sample of cover letter for submission of report

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.

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How to write a cover letter for journal submission

Download our cover letter template.

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

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

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

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What should my cover letter include?

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

Key points to include in your letter to the editor:

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

Your manuscript’s title.

Name of the journal you are submitting to.

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

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

Contact information for you and any  co-authors .

Confirmation that you have no  competing interests  to disclose.

Things to avoid:

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

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

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

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

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

Cover letter template

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

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

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

Submission ready

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

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

Rapid constructive feedback

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

Related resources

Journal submission support

Guide to improve your submission experience

Article submission checklist

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How to Write a Cover Letter for Journal Submission

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

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

Why does a good cover letter matter?

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

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

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

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

What to Include in a Cover Letter for a Journal Submission

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

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

Essential information:

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

Other commonly requested information:

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

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

What you should NOT do:

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

How to Structure a Cover Letter

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

ANNOTATED TEMPLATE Journal Submissions Cover Letter

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

• [Name, institution, email, expertise]

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

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

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

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

[Your Name]

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

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

Quick Cover Letter Checklist Before Submission

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

Write A Cover Letter For Research Paper Example: For Journal Submission

Trying to get your article submitted to a journal can be daunting, but a well-constructed cover letter is key to making a strong first impression. This guide is designed to help you craft an effective cover letter for your research paper, ensuring it stands out to journal editors.

From articulating the essence of your work to adhering to specific submission guidelines, we’ll walk you through the essential components and insider tips to elevate your manuscript’s chance for review and publication.

What Is A Cover Letter?

A cover letter for journal submission is a critical document that accompanies your research manuscript when you submit it to a scholarly journal.

It serves as your first point of contact with the journal editor and provides a brief introduction to your study.

The cover letter highlights:

• the significance of your research,
• its relevance to the journal’s scope, and
• why it would interest the journal’s readers.

It also asserts that your manuscript has not been published elsewhere and is not under consideration by any other publication, ensuring the originality of your work.

The cover letter should include a concise overview of your research question, methodology, major findings, and the potential impact of your study within the field. It’s also the place to suggest potential peer reviewers for your manuscript and disclose any conflicts of interest. 

Why Write A Cover Letter For Research Paper Submission?

Writing a cover letter for your research paper submission is more than a formality; it’s a strategic tool that can boost your manuscript’s chances of being published. Here’s why it’s crucial:

Introduces Your Work To The Editor

A cover letter introduces your work to the journal editor. It’s your chance to “sell” your research, explaining why it’s a good fit for the journal.

By highlighting the key findings and their relevance to the journal’s readers, you draw attention to the value your research brings.

This brief overview helps editors quickly grasp the significance of your work, even before delving into the manuscript.

You Can Suggest Potential Reviewers

This letter allows you to suggest potential reviewers who are familiar with your research area. This insider tip can be invaluable.

By recommending experts who understand the nuances of your work, you increase the likelihood of a fair and informed peer review process.

Remember, a well-conducted review is pivotal for your manuscript’s acceptance.

Clarify Authenticity And Exclusivity

Lastly, the cover letter is where you clarify that your manuscript has not been previously published and is not under consideration by another journal.

This statement upholds ethical standards and reassures the editor about the originality of your work.

It’s also the place to mention any conflicts of interest, ensuring transparency and integrity in the publication process.

In essence, a well-crafted cover letter is your first step towards engaging the editor and peer reviewers, making it a critical component of your submission package.

How To Write A Good Cover Letter For Research Article Submission?

Writing a good cover letter for your research article submission is akin to laying a strong foundation before building a house.

It sets the stage for your manuscript’s review and potential publication. Here’s how to craft one that catches the eye of the journal editor.

• Get The Basics Right:  Use the journal’s letterhead if available, or include your contact information at the top. Address the letter to the editor by name if possible, ensuring a personal touch right from the start.
• Go Straight To The Point: The opening line should clearly state the title of your manuscript and your intention to submit it for review.
• Give An Brief Overview: In the heart of the cover letter, provide a brief overview of your research. Here, you’re not just repeating the abstract. Instead, you’re framing your study within the larger conversation of your field.
• Show Novelty: Highlight the novel aspects of your research, its relevance to the target journal’s scope, and why it would interest the journal’s readership. This section is your chance to “sell” your manuscript, so make every word count.
• Suggest Potential Reviewers: Don’t shy away from suggesting potential reviewers. This shows you’re engaged with the community and understand the field’s landscape. Be sure to exclude anyone with a potential conflict of interest.
• Confirm Ethical Standards:  Assure the editor that your research adheres to standards and that all co-authors have consented to the submission. If your manuscript builds on previous work, this is the place to reference it and explain how your study advances their work.
• Be Clear About Exclusivity: A statement confirming that your manuscript has not been published elsewhere and is not under consideration by another journal is crucial. This transparency fosters trust with the editorial team.
• Thank The Editor: Conclude with a respectful note thanking the editor for considering your work, perhaps mentioning that you’re happy to provide additional materials or information if needed. This shows your willingness to collaborate and ensures a positive tone.

Keep your cover letter concise, ideally to a maximum of one page. Every sentence should serve a purpose, whether it’s establishing the significance of your research, demonstrating its fit with the journal, or ensuring ethical compliance.

Remember, a well-written cover letter can make a significant difference in how your manuscript is perceived. It’s worth investing the time to get it right.

Research Paper Cover Letter Template For A Journal Submission

Sometimes, combining every tips into a letter can be difficult. In this case, you may find a template useful. Here’s one for you to consider:

[Your Name]  [Your Institutional Affiliation] [Your Department] [Your University/Institute Address] [Your Email Address] [Today’s Date]

[Editor’s Name] [Title] [Journal Name] [Journal Address] 

Dear [Editor’s Name],

I am writing to submit our manuscript entitled “[Your Manuscript Title]” for consideration as a [Research Article/Case Study/Review Article, etc.] in [Journal Name]. This manuscript has not been published and is not under review elsewhere.

Our research examines [briefly describe your research question or thesis and the gap in the literature your work addresses]. We have found [describe your major findings briefly, and why they are significant].

Given the scope of [Journal Name], we believe our findings will be of interest to your readership as they [explain how your findings add value to the field and align with the journal’s themes].

We suggest the following experts as potential reviewers for our manuscript due to their expertise in [briefly outline the areas of expertise]: [Reviewer 1 Name, Affiliation], [Reviewer 2 Name, Affiliation], and [Reviewer 3 Name, Affiliation].

We have ensured that there are no conflicts of interest with these suggestions.

All authors have approved the manuscript and agree with its submission to [Journal Name]. We confirm that this work is original and has been conducted in accordance with the ethical standards of [your field/your institution].

Additionally, any supporting data or materials required for the review process are available upon request.

Thank you for considering our manuscript for publication in [Journal Name]. We look forward to the opportunity to contribute to your journal.

[Your Full Name] [Your Job Title/Position, if applicable] [Your Institutional Affiliation]

[Co-Author Name(s) and Affiliation(s), if applicable]

Cover Letter For A Journal Editor: Keep It Simple

A well-crafted cover letter is your first opportunity to engage journal editors and advocate for your research paper’s publication. 

By succinctly summarising your study’s significance, ensuring compliance with journal requirements, and maintaining ethical standards, your cover letter can significantly influence the editorial process.

