: Common Reasons

How to Write a Journal Article from a Thesis

Input your search keywords and press Enter.

• SpringerLink shop

Cover letters

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

The following is an example of a poor cover letter:

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

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

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

TIP: All cover letters should contain these sentences:

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

Submission checklist

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

Be sure that:

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

Back │ Next

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 ).

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.

High Impact And Greater Visibility For Your Work

Mind the Graph is an innovative platform designed to help scientists create high-impact visuals and increase the visibility of their work. With its user-friendly interface, customizable templates, and vast library of scientific illustrations . Mind the Graph provides scientists with a powerful tool to help them communicate their research more effectively.

Related Articles

Subscribe to our newsletter

Exclusive high quality content about effective visual communication in science.

Sign Up for Free

Try the best infographic maker and promote your research with scientifically-accurate beautiful figures

no credit card required

Content tags

Writing and formatting

In this section:

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

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

Your cover letter should include

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

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

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

NIH Employees

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

Cover Letters

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

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

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

Cover letter for manuscript submission to a journal

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

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

In your submission cover letter, include the following information:

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

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

Cover letter for a revised and resubmitted manuscript

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

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

Sample cover letters

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

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

Journal Article Publication Letters

What is this handout about.

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

What is a journal publication letter?

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

What do journal publication letters typically contain?

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

How should I prepare to write?

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

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

Consider the standards in your field:

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

Research the specific journal:

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

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

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

Consider how your manuscript fits into the publication:

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

Consider the audience for your manuscript:

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

Consider how your manuscript engages with the field at large:

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

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

Writing a draft

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

Consider the form

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

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

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

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

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

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

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

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

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

Consider the content

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Possible pitfalls

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

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

Two templates

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

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

Works consulted

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

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

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

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

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

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

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

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

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

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

Make a Gift

An official website of the United States government

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

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

• Publications
• Account settings

Preview improvements coming to the PMC website in October 2024. Learn More or Try it out now .

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

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).

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

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.

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

What makes an effective cover letter?

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

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

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

1. Addressee's information and date of submission

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

2. Opening salutation

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

3. Purpose statement and administrative information

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

4. Summary of main research findings and implications

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

Common phrases in this paragraph:

Summarizing the purpose of your research

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

Presenting your main results

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

Highlighting the relevance of your findings

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

5. Statements or information required by the journal

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

Previous contact with the journal

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

Conflict of interests and financial disclosures

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

Suggested reviewers

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

Request to exclude reviewers

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

Concurrent/duplicate submissions

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

6. Closing salutation and your contact information

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

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

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

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

Stay up to date

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

Looking for subject-specialists?

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

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

Biology Writes

An off-shoot of duke university's faculty write program.

Do you need to write a cover letter for the article you are about to submit for peer review?

Here are some insights about cover letters by Dr. Paul Woods, an editor with the journal  Nature Astronomy (with emphasis added, read the full interview here ).

• Cover letters are a place for direct communication to the editor dealing with your paper, and they are not seen by reviewers, so they’re a perfect place for frank and open communication.
• [Do not include] the abstract, I can read it in the manuscript. Same holds for an author list with their list of affiliations (unless the authors have opted for double-blind peer review). Never ever just copy-paste the entire paper in the cover letter… Yes, some people do this.
• I would like to see a concise summary of the work that has been performed. One or two paragraphs are ideal.
• In Nature Astronomy , the author is also required to indicate how the work or the results make an improvement over previous work , that is, other refereed papers in the literature. More specialist journals might not have this strict requirement. The authors can be explicit here – I appreciate things like “Our results are more robust than XXX et al. because they didn’t do any completeness tests, whereas we perform these in a couple of ways (see Methods section).” Knowing these things not only helps me to assess the impact of the work, but also to spot whether the reviewers have fully appreciated the level of advance that the current paper makes.
• The cover letter is also the right place to communicate relevant information of organizational nature. For example, if there are time pressures or restrictions on the publication of the manuscript. Do mention if there is a companion manuscript with which publication has to be synchronized.
• I like to see suggestions for good referees who will appreciate the topic and importance of the work. But don’t give a list of colleagues and collaborators… Editors do check! On this note, I also welcome suggestions for referees to avoid because of some professional conflict.

Leave a Reply Cancel reply

Your email address will not be published. Required fields are marked *

Save my name, email, and website in this browser for the next time I comment.