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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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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.

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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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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

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

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

Why does a good cover letter matter?

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

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

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

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

What to Include in a Cover Letter for a Journal Submission

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

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

Essential information:

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

Other commonly requested information:

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

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

What you should NOT do:

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

How to Structure a Cover Letter

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

ANNOTATED TEMPLATE Journal Submissions Cover Letter

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

• [Name, institution, email, expertise]

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

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

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

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

[Your Name]

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

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

Quick Cover Letter Checklist Before Submission

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

Writing a Cover Letter for Journal Submission [Free Template]

• Research Process
• Peer Review

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

Updated on September 20, 2018

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

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

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

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

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

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

Finally, close with a brief paragraph indicating the following:

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

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

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

Ben Mudrak, PhD

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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 ).

Dan Ariely - Predictably Irrational

Sample Cover Letter for Journal Manuscript Resubmissions

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Sample Responses to Letters from Journal Editors

Table of Contents (Guide To Publication)

Appendix: sample responses to letters from academic and scientific editors.

Each letter to an editor is unique, so the following letters are only examples, but they will provide you with ideas about how to format and word your own replies to academic and scientific editors. The letters are completely fictional, with invented names and situations. The complete addresses may not be necessary if you’re communicating with an editor via email, as is so often the case these days, but I’ve included them to show the layout of a formal letter. For your own mailing address, it would be best to use university or department letterhead if available and provide your personal name, phone number and email address beneath the letterhead.

The first letter (A.1) posits that the editor is interested in the article and thinks it appropriate for the journal, but has pointed out a number of problems with the formatting, structure and referencing style of the paper as the reason for not accepting it. Whether or not the paper will be reconsidered or accepted if the necessary revisions are done remains uncertain, so the letter aims to confirm that the paper will be seriously reconsidered and ideally accepted if the necessary changes are made. It does this by thanking the editor for his helpful advice, indicating that the author understands the problems and is in the process of correcting them, and asking whether the editor would like to reconsider the paper for publication.

Assuming that the first letter received a positive response, the second letter (A.2) is designed to accompany the revised paper once all the necessary changes to formatting, structure and referencing have been made. It explains exactly what’s been done to correct the problems, addressing all of the concerns about the format, structure and references raised by the editor. It also explains one change that may prove problematic and offers an alternative solution. Finally, it verifies that a professional proofreader has checked the article and indicates a willingness on the part of the author to make any further changes that may be necessary to facilitate successful publication.

Download Word Version of Letter A1

Letter a.1: earning or confirming serious reconsideration or conditional acceptance.

Dr Sandra Jones Department of Social Sciences University of the Pacific Coast P.O. Box 101 Salmon Cove, British Columbia V2K 3L4 Canada (609) 741-8955 [email protected]

Mr Reginald Smith, Editor Journal of Changing Weather P.O. Box 707 River Rapids, Oregon 76545 USA (972) 861-9805 [email protected]

March 3, 2020

Dear Mr Smith,

Thank you for your letter regarding my manuscript entitled “Effect of Changing Weather Patterns on Home Insurance Policies: Clients Left Out in the Cold?” I’m delighted that you’re interested in the paper and think it might be appropriate for the Journal of Changing Weather .

I very much appreciate the time and effort you’ve put into your comments. Your advice about the formatting, structure and referencing style of my paper is most helpful. I’ve looked over the Journal of Changing Weather author guidelines again and see exactly where I’ve gone wrong and what changes need to be made. Once I’ve made the necessary revisions, I plan to have the paper professionally proofread to ensure that I’ve met all the requirements consistently.

However, I remain unsure about whether you’re willing to reconsider the article once the necessary changes have been made, so I’m hoping you can confirm that you’d like me to send you the revised paper for reconsideration or publication. I’ve begun working on the revisions already and will be able to return the article to you within a couple of weeks.

With thanks for your time and assistance,

[sign here for a formal letter]

Sandra Jones

Download Word Version of Letter A2

Letter a.2: resubmitting a paper after necessary revisions have been made.