Remember, a compelling cover letter not only showcases your research but also demonstrates your professionalism and attention to detail, enhancing your manuscript’s chance of a favourable review.

Dr Andrew Stapleton has a Masters and PhD in Chemistry from the UK and Australia. He has many years of research experience and has worked as a Postdoctoral Fellow and Associate at a number of Universities. Although having secured funding for his own research, he left academia to help others with his YouTube channel all about the inner workings of academia and how to make it work for you.

Thank you for visiting Academia Insider.

We are here to help you navigate Academia as painlessly as possible. We are supported by our readers and by visiting you are helping us earn a small amount through ads and affiliate revenue - Thank you!

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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 ).

Stay ahead of the AI revolution.

How to Write a Cover Letter for a Journal Submission

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

Understanding the Purpose of a Cover Letter

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

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

Introducing Your Manuscript

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

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

Highlighting the Significance of Your Research

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

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

Demonstrating Your Expertise

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

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

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

Formatting Your Cover Letter

Contact information.

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

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

Body of the Letter

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

Closing and Signature

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

Crafting a Compelling Opening Paragraph

Addressing the editor.

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

Mentioning the Journal's Scope

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

Stating the Manuscript's Title and Type

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

Summarizing Your Research and Findings

Describing the study's objective.

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

Outlining the Methodology

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

Presenting the Results

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

ChatGPT Prompt for Writing a Cover Letter for a Journal Submission

Chatgpt prompt.

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

[ADD ADDITIONAL CONTEXT. CAN USE BULLET POINTS.]

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

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Journal Submission Cover Letter Example

Written by Mark DeGrasso

May 4, 2023.

If you’re looking to get your work published in a journal, you already know how important it is to submit a well-written cover letter. This document is your chance to make a good first impression, and it can often be the deciding factor in whether or not your submission is accepted. In this article, we’ll explore everything you need to know about creating a standout journal submission cover letter, including essential components and common mistakes to avoid.

What Employers Look For In A Journal Submission Cover Letter

When it comes to submitting your work to a journal, your cover letter can make all the difference. It’s your chance to introduce yourself and your work to potential employers and convince them that your submission is worth their time and consideration. However, it’s important to understand what employers are looking for in a cover letter so that you can make the best impression possible.

First and foremost, employers are looking for professionalism. Your cover letter should be written in a professional tone of voice and be free of any typos or grammatical errors. This shows that you take your work seriously and that you have put in the effort to present yourself in the best possible light.

Personalization is also key. Employers want to see evidence that you’ve done your research and have a clear understanding of their publication. Take the time to read through their website and familiarize yourself with their style and tone. This will allow you to tailor your cover letter to their specific needs and show that you are truly interested in working with them.

In addition to personalization, it’s important to demonstrate a clear understanding of your own work. Your cover letter should include a concise summary of your submission, highlighting its strengths and explaining why it would be a good fit for their publication. This shows that you have a deep understanding of your own work and can communicate its value to others.

Finally, it’s important to remember that a cover letter is your chance to make a great first impression. Use this opportunity to showcase your personality and enthusiasm for your work. Employers want to work with people who are passionate about what they do, so don’t be afraid to let your excitement shine through.

In summary, a well-crafted cover letter can give you a significant edge when submitting your work to a journal. By demonstrating professionalism, personalization, a clear understanding of your own work, and a passion for what you do, you can make a great impression and increase your chances of success.

Essential Components of a Journal Submission Cover Letter

Submitting a journal article requires a lot of effort, and a well-written cover letter can make all the difference. It is the first thing that the editor will read, so it needs to be engaging and informative. Here are some essential components of your cover letter that you should keep in mind.

• Your contact information: This is the most crucial part of your cover letter. It should be at the top of your cover letter and should include your name, address, phone number, and email. This information should be accurate and up-to-date so that the editor can contact you easily.
• The journal’s contact information: Next, you should include the name and address of the journal you’re submitting to. It is essential to double-check this information to ensure that it is correct.
• A personalized greeting: Address your cover letter to a specific editor if possible. This shows that you have done your research and are genuinely interested in the journal. If you don’t know the name of the editor, use a generic greeting such as “Dear Editor.”
• A brief introduction: Start by introducing yourself and your work, and explaining why you think it would be a good fit for their publication. You can also mention any previous publications or relevant experience that you have.
• A summary of your work: This is where you’ll go into more detail about your work, highlighting its strengths and explaining why it’s well-suited for their publication. You can mention the research questions, methodology, and main findings of your study. It is essential to keep this section concise and relevant to the journal’s scope.
• A call to action: Finish your cover letter with a clear request for consideration. Make it easy for the employer to take the next step by including your contact information and any additional materials they may need to review your work. You can also thank the editor for their time and consideration.

Remember, your cover letter is your chance to make a good first impression, so take the time to make it as strong as possible. Good luck with your submission!

Common Mistakes To Avoid When Writing a Journal Submission Cover Letter

Submitting your work to a journal can be a daunting task, but writing a cover letter doesn’t have to be. However, it’s important to keep in mind that there are a few common mistakes that you’ll want to avoid. By doing so, you’ll ensure that your submission stands out from the rest.

One of the most common mistakes that writers make when crafting their cover letter is being too informal. It’s important to keep in mind that this is a professional document and should be written accordingly. Avoid slang, contractions, or any other language that is too casual. Instead, opt for a more formal tone that showcases your professionalism and attention to detail.

Another mistake that writers often make is omitting vital information. Make sure that you include all the essential components we discussed earlier. Employers need to know who you are, why you’re submitting your work, and what it’s about. Be sure to highlight your qualifications and experience, and explain why your work is relevant to the journal’s readership.

While it’s important to provide all the necessary information, it’s equally important to be concise. Your cover letter should be brief and to the point. Employers receive numerous submissions, so it’s important to keep their attention and make an impact quickly. Avoid being too lengthy or including irrelevant details that could distract from the main message of your letter.

Another mistake that writers often make is being too pushy. While it’s important to be persuasive in your cover letter, avoid being too aggressive or presumptuous. Instead, focus on making a compelling case for your work. Explain why your research is important and why it should be published in their journal. Demonstrate your enthusiasm and passion for your work, but do so in a respectful and professional manner.

Finally, avoid sending a generic letter. Customize your cover letter for each submission. This will demonstrate that you’ve done your research and that you’re serious about this opportunity. Take the time to read through the journal’s submission guidelines and tailor your letter accordingly. This will help you stand out from the crowd and increase your chances of getting published.

By avoiding these common mistakes and taking the time to craft a well-written and personalized cover letter, you can increase your chances of getting your work published in your desired journal.

Final Steps On Writing Your Journal Submission Cover Letter

Writing a cover letter is an essential part of submitting your work to a journal. It’s your chance to introduce yourself and your work to the editor, and convince them that your submission is worth their time and attention. Here are some additional tips to help you make your cover letter stand out:

• Begin with a strong opening sentence: Start your cover letter with a sentence that grabs the editor’s attention and makes them want to read more. For example, you could mention a recent article published in the journal that inspired your work, or highlight a particular aspect of your research that you think would be of interest to the journal’s readership.
• Provide context for your work: In addition to summarizing your research, provide some background information on the topic you’re studying. This will help the editor understand why your work is important and relevant.
• Highlight your unique contributions: What sets your work apart from others in the field? Make sure to highlight any novel findings or approaches that make your research stand out.
• Show your enthusiasm: Let the editor know why you’re excited about submitting your work to their journal. This can help demonstrate that you’re a good fit for the publication and that you’re committed to sharing your work with a wider audience.
• Include a call to action: End your cover letter by thanking the editor for their time and consideration, and inviting them to contact you if they have any questions or would like to discuss your work further.

