cover letter submitted online

How to write a cover letter for journal submission

Download our cover letter template.

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

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

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

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What should my cover letter include?

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

Key points to include in your letter to the editor:

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

Your manuscript’s title.

Name of the journal you are submitting to.

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

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

Contact information for you and any  co-authors .

Confirmation that you have no  competing interests  to disclose.

Things to avoid:

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

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

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

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

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

Cover letter template

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

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

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

Submission ready

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

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

Rapid constructive feedback

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

Related resources

Journal submission support

Guide to improve your submission experience

Article submission checklist

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How to write an electronic cover letter

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Other than your resume, your cover letter or e-letter (electronically sent cover letter) is the most important document that will impact your being selected for that all important interview. Just as with your resume, your electronic letter should contain the most important facts about you that are valued by the prospective employer. A properly written letter will cover at least the following: it should identify the position you are applying for, highlight your skills and qualifications, and show how you fit the employer's needs.

An electronic cover letter should be concise and paint an accurate picture. Keep it simple and on target. Your letter should use a standard business format. 

For specific details about writing resume and/or cover letters for government jobs - review guidelines posted at https://federalresumeguide.com . 

Electronic letters are sent via e-mail and tend to be very brief. It is important to include the position you are seeking in the SUBJECT of your e-mail. Then in the BODY of your letter, sell two to three points about yourself that will demonstrate that you have what the employer is looking for. Try to make your cover letter specific to the employer. The more targeted your letter is to an individual organization, the more effective it will be. Remember to research the organization you are applying to so that you can include relevant facts.

Be sure to include your cover letter at the top of your e-mail with your electronic resume following below. These documents are combined into one e-mail and then sent to a potential employer.

Electronic Cover Letter Tips

• Bold, underline, or italicize
• Use graphics or shading
• Tab, indent, or center text
• Insert symbols or use columns
• Use anything other than 12 point font
• Use any font except for Times New Roman (if you must use a different font, use Sans Serif)
• Include position title in the SUBJECT line of e-mail
• Align all text to the left
• Use spaces to separate paragraphs
• Use 12 point Times New Roman font
• Test letter before sending it to employers by mailing it to yourself or to a friend
• Mail a copy to your top employers

Sample Electronic Cover Letter

Your Current Address City, State Zip Code Date of Letter Person's Name, Title Organization Name Street Address City, State Zip Code

Dear Ms. or Mr. [last name]:

Opening Paragraph - Tell why you are writing; name the position, field, or type of work for which you are applying; mention how you heard about the opening or organization. Try to get the reader's attention.

Middle Paragraph (or two) - Describe your most important qualifications in relationship to the position, field, or organization for which you wish to be considered. Explain why you are interested in working for this employer, and specify your reasons for desiring this type of work. Emphasize skills or abilities you have that relate to the job for which you are applying.

Refer the reader to your resume below, but do not simply repeat the facts on the resume. Instead, interpret the facts on the resume from the employer's point-of-view. Help the reader see between the lines and draw conclusions. Be personable and enthusiastic, but also brief and specific. Remember that the reader will view your letter as an example of your writing skills.

Closing Paragraph - Use this paragraph to discuss what comes next. If references have been requested and the CDO has or will send your file, mention that fact. You can request an application or make yourself available for an interview. You can also make a specific request for an interview and indicate that you will phone after a specific amount of time to see if an interview can be arranged. Whichever approach you use, be sure that whatever action you are requesting of the reader is clear. Finally, thank the reader for his/her consideration.

Sincerely, Your Typewritten Name

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Always Include a Cover Letter When Submitting a Manuscript

Posted by Rene Tetzner | Apr 27, 2021 | How To Get Published | 0 |

Always Include a Cover Letter When Submitting a Manuscript An aspiring author recently pointed out to me that, as much as he would like to include a covering letter when he submits a scholarly article to the acquisitions editor of a scientific journal, there is often no box or option in online submission forms for pasting or attaching such an introductory letter. In addition, there is often no indication of where within a manuscript submitted for consideration an author might place such a letter to introduce the research and document. The lack of obvious instructions does not necessarily mean that a covering letter cannot be included or even that the acquisitions editor does not want to read one, but it does mean that the determined author will have to devise an effective strategy to have his or her opportunity for a brief explanation to orient this all-important reader.