March 15, 2020

Further to our correspondence a couple of weeks ago, I’m attaching the revised version of my article entitled “Effect of Changing Weather Patterns on Home Insurance Policies: Clients Left Out in the Cold?” I have now completed all of the changes you requested:

• The numerical style of in-text referencing has been changed to author-date referencing in APA style.
• The list of references has been arranged alphabetically by the last names of authors instead of numerically, and other changes to conform to APA style have been made to the references.
• The article has been restructured to include separate Limitations and Conclusions sections.
• All headings and subheadings have been adjusted to conform to the requirements indicated in the Journal of Changing Weather author guidelines, including the removal of numbers.
• All nonstandard abbreviations and acronyms used in the paper have been defined on first use and used consistently thereafter.
• Abbreviations used in each table have been defined in a note at the bottom of the table.
• The vertical rules/lines have been removed from all three tables.
• The tables are now attached as a separate file instead of embedded in the paper.

I should mention, however, that Table 3 seems a little crowded without the vertical lines separating the information in the columns, and I’m concerned that the presentation may not be as clear as it was with the lines. I see that the guidelines indicate that tables should be on a vertical/portrait page, but I also notice that a few articles in the printed version of the Journal of Changing Weather feature tables on a horizontal/landscape page, so perhaps that would be a good layout for increasing the clarity of Table 3. I’m certainly open to any suggestions you have for this table.

I’m also attaching a certificate from Proof-Reading-Service.com verifying that the article has been professionally proofread with special attention to meeting the Journal of Changing Weather author guidelines for formatting, structure and referencing.

I hope that the changes I’ve made resolve all your concerns about the article. I’m more than happy to make any further changes that will improve the paper and/or facilitate successful publication.

Thank you once again for your time and interest. I look forward to hearing from you.

This article is part of a book called Guide to Academic and Scientific Publication: How To Get Your Writing Published in Scholarly Journals . It provides practical advice on planning, preparing and submitting articles for publication in scholarly journals.

Whether you are looking for information on designing an academic or scientific article, constructing a scholarly argument, targeting the right journal, following journal guidelines with precision, providing accurate and complete references, writing correct and elegant scholarly English, communicating with journal editors or revising your paper in light of that communication, you will find guidance, tips and examples in this manual.

This book is focusing on sound scholarly principles and practices as well as the expectations and requirements of academic and scientific journals, this guide is suitable for use in a wide variety of disciplines, including Economics, Engineering, the Humanities, Law, Management, Mathematics, Medicine and the Social, Physical and Biological Sciences .

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Response to Reviewers

Many authors receive an invitation to revise and resubmit their manuscript when the first version of their manuscript has potential for publication but is not quite ready for final acceptance. Journal editors may send the manuscript out for peer review, and then the reviewers suggest changes or pose questions for the authors. For example, reviewers may request that authors provide additional explanatory text, edit overlong passages to be shorter, or conduct additional analyses. The APA Science Student Council provides further guidance on and strategies for navigating the peer review process .

Authors should address this feedback from reviewers in a response to reviewers. A response to reviewers specifies how the authors addressed each comment the reviewers made. The response to reviewers is usually organized by presenting reviewers’ comments one by one, followed by the authors’ response. Authors should distinguish their responses from the reviewers’ comments by using phrases such as “author response” and/or a different font color. Then, each response should clearly explain the change made and where that change can be found in the revised manuscript (i.e., page number, paragraph, and/or line). In the revised manuscript itself, the authors may use highlighting to draw additional attention to the change. If the authors did not make a suggested change, they should provide a rationale for their decision.

Authors should also include a cover letter to accompany the response to reviewers and the revised manuscript.

Responses to reviewers are covered in the seventh edition APA Style Publication Manual in Section 12.8

Sample response to reviewers

This is a sample response to reviewers. It includes suggested language for responding to comments from reviewers. Use this as a template to guide your own response to reviewers, being sure to modify the content to address the specific comments raised by reviewers of your manuscript. When crafting your response to reviewers, carefully read all comments and respond to them thoughtfully and accurately.

• Sample Response to Reviewers (PDF, 150KB)