By following these tips, you’ll be well on your way to crafting a compelling cover letter that will help your submission stand out from the crowd. Good luck!

Example Journal Submission Cover Letter

Are you thinking of submitting your work to a journal but don’t know how to write a cover letter? Don’t worry, we’ve got you covered! Here’s an example of a journal submission cover letter that can help you get started:

Dear [Editor’s Name], My name is [Your Name], and I am thrilled to submit my work titled [Title of Your Work] for consideration in your esteemed publication, [Journal’s Name]. As an avid reader of your journal, I was impressed by your recent publication on [Topic Related To Your Work], and I believe that my work would make a great addition to your journal. The [Title of Your Work] is a [brief description of your work]. The paper aims to [state the purpose of your work] and [briefly explain the methodology used]. Our research findings [summarize the key findings]. We believe that our work is significant because [state the significance of your work]. We would be honored if you would consider our work for publication in your esteemed journal. We believe that our work aligns with the scope and mission of your journal, and it would be a great contribution to the field. Thank you for considering my work. I have attached [any additional materials they may need, such as your manuscript or a brief bio]. Please do not hesitate to contact me if you have any questions or require additional information. Best regards, [Your Name and Contact Information]

In conclusion, writing a cover letter is an essential part of the journal submission process. It is an opportunity to introduce yourself, your work, and why it is a good fit for the journal. Remember to tailor your cover letter to the specific journal and highlight the strengths of your work. Good luck with your submission!

In addition to these important guidelines, there are a few other things to keep in mind when crafting your journal submission cover letter. First and foremost, it’s important to make sure that your letter is well-written and free of errors. This means taking the time to proofread and edit your work carefully, and double-checking that all of your information is accurate and up-to-date.Another key factor to consider is the tone of your letter. While it’s important to be professional and to the point, you also want to make sure that your personality shines through. This can be especially important if you’re submitting to a publication that values creativity and originality. Consider including a brief personal anecdote or a unique perspective on your work to help make your letter stand out.Finally, don’t be afraid to ask for feedback or advice from others before submitting your letter. This can be especially helpful if you’re new to the world of journal submissions or if you’re unsure about certain aspects of the process. Reach out to colleagues or mentors for guidance, and be open to constructive criticism that can help you improve your letter and increase your chances of success.By keeping these tips in mind, you’ll be well-prepared to create a compelling and effective journal submission cover letter that showcases your work and sets you apart from the competition. Good luck!

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Mastering the Effective Cover Letter for Journal Submission: A Comprehensive Guide

Home » Blog » Mastering the Effective Cover Letter for Journal Submission: A Comprehensive Guide

Understanding the Importance of an Effective Cover Letter

When it comes to submitting your scientific manuscript to a journal, think of your cover letter as your first handshake with the editor. It’s not just a courtesy; it’s an integral part of the submission process. An effective cover letter is your chance to make a strong first impression, to say, “Hey, I’ve got something valuable and exciting to share with your readers.” But it’s more than just a greeting; it’s a strategic tool to advocate for your manuscript.

A well-crafted and effective cover letter does several things. First, it introduces your work to the editor and provides a succinct overview of your study and its significance. It’s your opportunity to explain why your research fits perfectly within the scope of their journal, potentially solving a puzzle or advancing the field in a way that their readership will find compelling.

Moreover, this cover letter sets the stage for your manuscript, highlighting its strengths without overselling them. It addresses any potential concerns an editor might have, such as the study’s uniqueness or ethical considerations, head-on. By doing so, you’re not only showing transparency but also building trust with the journal’s editorial team.

But let’s not forget, the cover letter also serves as a platform to showcase your professionalism and attention to detail. A well-written, error-free letter reflects your commitment to quality, suggesting that the same level of care has been applied to your research and manuscript.

In essence, the cover letter for your journal submission is your advocate, concierge, and first ambassador all rolled into one. It champions your manuscript, ensuring it gets the consideration and review it deserves. So, mastering the effective cover letter is not just about following a format—it’s about understanding its role in your publication journey and leveraging it to set your research apart.

The Anatomy of an Effective Cover Letter

Crafting an effective cover letter for your journal submission is akin to mapping out a well-planned journey for your manuscript. It requires a clear structure, compelling content, and a strategic approach to guide the editor through your submission. Here’s what every winning cover letter should include:

Introduction

Start with the basics: Mention the title of your manuscript and the journal you’re submitting to. Introduce your study briefly, emphasizing its relevance and why you believe it’s a good fit for the journal.

Statement of Significance

This is where you shine a spotlight on the importance of your research. What gap does it fill? How does it advance the field? Make it clear why your work matters and should be read by the journal’s audience.

Alignment with Journal’s Scope

Demonstrate your familiarity with the journal by explaining how your manuscript aligns with its aims and scope. This shows respect for the editor’s work and positions your study as a valuable addition to their publication.

Key Findings and Contributions

Highlight the main findings of your research and its theoretical or practical contributions to the field. Be succinct but persuasive, providing just enough detail to intrigue the editor and underscore the novelty and relevance of your work.

Addressing Potential Concerns

If there are unique circumstances or potential concerns with your submission (e.g., closely related publications, multi-part studies), address them upfront. Honesty and transparency can preempt misunderstandings and demonstrate your integrity as a researcher.

Wrap up your cover letter by reiterating your enthusiasm for the opportunity to publish in the journal and thanking the editor for considering your work. A courteous and professional closing leaves a positive, lasting impression.

Contact Information

Don’t forget to include your contact information, making it easy for the journal’s editorial team to reach you with questions or updates regarding your submission.

Remember, the goal of your effective cover letter is not to regurgitate the details of your manuscript but to complement it by highlighting its significance, novelty, and fit for the journal. Think of it as the opening argument in your case for publication, laying a solid foundation for the detailed evidence presented in your manuscript.

Personalizing Your Introduction: Making a Strong First Impression

The opening lines of your effective cover letter for journal submission are where you set the tone and engage the editor. It’s more than just stating the title of your manuscript and your intent to submit; it’s about making a connection. Here’s how to personalize your introduction effectively:

• Start with Why : Begin by briefly explaining why you chose this specific journal for your manuscript. Is it the journal’s reputation in your field, the match with the journal’s thematic focus, or the impact it has on its readership? This not only shows that you’ve done your homework but also that you value the journal’s contribution to your research area.
• Mention Previous Interactions : If you’ve had previous communications with the journal or its editors, or if you’re responding to an invitation to submit, mention this early on. It provides context and a touchpoint for the editor.
• Express Genuine Interest : Convey your genuine interest in the journal and enthusiasm about the potential of your research to contribute to the field. This enthusiasm can be contagious and prompt the editor to view your submission with keen interest.
• Tailor Your Language : The tone and language should be professional yet accessible. Avoid overly technical jargon in the introduction; save that for the manuscript itself. The goal here is to communicate clearly and effectively, making a strong case for your research.