The first thing to do is to read all of the publisher’s instructions and guidelines for authors with your eyes alert to any information about covering letters, which may alternatively be called cover letters or introductory letters. If you discover that the journal or press specifically states that a covering letter is not wanted, do not include one. It is always best not to antagonise a busy acquisitions editor with extraneous information, and a good paper can stand on its own when necessary. If the instructions do not mention covering letters at all or suggest that a covering letter is not required but do not in any way prohibit the inclusion of one, it is usually acceptable and often helpful to send such a letter along with your submission.

However, you will need to determine exactly where and how to present your letter. It is important not to give the impression of sneaking the letter into your submission or pulling one over on an editor. Neither of these strategies is respectful or effective, but do examine online submission forms for approaches that may be. The form may not have a ‘paste your covering letter here’ box or an ‘attach your covering letter here’ option (though it may, so keep your eyes open), but it might very well have an ‘additional information about your paper’ or even a ‘special instructions’ box that will give you an opportunity to say one or two key things about your research and manuscript. Such boxes can be used much as a covering letter would be to provide information about the importance of your work and its appropriateness for that particular journal, but do be sure to keep a close eye on word and character limits, give your statements serious thought before submitting the form and do not provide information that is explicitly prohibited.

Another option is to make your covering letter the first page of your manuscript, though special care is necessary if you decide to do this. Some journals have very strict guidelines about the content and organisation of manuscripts submitted for publication and will not tolerate additions any more than omissions. If the peer review process of the journal is blind, all personal information about you will have to be eliminated from the manuscript, and a covering letter would not be appropriate. In such cases, however, personal information is usually provided to the editor separately, and that, too, may offer an opportunity to include a brief statement akin to a covering letter, particularly if you are able to send this personal information as a separate document. If, on the other hand, all personal data must be provided through the boxes of an online form, there may be nowhere to include such information, and it will probably be better to go without a covering letter than to include one where it may cause problems. Do keep in mind, however, that an online box or other option for offering an author biography provides yet another excellent opportunity to introduce your research and manuscript briefly but effectively.

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Cover Letters

Using a digital signature to spruce up your cover letters.

Most job applications are submitted through the Internet today, either through an online application system or by e-mailing cover letters and resumes as attachments.   Sending electronic cover letters is very convenient, but it precludes the applicant’s ability to sign the letter.  Unless you want to print out, sign, scan, and then e-mail every single cover letter you write, it’s easier to just send them without a signature.

One way you can make your cover letters stand out is to insert a digital image of your signature.  You can create this for yourself at home by neatly signing a piece of paper, scanning it, and cropping the image down to just the size of the signature.  There are also Web sites such as www.interfolio.com that will help you create a digital version of your signature.  Interfolio allows users to draw their signature with a mouse, or to fax a copy of their handwritten signature.  Interfolio then returns a free digital image of your signature via e-mail.

Many online application systems won’t be able to process the digital image of your signature.  In those cases, none of the applicants will have any sort of signature on their cover letters.  However, for situations where submitting a signed letter is possible, using a digital signature helps you stand out as a professional, technically-competent candidate.  Anything that provides a competitive edge is a way to stand out from the crowd and be noticed.

Jessica Holbrook Hernandez is an expert resume writer, career and personal branding strategist, author, speaker and President/CEO of Great Resumes Fast. She creates high-impact, best-in-class, resumes and cover letters that transform job searches into interviews and ultimately job offers. For more information about professional resume writing or to read more career and job search related articles visit http://www.greatresumesfast.com or call 1.800.991.5187.

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Cover letter etiquette.