Making a strong first impression with your introduction is crucial. It’s your chance to engage the editor from the get-go, setting the stage for the rest of your cover letter and, ultimately, your manuscript. By personalizing your introduction, you not only demonstrate respect for the journal and its editorial team but also start building a rapport that can positively influence the submission process.

Outlining the Significance of Your Research

In the heart of your cover letter lies the core of your manuscript: the significance of your research. This section is your opportunity to articulate the value and impact of your work. Here’s how you can effectively convey the importance of your study:

Highlight the Gap Your Research Fills

Begin by setting the scene. What is the current state of research in your field, and where does your work fit in? Identify the gap or challenge your study addresses, and explain how your research moves the needle. This demonstrates not only the relevance of your work but also its potential to make a meaningful contribution.

Emphasize the Novelty and Contributions

What makes your research stand out? Here, you can highlight the innovative aspects of your study, whether it’s a new methodology, findings that challenge existing theories, or the application of research in a novel context. Be clear about how your work advances knowledge in your field and the specific contributions it makes.

Discuss the Broader Impact

Beyond the academic sphere, what are the practical implications of your research? Whether it’s influencing policy, contributing to technological advancements, or addressing societal challenges, showcasing the broader impact of your work can significantly enhance its appeal to the journal.

Make It Relatable

Use language that conveys the excitement and significance of your research without delving into technical jargon. The goal is to make the editor understand and appreciate the value of your work, even if they’re not a specialist in your specific field.

Outlining the significance of your research is about painting a picture of a landscape enhanced by your study. It’s about showing where your research fits in the broader context and how it contributes to advancing knowledge and practice in your field. By doing so, you’re not just submitting a manuscript; you’re offering a new lens through which to view and understand an aspect of your discipline.

How to Align Your Study with the Journal’s Scope

Ensuring your manuscript aligns with the journal’s scope is pivotal for its acceptance. This alignment signals to the editors and reviewers that your research is not only relevant but also contributes meaningfully to the journal’s mission. Here’s how to articulate this alignment in your cover letter:

Research the Journal’s Aims and Scope

Before you even pen that cover letter, dive deep into the journal’s website. Understand its aims, scope, and the audience it serves. This isn’t just about ensuring your research fits; it’s about tailoring your message to resonate with the journal’s editorial priorities.

Draw Clear Connections

Explicitly state how your research fits within the scope of the journal. This could mean highlighting the specific aspect of your study that addresses a gap the journal is keen on filling, or how your findings contribute to a particular theme or debate featured in the journal. Make these connections as clear as possible.

Use the Journal’s Language

Incorporate keywords and phrases from the journal’s aims and scope into your cover letter. This does not mean keyword stuffing, but rather naturally integrating terms that resonate with the journal’s focus. This linguistic alignment can subtly signal that your research is a good fit.

Highlight Relevance to the Journal’s Readership

Explain why your research matters to the journal’s readers. What will they learn or gain from your study? How does it advance the conversation in the field? This shows you understand the journal’s audience and have considered how your work adds value to their professional or academic pursuits.

Reference Relevant Articles from the Journal

If applicable, mention any articles previously published in the journal that relate to your work. This can demonstrate your engagement with the journal’s content and how your research builds upon or diverges from these discussions.

Aligning your study with the journal’s scope is not just a bureaucratic step; it’s a strategic move that shows respect for the journal’s mission and an understanding of its place in the academic community. By clearly articulating this alignment in your cover letter, you significantly increase the chances of your manuscript being viewed favorably by the editorial team.

Highlighting Your Manuscript’s Key Findings

Your cover letter should succinctly highlight the key findings of your research, showcasing the core achievements and their implications. This section is where you get to brag a bit about what your study has uncovered. Here’s how to do it effectively:

Summarize the Main Results

Begin by summarizing your main results in a few sentences. Focus on the outcomes that are most relevant and impactful to your field. Avoid getting bogged down in the details; instead, aim for clarity and brevity, giving the editor a clear snapshot of your findings.

Explain the Implications

After presenting your results, delve into their implications. How do they advance the field? Do they challenge existing theories or practices? Make sure to articulate the significance of your findings in a way that resonates with the broader academic community and aligns with the journal’s focus.

Emphasize the Novelty

If your research introduces new methods, concepts, or insights, highlight these as key findings. Emphasizing the novelty of your work can help differentiate it from other submissions and pique the editor’s interest.

Use Accessible Language

While it’s important to be precise, also ensure your description is accessible to those who might not be specialists in your specific area of research. Avoid jargon and technical terms when possible, or briefly explain them if they’re necessary to convey your findings.

Highlighting your manuscript’s key findings in the effective cover letter is crucial. It gives the editor a compelling reason to consider your manuscript for publication. By effectively summarizing and emphasizing the importance of your results, you can make a strong case for why your research deserves attention.

Addressing Potential Reviewer Concerns Upfront

Preemptively addressing potential concerns in your effective cover letter can significantly influence the editorial process in your favor. It demonstrates foresight, thoroughness, and a commitment to transparency. Here’s how to approach this effectively:

Anticipate Reviewer Questions

Think about the potential weaknesses or questions reviewers might have about your study. These could relate to your methodology, the robustness of your data, or the generalizability of your findings. By anticipating these concerns, you can address them before they even arise.

Provide Context for Controversial Choices

If your research involved unconventional methodologies or controversial choices, provide a brief explanation in your cover letter. Explain why you chose this path and how it strengthens your study. This preemptive clarification can mitigate concerns and highlight your innovative approach.

Acknowledge Limitations

No study is without its limitations, and acknowledging these upfront can be a strength. Briefly mention any significant limitations and, if possible, how you’ve mitigated them. This honesty builds trust and demonstrates a rigorous scientific approach.

Discuss the Uniqueness of Your Study

If there’s a chance your manuscript might be seen as too similar to existing research, clarify what sets your work apart. Highlight the novel aspects of your study, whether it’s in your approach, the data you’ve uncovered, or the implications of your findings.

Addressing potential concerns upfront doesn’t mean your manuscript is flawed; rather, it shows that you’re engaged in a thoughtful, critical examination of your work. This approach can not only alleviate potential objections but also position your manuscript as a strong candidate for publication by showcasing your commitment to a rigorous scientific discourse.

The Do’s and Don’ts of Cover Letter Etiquette

Navigating the nuances of cover letter etiquette can make a significant difference in how your submission is received. Here are some key do’s and don’ts to ensure your cover letter reflects the best professional standards:

• Be Concise : Keep your cover letter to a page or less. Editors are busy, so respect their time by getting straight to the point.
• Personalize Your Letter : Address the editor by name if possible. A personalized greeting can add a touch of professionalism and shows you’ve done your homework.
• Proofread : Typos and grammatical errors can undermine the credibility of your submission. A well-proofed letter shows attention to detail.
• Express Enthusiasm : Let your genuine interest in the journal and belief in the significance of your research shine through, without overdoing it.

Don’t:

• Reiterate Your Abstract : The cover letter is not the place to copy-paste your abstract. Instead, use it to highlight the significance and fit of your research.
• Overstate Your Findings : Be honest about the implications of your research. Overselling your findings can backfire if the claims aren’t supported by the data.
• Ignore Submission Guidelines : If the journal has specific requirements for cover letters, follow them meticulously. This shows respect for the journal’s editorial process.
• Use Generic Language : Tailor your cover letter to each journal submission. A generic, one-size-fits-all letter can come off as impersonal and lazy.

Adhering to these do’s and don’ts will not only help you craft a more effective cover letter but also demonstrate your professionalism and respect for the editorial process. Remember, the cover letter is an integral part of your submission package, and getting it right can significantly influence the first impression you make on the journal’s editorial team.

Crafting a Convincing Conclusion for Your Cover Letter

The conclusion of your cover letter is your final opportunity to make an impression on the editor and reinforce the significance of your submission. Here’s how to craft a conclusion that resonates:

Reiterate the Fit and Significance

Briefly restate why your manuscript is a good fit for the journal and its significance to the field. This is your chance to leave the editor with a strong sense of the value of your work and its potential impact.

Express Your Enthusiasm and Commitment

Convey your enthusiasm for the possibility of publishing in the journal. Let the editor know you’re looking forward to the opportunity to contribute to their publication and the broader academic conversation. Additionally, affirm your willingness to revise your manuscript according to the feedback from the review process, demonstrating your commitment to excellence and collaboration.

Thank the Editor

Always end with a note of thanks for considering your submission. Acknowledging the editor’s time and effort shows respect and professionalism.

Provide Contact Information

Make sure the editor knows how to reach you. Include your email address and phone number, even if it’s already provided elsewhere in your submission package.

A well-crafted conclusion can strengthen your cover letter, leaving a lasting positive impression on the editor. It encapsulates the essence of your submission, underscores your professionalism, and sets the stage for a constructive editorial relationship.

Common Pitfalls to Avoid in Your Cover Letter

A well-crafted cover letter can be a key factor in getting your manuscript noticed, but certain missteps can undermine its effectiveness. Here are some common pitfalls to avoid:

Overlooking Journal Guidelines

One of the quickest ways to make a poor impression is to ignore the journal’s submission guidelines. These may include specific requirements for cover letters. Always tailor your cover letter to meet these guidelines precisely.

Being Too Vague or Generic

Generic cover letters that could apply to any journal not only miss the opportunity to highlight the fit between your manuscript and the journal but also suggest a lack of genuine interest. Be specific about why your work is right for this journal.

Neglecting to Highlight Key Findings

Your cover letter should succinctly summarize the main findings and contributions of your study. Failing to do so can leave the editor unclear about the significance of your work.

Failing to Address Potential Concerns

If there are obvious potential concerns with your manuscript (such as a small sample size or the preliminary nature of the results), failing to address these upfront can be a missed opportunity to frame these issues in the best light.

Overselling Your Study

While it’s important to highlight the significance of your work, avoid overselling your findings or their implications. This can raise red flags for editors and reviewers.

Poor Formatting and Typos

A cover letter riddled with typos, grammatical errors, or formatting issues can undermine your manuscript’s credibility from the outset. Proofread carefully and consider having a colleague review it as well.

Ignoring the Cover Letter’s Tone

The tone of your effective cover letter should be professional yet accessible. Avoid overly technical language that might obscure the significance of your work to the journal editor.

By steering clear of these pitfalls, you can enhance the effectiveness of your cover letter, making a strong case for the publication of your manuscript.

Expert Tips for a Revision-Proof Cover Letter

Creating a cover letter that withstands the scrutiny of journal editors and reviewers requires insight and finesse. Here are expert tips to fortify your cover letter against potential revisions:

Tailor Your Message

Customize your effective cover letter for each journal submission. Demonstrate your understanding of the journal’s audience, scope, and priorities. This personal touch can significantly increase your manuscript’s chances of being considered.

Be Clear and Concise

Clarity and conciseness are your allies. Avoid unnecessary jargon and lengthy explanations. Your goal is to communicate the essence and significance of your research succinctly.

Use a Positive Tone

Maintain a positive and confident tone throughout your cover letter. Focus on the strengths and contributions of your research, while being honest about its limitations.

Highlight the Novelty

Make sure to clearly articulate what is new and important about your research. This can be a key factor in catching the editor’s interest.

Address Ethical Considerations

If your research involves sensitive subjects or potential ethical concerns, briefly outline how these were addressed. Demonstrating ethical rigor can preempt questions and concerns.

Be Proactive About Potential Concerns

If there are aspects of your study that might raise questions (such as preliminary findings or a small sample size), address these proactively. Explain why these do not detract from the validity and relevance of your research.

Offer to Provide Additional Information

Indicate your willingness to provide further details or clarification if needed. This shows your commitment to engaging with the review process constructively.

Express Willingness to Review and Revise

Convey your openness to reviewing and revising your manuscript based on the journal’s feedback. This flexibility can be favorable in the editorial decision-making process.

Crafting a cover letter with these expert tips in mind can set your submission apart, demonstrating not only the value of your research but also your professionalism as a researcher.

Final Checklist Before Submission: Ensuring Your Cover Letter is Submission-Ready

Before hitting the “submit” button, run through this final checklist to make sure your cover letter is polished and poised for success:

1. Personalization : Have you addressed the editor by name, if possible? Personal touches can make a difference.

2. clarity and brevity : is your cover letter concise, clear, and to the point ensure it’s no longer than one page., 3. key findings highlighted : have you clearly highlighted the key findings and significance of your research make sure these stand out., 4. journal fit : have you articulated why your manuscript is a good fit for the journal’s scope and audience this alignment is crucial., 5. novelty and contribution : does your cover letter emphasize the novelty and contributions of your study make sure the unique aspects of your work are front and center., 6. anticipation of concerns : have you addressed any potential concerns or questions about your manuscript preemptive explanations can ease the review process., 7. ethical considerations : if applicable, have you outlined how ethical concerns were addressed in your study, 8. revision willingness : have you expressed your willingness to review and revise based on feedback this shows a collaborative spirit., 9. proofreading : is your cover letter free from typos and grammatical errors a well-proofed letter reflects your professionalism., 10. contact information : have you included your contact information, making it easy for the editor to reach you.

This checklist ensures that your cover letter not only presents your manuscript in the best possible light but also demonstrates your professionalism and readiness for the publication process.

With your cover letter refined and ready, you’re set to make a strong submission. Remember, the cover letter is your first impression on the journal’s editorial team—make it count!

Summary: Why San Francisco Edit Is Your Best Option for Mastering the Cover Letter for Journal Submission

When it comes to scientific manuscript editing and preparing for journal submission, the importance of a polished, professional cover letter cannot be overstated. It’s the first impression you make on the journal’s editorial team, a succinct pitch that highlights the significance and fit of your research. That’s where San Francisco Edit steps in, offering unparalleled expertise in crafting cover letters that open doors.

Our team understands the nuances of academic publishing across science, academia, research, and publishing sectors. We’re adept at articulating the importance of your work, aligning it with the journal’s scope, and presenting it in a way that’s both compelling and concise. Our editors are not just language experts; they have a deep understanding of the scientific process and what journal editors are looking for.

Choosing San Francisco Edit means entrusting your cover letter to specialists who can significantly increase the likelihood of your manuscript being accepted. We provide personalized advice, ensuring your letter is tailored to each specific journal, highlighting your research’s novelty and its potential contribution to the field. Our service is designed to navigate the complexities of journal submission, making the process smoother and more successful.