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When submitting a cover letter as part of an online application (via a job board or a company's web site), what is the current standard preferred opening? Is it "Dear Sirs"?  "Dear Sir/Madam"?  "To Whom It May Concern?" Or something else?

Also, in one of the Career Tools interviewing podcasts, Mark mentions the importance of the applicant including in the closing paragraph of the cover letter a promise to follow-up with the hiring manager. Is this relevant/necessary when you submit a cover letter as part of your application through a company's job web site? In other words, you don't know the name or title of the person who is going to read your cover letter, so how can you offer to follow up?

Dear Sir = FAIL

Don't ever use Dear Sir unless you are 100% sure that it's a sir you're writing to. 

I really, really hate being dear sir-ed. Usually those go directly to the bottom of the applicant pile, since it's someone who doesn't display awareness of current workplace gender diversity.

I wouldn't use "to whom it may concern", because that is an easy way for your document to be passed around until someone finally decides they're really, really not concerned, and trashes it.

Dear Hiring manager, etc. is an ok substitute; a lot of people have told me that if you can't find a name to use on the letter, your network isn't strong enough to apply for the job.  (I think that's a bit extreme, IMHO!)

Do your Homework

A long time ago one member wrote that he send out 700 applications on line. I know these are tough times, though you will not have a competitive advantage working the job boards or the company website.

Use linkedIN, learn about the company, find out the hiring manager, and make sure you are a match to their needs. Then give the resume roulette a whirl.

Sorry for not being more positive, I just think they don't work well.

JHB  "00"

  Personally, I tend to use

Personally, I tend to use "Dear Hiring Manager", although I'm not really happy with it.  I'd love to hear a better suggestion.

I think the advice of using your network to find out about the job is a good in a small industry - you should know everyone.  But if your industry is huge and spans thousands of companies (example IT), it's impossible to know everyone.  Or even to know someone who knows someone.  Even on LinkedIn, i frequently find that I've got no "in network" contacts at a company in my geographic region.

JHB is right - it's not really effective to go through the job boards.  You could send 700 submissions and miss on every single one.

Option: no salutation

Just to be clear, we're talking about the "salutation" - not the opening.  The "Dear Sir" is the salutation - the "opening" is your first sentence, )one that you've written expressly for this opportunity).

That said, consider omitting the salutation when you're submitting on line.  It's useless.  It adds no value because it's not personalized.  So - it's expendable.  Instead, just lead with your opening sentence.

Caveat:  This ONLY applies to cover letters you're submitting online, to jobs you've found on the job boards, for which you have no network to get you information about who the hiring manager is.  Everything everyone said previously about how low percentage a shot this is applies.  Eliminating a generic "Dear Hiring Manager" won't affect your outcome.

A Better Search Method

Dear Edelis01,

First here is another discussion on MT about cover letters and job searching,

http://www.manager-tools.com/forums-1702

Second, I highly recommend you read " Don't send a Resume" Here is a link to a book review on it.

http://www.quintcareers.com/career_book_reviews/Dont_Send_Resume.html

I agree with the review, it is a quick read. I did it in 1.5 hours. I went to Barnes and Nobles, bought a coffee and read it there! ;-) I also feel that the concepts in the book align with the MT style of doing a job search and doing your homework.

Researching companies can never hurt, it will make you more aware of what is happening in your industry as well. Who knows you might find a great stock pick too!

Another "Don't"

We're a very small organization & a simple search of our website would reveal who you might address a cover letter to.  For instance, in the advertisement, you are offered the option of submitting by email to admin_at_company.  Check the site & you'll see that address listed next to the person.  So, it's a no-brainer here - send to Ms.Smith

When we advertise online, we use my address michelle_at_company.  (It helps us determine where you saw our ad). I can't tell you how many I got addressed "Dear Michelle,"

I find that rude.  We are not friends & I don't know you.  Please, be formal.  And yes, my name, first and last, is listed on our company website.  Same google search will get you that information.