With San Francisco Edit, you’re not just getting an editing service; you’re gaining a partner in your publication journey. Our commitment to excellence and our detailed understanding of the academic landscape make us the best option for researchers seeking to make an impact with their work.

Contact us today to ensure your cover letter—and your manuscript—stands out in the crowded world of academic publishing.

FAQ’s

What makes a cover letter for journal submission stand out.

A standout cover letter is concise, personalized, clearly articulates the manuscript’s significance and novelty, and demonstrates a good fit with the journal’s scope.

How long should my cover letter be?

Your cover letter should be no longer than one page, succinctly covering all the key points without overloading the editor with unnecessary details.

Can a good cover letter really make a difference in getting published?

Absolutely. A well-crafted cover letter can catch an editor’s attention, making them more inclined to consider your manuscript favorably.

Should I mention potential concerns in my cover letter?

Yes, addressing potential concerns upfront can demonstrate your thoroughness and mitigate any reservations the editor might have.

How does San Francisco Edit tailor cover letters to different journals?

San Francisco Edit thoroughly researches each journal’s aims and scope, tailoring your cover letter to highlight how your manuscript aligns with the journal’s interests and contributes to the field.

Is it worth investing in professional editing for my cover letter?

Investing in professional editing for your cover letter can significantly enhance your manuscript’s chance of acceptance, making it a wise decision for serious researchers.

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

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

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

Getting the Basics Right  

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

Presenting your Research  

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

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

Conveying the Importance of Your Work  

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

Including a Formal Declaration  

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

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

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

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

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

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

Conclusion  

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

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

Reference  

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

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Writing and formatting

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

Your cover letter should include

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

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

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

NIH Employees

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

How to write a cover letter for manuscript submission

Table of Contents

Dr. Arianna Ferrini , freelance scientific writer on Kolabtree, shares her top tips on writing a cover letter for manuscript submission.

When you submit a manuscript to a journal, you often must include a cover letter. The cover letter is a formal way to communicate with the editor of your chosen journal and is an excellent opportunity to highlight what makes your research new and publication-worthy. The objective of a manuscript cover letter is to compel the publication’s chief editor to accept the manuscript based on the understanding that the manuscript offers a solution to solve an unmet need in the specific field.

Why you need a cover letter for manuscript submission

• To compel : Like writing a professional cover letter when applying for a job, a manuscript cover letter should be written persuasively to help point out all the noteworthy qualities of the manuscript. A well-written cover letter can help your paper reach the next stage following the submission, which is the peer-review stage.
• To state importance : Specify what impact and contribution the manuscript can bring to the specific field. An effective method to do so is to emphasize the unmet need and show how the manuscript has resolved that unmet need.
• To influence : The language of the cover letter should be written in a way that makes the publication feel special that they have been chosen to publish the manuscript.

What you should include in your cover letter

A manuscript cover letter should follow a clear structure to make sure the audience can read the content easily. Given its importance, it is worth spending some time writing a coherent and persuasive letter. It should include the following sections:

• Opening remarks . Here you should include the date and then address the Editor-in-Chief by their title.
• Inquiry request . Here you state the request, including the full title of the manuscript and at least the name of the first author (for example, something like “On behalf of my co-authors, I am submitting the original manuscript entitled [ title of the manuscript ] by [ first author et al. ] for consideration for publication in [ name of the Journal ]).Specify the type of paper you are submitting (e.g., review, research, case study, etc.). Remember that cover letters are separate files from your manuscript, so they should always include essential details like title and authors’ names. Here you should also add a reference to a past inquiry letter (if sent).
• Background . This should be a high-level background of your topicto introduce why research in this area is important. For example, in the case of a biomedical research paper linked to a disease, you could state the number of people affected, the high health care cost, and the need for treatments.
• Unmet need . Describe the unmet need (again, for biomedical research, this would be the unmet clinical need) and explain why more publications are needed.
• Summary of the manuscript . This section should include a summary of the manuscript, clearly highlighting the key findings. Here you should also indicate why the reader of the journal would be interested in the work.
• Author’s agreement . This section is important and should include something like“All authors have read, edited and contributed to the content of this manuscript. This work has not been previously published and is not being considered for publication elsewhere.”
• Ending regards . Thank the Editor-in-Chief for their consideration and wrap the letter up. Although any author can correspond with the journal’s editorial staff, cover letters are usually written and signed by the corresponding author of the paper.

Mistakes to avoid

Providing a cover letter to accompany your manuscript submission can be extremely useful for you and for the journal editor. However, to ensure the editor give serious consideration to your publication, there are some mistakes to avoid.

• Poor formatting, structure and grammar . This is the most important thing. Think about your letter as your manuscript’s (and yours) business card: you want to make a good impression. Before sending a cover letter to the journal of your choice, make sure it does not contain grammar, spelling, and punctuation errors. Additionally, it should be laid out in a nice and readable format and easy to follow. Avoid using too much jargon or acronyms and keep the language straightforward.
• Overselling your work . While it is important to highlight the innovative nature of your research, it is equally important not to overvalue your work and sound arrogant.
• Not adhering to the journal’s guidelines . Every journal has its own guidelines when it comes to manuscript preparation, and the same is true for the cover letter. Before you start to write, check your chosen journal’s guidelines carefully and make sure you adhere to what is requested. For example, some journals want the author to suggest potential reviewers or to include a shortlist of similar papers previously published by the journal. Some journals require that you include specific statements and disclosure (e.g., compliance with ethical standards, conflicts of interest, agreement to terms of submission, copyright sign-over, etc.). If you don’t follow their rule, it is not a first good impression.
• Copying your abstract into the cover letter . They are two different things with two different objectives. The aim of the cover letter is to state the significance of the work and why it belongs to that specific journal.
• Making it too “vague” . Remember, the editor will always have their readership in mind; therefore, you should not be vague and use a “copy-paste” cover letter. Instead, you should tailor it to the specific journal you are targeting and highlight why your work fits within the journal’s scope. You can usually find the scope of the journal on their website.
• Claiming you are the first one showing something while in reality it has already been shown . This mistake is more common than you might think, and it will annoy the editor and make them question your entire work. Often these mistakes are made unintentionally, so make sure you have checked and double-checked the current literature before sending your manuscript. As every researcher knows, manuscript writing is a long process, and it could well be that you miss some just-off-the-press papers in the several months/years from the beginning of the project to the completion of the manuscript.
• Providing a long biography of yourself and your career. Unless specifically requested, this should not be included in a cover letter.
• Making the cover letter too long . As a general rule, a cover letter should not be longer than a single printed page. You must be selective to make your key points stand out and also not to waste a busy editor’s valuable time.

How to increase chances of your manuscript being accepted 

A great way to increase the chances of your manuscript being accepted is to send a manuscript inquiry letter to gauge interest and receive initial comments from the Editor-in-Chief prior to the actual submission of a manuscript. The objective of sending a manuscript inquiry letter is to influence the target journal to be interested in reviewing/accepting the manuscript. An inquiry letter should have three main sections: introduction and top-line message, a captivating synthesis of the manuscript, and the inquiry followed by a wrap-up.

A manuscript inquiry letter should catch the editor’s attention and communicate that your research is something new and innovative, which has the potential to change the field. Key words include “novel”, “state-of-the-art”, “exciting”, “first”, “first ever”, “never shown before”, “ground-breaking”, “potential paradigm shift”.