FWIW, we hired the candidate who, among her other accomplishments, took the time to print off most of our website, bring to the interview & reference it when asked what she knows about us.  Blew the hiring committee away. 

Do your research.

ATS Resume Templates

Download an ATS-friendly resume template for free. These templates can be edited in Microsoft Word and can be accurately scanned by an applicant tracking system.

If you’ve made it to this page, then you probably already know more about applicant tracking systems (ATS) than the average job seeker. That gives you an advantage! Why?

Many companies use ATS to manage resumes and applications. In fact, Jobscan research shows that over 97% of Fortune 500 companies use an ATS.

If an ATS can’t read or understand the information on your resume, then your application might not be seen when a recruiter searches for candidates with specific skills or experience – even if you have those skills or the experience!

Your resume needs to be ATS-friendly in order to give you the best chance of getting a job interview. That means that you need an ATS resume template.

We’ve designed 15 ATS resume templates that can be downloaded as Microsoft Word files and easily edited. Download one for free or use our free resume builder to get a customized ATS-friendly resume in minutes.

Free ATS Resume Templates

Executive and Management ATS-Friendly Resume Templates

As a leader, you want your experience and accomplishments to shine. These resume templates give you opportunities to show the measurable results you’ve achieved, as well as your hard and soft skills .

Using correct formatting is critical here. The ATS needs to be able to parse all of that vital information and categorize it correctly. You also need your resume to be searchable by an ATS so that when a recruiter filters candidates by skills, your application stays on the list.

Entry-Level ATS-Friendly Resume Templates

You might not think you have a lot to show on your resume, but you do! These templates provide sections where you can highlight your education, internships, volunteer experience , personal accomplishments, and more.

An ATS-friendly resume will help you get found by recruiters and hiring managers. This is important because an entry-level position could have hundreds of applicants! Use these templates to make sure the ATS picks up your skills and experience.

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ATS Resume Templates - What You Need to Know

How to make the perfect ats resume.

Remember, an ATS is just a computer filing system. It needs to be able to scan and understand the text on your resume in order to correctly parse the information and sort it properly.

An ATS will never auto-reject a resume, but an ATS optimized resume does make it easier for a recruiter to find you among the sea of applicants.

Even more importantly, an ATS-friendly resume naturally follows expert-recommended resume writing standards as well. That means that when the recruiter personally views your resume, it will include the relevant information they’re looking for and will be formatted in a way that makes it easier to read

Follow these tips for making the perfect ATS resume :

1. Tailor your resume to the job you are applying for

Focus on quality over quantity. Each job you apply for is unique, even if they all have the same title. Every company has different needs for that role. The job description will make it clear which hard skills, soft skills, experience, and education the company is looking for. So tailor your resume to show them that you are the perfect candidate.

Tailoring each and every resume can be time consuming, but it’s worth the effort!

You can speed up this process by using a tool like Jobscan’s resume scanner . Powered by AI-technology , this tool analyzes your resume against the job description and provides you with a resume score that tells you how closely your resume matches the job description. It also tells you exactly what you need to do to increase your score.

2. Match your resume keywords to skills found in the job description

Recruiters might use an ATS’ search function to find applicants with specific skills. How do you know what skills they will search for? By examining the job listing. Use a resume scanner to automatically pick out the hard and soft skills the recruiter might search for, and then include those on your resume.

Even if the recruiter doesn’t search applications for those skills, they’ll definitely be looking for mentions of them on each resume they review.

3. Use long-form and acronym versions of keywords

Some ATS will only return resumes with the exact keywords the recruiters would search for. For example, if you included “Search Engine Optimization” in your resume but the recruiter searched for “SEO,” your profile may not appear in the results. Try to include both the acronym and the unabbreviated form of the term.

Use a tool like Jobscan’s resume fixer to make sure your resume doesn’t contain mistakes that will eliminate you from consideration.

4. Use Chronological or Hybrid resume format to write your resume .

Recruiters do not like the functional resume format . Unless you’re making a career change, a functional resume is going to work against you. (And even then, we recommend you steer clear of the format for a career change resume .)

The best format for the ATS is traditional reverse chronological. You can also use chronological and hybrid resume formats as these are familiar to most recruiters.

5. Use an easy-to-read, traditional font

For readability, use a traditional serif or sans serif font. Untraditional or “fancy” fonts can cause parsing errors, which means the full text of your resume won’t be searchable.

6. Use standard resume section headings

Section headers like “Where I’ve Been” in place of “Work Experience” will confuse applicant tracking systems, causing them to organize information incorrectly.

7. Save your file as a .docx if possible

A docx file is most compatible with ATS.

What is the best resume format for ATS?

There are three standard resume formats to choose from in your job search. They shape your first impression and determine the way recruiters and hiring managers view your fit as an applicant.

Your resume formatting can also determine how well your resume is parsed within an applicant tracking system (ATS) and how likely you are to be noticed as a result.

Regardless of the format you use, the most important thing is to use standard section headings like Experience, Skills, and Education. That will make it easier for the ATS to categorize the text.

How to tailor your ATS-friendly resume to a job

Tailoring your resume proves to recruiters that you’re an experienced professional. Most importantly, it shows them that you’re the perfect fit for this role.

Follow these three steps for tailoring your resume to a job description:

1. Examine the specific job description of the position

Go line by line through the job description and ask yourself these questions:

• “Does my resume experience section clearly state that I can do what’s required of this role?”
• “Am I using the same language found in the job description or job posting?”

You might find several different or missing skills and keywords in your generic resume.

2. Match skills and keywords from the job description

Mirroring the language, keywords, and buzzwords found within the job description is the easiest way to demonstrate you’re a better match than the competition.

The best way to show you’re the best fit for the position is to take words from the job posting and strategically put them in your job descriptions and other resume sections. A resume scanner will automatically pull out these keywords in seconds and speed up this process.

3. Write your job title clearly

Recruiters might search for people who have done the job they’re hiring, so list your job titles clearly and match the titles to the one in the job posting when possible. If you haven’t held the job before, list it under your name at the top or as part of your summary section.

What is Applicant Tracking Software (ATS)?

An applicant tracking system (ATS) is software used to assist with human resources, recruitment, and hiring. While each system offers a different package of features, applicant tracking systems are primarily used to help hiring companies organize and navigate large numbers of applicants.

For example, an ATS stores job candidate information like resumes, cover letters, references, and other recruitment and hiring data that HR teams can easily access and organize. It will also track job candidates and their application status throughout the hiring pipeline.

Ultimately, an ATS automates time-consuming administrative tasks such as manually screening applicants, reading resumes, scheduling interviews, and sending notifications and emails to job candidates and employees.

Can you add graphics to your resume?

When it comes to creating an ATS-friendly resume , the rule is: The simpler, the better. ATS are improving at scanning different formatting features, but not all of them are good at this.

Adding graphics and images could cause ATS parsing errors , which means the text on your resume won’t be fully searchable or accurately categorized by an ATS. We recommend that job seekers err on the side of caution. Avoid graphics, images, and photos.

Are Google Docs or Microsoft resume templates ATS-friendly?

They can be. We talked about some formatting features to avoid on your resume – fancy graphics and non-traditional fonts. Those features can trip up an ATS, even if they’re on a Word document or Google Docs file.

However, as long as you follow the guidelines on this page, or use one of these ATS resume templates, you’ll be fine.

How to get your cover letter past the ATS?

To increase your cover letter’s chances of passing an ATS, focus on using a clean format without complex formatting, incorporate relevant keywords and phrases from the job description, and ensure that your content is easy for the ATS to parse.

Consider using a tool like Jobscan’s cover letter generator to help you create an ATS-friendly cover letter. If you already have a cover letter, run it through our cover letter checker tool to get personalized feedback on how to improve your cover letter and make it more compelling to employers.

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