You should write the inquiry letter as soon as the target journal is identified, and the author group determines the key messages/data of the manuscript. On the other hand, you should write the cover letter when the manuscript is completed and ready for submission. It is always a good idea to ask an experienced and published colleague to read your manuscript inquiry and cover letter and give you honest feedback about them.

Bottom line

A good cover lette r can help you “sell” your manuscript to the journal editor. Submitting a cover letter to accompany your manuscript gives you the opportunity to explain why your manuscript should be considered and why it would be of interest to the readers of that specific journal. A cover letter should be of the highest quality possible. Before submitting it, perform a checklist to iron out the prose and make sure you have included all the relevant sections and information.

A great manuscript cover letter:

• Compels the audience
• States the manuscript’s importance to the field
• Make the journal feel lucky you came to them

Does yours tick these boxes?

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Cover Letter For Journal Submission: Sample and Tips

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

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

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

Journal Submission Cover Letter Sample in .docx Format

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

Download example (Word version)

Cover Letter Example For Journal Submission – Text Format

Dear Dr. James Brower,

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

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

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

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

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

Respectfully,

Dr. Eileen Ninja

Journal Submission Cover Letter Writing Tips

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

Keep a Loose Structure in Mind

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

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

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

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

Don’t Repeat Your Research Abstract

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

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

Make it Relevant to The Audience

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

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

Final Tip: Keep it Brief

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

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Q: how to write a cover letter for my submission.

I am about to submit a medical case report and have no idea about what the cover letter is and how it is different from the title page. In the title page, I have put the title and author information, but I don't know about how I need to compose the cover letter. 

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The title page of an article, thesis or any other written work is the first page of the work which displays its title and author, as well as other information. A cover letter is a letter or email that introduces your submission to the editor. 

Most journals require that a cover letter be submitted along with each manuscript submitted for publication. An effective cover letter should include a brief summary of your findings and a small paragraph on why you feel the study is suitable for the journal and its target audience.

Here is a template that you can use to write a cover letter:

Dear Dr./Ms./Mr. [insert the editor’s name] ,

I would like to request you to consider the attached manuscript entitled [insert manuscript title] for publication in [insert the journal’s name] as an original article.

While many studies have investigated the [briefly describe the existing state of knowledge on the subject] , I have not come across a paper that deals with [the subject/theme/topic of your study] . We conducted [brief description of methods] and came up with [ give a brief overview of results] . I feel that [why your research is important and what future direction it might offer] .

­­­­­I believe that the findings of this study are relevant to the scope of your journal and will be of interest to its readership. I have provided tables summarizing the findings. If required, the entire data can be made available as supplementary information [optional/only if applicable] . Do let me know if you wish to have a look at them.

This manuscript has not been published or presented elsewhere in part or in entirety, and is not under consideration by another journal . There are no conflicts of interest to declare. [Alternatively, if you have conflicts of interest, you should mention them here].

 I look forward to hearing from you.

 Sincerely,

[Your name]

Here are a few articles about the cover letter that you might find interesting:

• Writing an effective cover letter for journal submission
• Dos and don'ts for a great cover letter

You will also find this ebook useful: 

Answered by Editage Insights 30 Mar, 2017

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

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

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

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

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

Why do some journals ask for cover letters?

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

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

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

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

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

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

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What makes an effective cover letter?

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

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

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

1. Addressee's information and date of submission

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

2. Opening salutation

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

3. Purpose statement and administrative information

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

4. Summary of main research findings and implications

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

Common phrases in this paragraph:

Summarizing the purpose of your research

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

Presenting your main results

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

Highlighting the relevance of your findings

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

5. Statements or information required by the journal

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

Previous contact with the journal

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

Conflict of interests and financial disclosures

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

Suggested reviewers

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

Request to exclude reviewers

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

Concurrent/duplicate submissions

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

6. Closing salutation and your contact information

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

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

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

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

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How to Make a Report Cover Letter

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How to Write a Monthly Report

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• How to Write a Justification Report
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Whether you're an independent contractor providing a report as part of an assigned project or a company employee drafting an internal report for staff review, an attached cover letter will serve as a brief overview of the report's contents, and can help provide clarity about the report. Report cover letters summarize the details in the report, and provide an overview of why the report was requested, and what its contents are intended to do.

Business Cover Letter Contents

Much like a cover letter you would draft to accompany a resume when applying for a job, a report cover letter in business serves a similar purpose: It provides a snapshot and states that details will follow. It should not be confused with an executive summary, which is the narrative usually found at the beginning of a report, which indicates key findings and recommendations. In other words, the cover letter tells you what's in the report, and the executive summary at the beginning of the report tells you why the information is important.

Introduction -- who the report is aimed toward, and the purpose it serves. Example:

To the Board of Directors:

Attached please find the 2018 Annual Report that the board requested at the start of the new fiscal year.

Brief summary of rationale -- why the report was requested. Example:

As requested, the report provides an in-depth overview of corporate profits broken down into six-month increments. It also provides a market summary which details cost projections and anticipated revenues moving forward, in 12-month increments.

Bullet-point overview -- a detailed list of other elements included: Example:

Additional report contents include the following:

• Breakdown of costs, revenue and earning projections per department
• Market share analysis
• New product performance metrics

Performance Report Contents

When drafting something such as performance reports that will be delivered to human resources or to a department director, the cover letter can be brief and to-the-point. Example:

Attached please find six performance evaluations of marketing department staff members. The evaluations were conduced the week of January 5, 2018. Each has been reviewed and signed by the individual employee and also by that employee's immediate supervisor. As you will read, the majority of the reports are quite positive, and several exceed expectations. Please let me know if you require additional information or documentation.

Project Report Contents

Well-written project reports are usually all-inclusive, but a cover letter to accompany the report can be helpful, when it includes details, such as a summary of purpose and next steps. Example:

Attached please find an update on the re-branding campaign project the graphic arts department is conducting. Once approved by the marketing committee, the project can move into phase two, in which we will have a focus group that will help assess overall perception and name recognition.

Take care to proof read your report cover letter carefully before attaching. The letter serves as a first impression for the report's contents, and as such, should be professional and free of errors.

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Lisa McQuerrey has been an award-winning writer and author for more than 25 years. She specializes in business, finance, workplace/career and education. Publications she’s written for include Southwest Exchange and InBusiness Las Vegas.

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Cover Letter for Document Submission Sample

At some point in the job application or admission application process, you may be asked to submit documents for the bank, company, school. These documents should be sent over in the same professional manner as your application letter, i.e., with a formal cover letter. In this guide, we'll introduce you to the uses of a cover letter for document submission and a sample of such a cover letter .

• # Cover Letter Sample for Document Submission to A Company
• # Cover Letter Sample for Document Submission to Schools
• # Sample Letter with Attached Documents
• # How to Edit Cover Letter for Document Submission Template
• # Tips for Writing Cover Letter for Document Submission

Covering Letter for Submission of Documents

This is a free cover letter template for submitting documents. Free Download and customize it according to the sample text below.

Supported formats

Cover letter for document submission sample to a company.

Below, you'll find a sample cover letter for document submission. To help you understand what a cover letter for document submission looks like, we've put together a short cover letter to show you the structure.

First Name Last Name Address Line 1 Address Line 2 Address Line 3 Postcode Phone Number Email

Contact Name Company Name Address Line 1 Address Line 2 Address Line 3 Postcode Phone Number Email Day/Month/Year

Dear Mr. Keys,

This letter contains an itemized list of the following documents; as asked for by your company:

• A photocopy of my driving license
• A paper document that proves my address (bank statement)
• A photocopy of the inside of my passport
• A photocopy of the front of my passport
• A photocopy of my NI card

I am sending these documents to you to ensure further progress in fulfilling the requirements for joining your company. All the documents asked for by the company are attached alongside this letter. Please let me know if you require any other documentation.

I greatly appreciate your consideration of my job application and wish to let you know that I am still seriously interested in further pursuing the application. Thank you for your time.

Kind regards, Your name

As you can see by our cover letter for document submission sample, these types of cover letters are notoriously short. It's not necessary to repeat your first cover letter or include anything from your CV with these types of cover letters. They are simple, factual, and used as a formality when contacting a company regarding a job application.

Cover Letter for Document Submission Sample to Schools

Here is a sample to write a covering letter for document submission to schools.

The Administration Department University Name Address Line 1 Address Line 2 Address Line 3 Postcode Day/Month/Year

Contact Name Department Name Address Line

Subject: Document submission letter

Respected Sir,

I am XX, a student of [School Name] with application number [Number]. I am writing this letter to send you the remaining documents which are required for the application process. At the time of admission, I was not able to submit my marksheets and transfer certificate as I was yet to receive it from my previous school. Now that I have received it, I would like you to accept it and update my record accordingly.

Thank you for considering my request for late submission once again. Please feel free to contact me in case of any discrepancy.

Sincerely, Your name Contact number email address

Attachments: Class 12th transfer certificate

Sample Letter with Attached Documents

The General Manager, Company Name, Address.

From Your name, Designation, Company name, Address.

Dear Sir/Madam,

Here we are submitting the marketing performance report. Please find the enclosed report along with this letter.

For any modifications, please let us know, we will try to revise the document.

Designation, Company name

How to Edit Cover Letter for Document Submission Template in PDF

After downloading the PDF cover letter template, you can edit it with a professional PDF editor, Wondershare PDFelement - PDF Editor Wondershare PDFelement Wondershare PDFelement . With this tool, you can change the texts, images, forms, signatures, etc., in the PDF documents and make your documents perfect for submission.

• Create high quality PDF cover letter without losing layout and formatting;
• Free PDF cover letter samples available;
• Convert Word, PPT, Excel, etc. to PDF or vice versa;
• Compress files for email attachments.

Step 1. Open the Cover Letter Template

Step 2. Click on "Edit" and Enter Your Text as You Like

Step 3. Complete and Save Your Cover Letter

What should you mention in a cover letter for document submission

In a cover letter for document submission, you'll need to mention several things. These cover letters are exact, so, likely, you won't write more than half a page.

• Start with your contact details and your name. Even if you're sending the documents by email, you should always include your name and contact details in a cover letter for requested documents, as this helps the employer figure out who's contacting them.
• State why you're contacting the company. There are hundreds of applicants for every job position, and though you may be onto the next stage, there will still be several other people sending similar documents. Tell the company who you are, what position you applied to, and ensure that you point out that they asked you to send more documentation across to them.
• An itemized list of documents. Whatever documents you're sending, no matter how many of them there are, write a shortlist in your cover letter to tell the company which documents you include in your email or letter.
• Express your excitement. Like a standard job cover letter, express your interest in the job position again, on a smaller scale to how you expressed your excitement the first time you contacted the company. This will let them know that you're still interested.

Other Tips to Remember

In addition to our cover letter for the document submission sample and our tips on what to mention in the cover letter, we have a few more hints to share with you:

• Make sure that you have the correct company details. It wouldn't do to send a cover letter for requested documents to the wrong email address, nor would it be good to address a non-existent manager at the company. To have gotten this far, you will have been conversing with somebody. At the very least, address that person.
• Never send original documents. Sending original documents is a nightmare, especially through the post. You're likely never to see them again. Postal systems at companies are messy at best, and your potential employer won't be expecting original documents from any of the applicants. Send photocopies or scan copies of the documents into your computer and email them across to the company.
• Always date the cover letter. This isn't necessary when sending the cover letter via email, but if you're posting your documentation, ensure that your cover letter is dated. This lets the company know when they were sent to arrive at the hiring manager late.
• Keep the letter short and professional. As mentioned, it's essentially a formality. You're simply covering all of your professional bases, so it's best to keep the letter short, tell them what you're attaching, and sign off soon after.

With these tips and our sample cover letter for document submission, we're positive you'll be able to contact the company with ease.

Posted by Elise Williams to Updated: 2024-04-18 14:16:49

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Cover Letter for Sending Documents

Sample covering letter for submission of documents to banks, tax, revenue, registration etc. Sample cover letter for attached documents to university. Sample cover letter for sending attached documents by courier, or by hand to clients, companies, employee, students, and parents etc.

Cover Letter format to Send Documents

Dear manager,

I am writing to you because I am sending you some important documents, and because they are important they require a cover letter. The documents that I am sending you are related to getting started in the new company that you have started. The documents will help move things smoothly, and if anyone questions why who, or what then they will help.

The documents that are attached are the company contract with all signatures, council permission papers, all photo graphical identifications for all people involved such as passports, and driving licenses. I hope that you will keep them safe, and they will help you with what you need to do.

Yours sincerely,

Mr. Francis Walcott

Sample Cover Letter for Attached Documents

Alan Taylor House 1, Street 1, Manchester

This is with reference to your request for No Objection Certificate (NOC) dated 18 January, XXXX. We are pleased to inform you that nothing had come to our attention that causes us to belief that we are under constraint to issue NOC to your good self for your job purposes.

We are enclosing herewith NOC for your ready reference. In case of further query, please feel free to contact us. We hope that this would serve to your entire satisfaction. Thanking you, and with profound regards.

Very truly yours,

Simon Head Student Affairs Department

To majesty’s passport office,

I am writing this letter as a cover letter for me sending some very important documents by post. I am sending these documents to help support my application for my passport. You will find inside one months’ worth of bank statements with the proof of my financial status, and proof of address. Also inside you will find my original birth certificate, and national insurance number.

I do hope that this will be enough supporting documents to get me my passport. And if you need anything more please inform me as soon as possible so that I can send it out as well fast.

Mr. Jason Taylor

Dear Mr. Ahmed,

I am submitting herewith the following documents as asked by your company.

I am sending these documents for further progress in the fulfillment of the formalities required for the joining your company . All the documents asked by the company are attached along with this letter. You can let me know regarding any other formalities concerning the matter.

Your consideration of my application is clearly appreciated. Thanking you for your time.

Mahnoor Imran

Covering Letter for Documents Enclosed

Mr. Ijaz Farooq Meezan Bank Ltd Meezan House, C-25, Estate Avenue, S.I.T.E, Karachi

Dear Mr. Farooq Sahib,

As per our telephonic conversation, please find the enclosed copy of letter sent from our Welfare Organization for sponsorship of needy students. We will thank you for your support toward this noble cause.

Warm Regards,

Mahmood Ahmad

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Help me cover letter sample to submit to engineer registration number ( ERB) to my employer

please check it here: https://semioffice.com/resign-letters/soliciting-employer-support-for-engineer-registration-number-erb-application/

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