Cover letter template for journal submission
Include the title of your manuscript, the journal name, and the corresponding author’s contact information at the top of your letter. Be clear about the type of manuscript you are submitting (research article, review, case study, etc.) and why it fits the journal’s scope.
Begin with a brief introduction: Start your letter by addressing the editor by name if possible. If the journal uses a general greeting, use “Dear Editor.” State the title of your paper and mention how it aligns with the journal’s focus. Clearly express your intent to submit the manuscript for review.
Discuss the manuscript: Briefly summarize your paper’s main findings or arguments. Highlight the significance of your work and its contribution to the field. Emphasize why the research is timely and relevant to the journal’s audience. Avoid excessive detail, but provide enough context to demonstrate its value.
Show appreciation: Thank the editor for considering your manuscript. If applicable, mention any previous correspondence with the journal or prior submissions. Close by indicating that you look forward to their feedback.
Keep the tone polite and professional throughout, and make sure your letter is concise, ideally no longer than one page.
Here’s the revised version:
Begin your cover letter with a brief introduction. State the article title, the journal you are submitting to, and the purpose of your submission. Keep this opening short and direct to set the tone.
Next, highlight your paper’s relevance to the journal’s scope. Mention the key themes or findings and briefly explain how they align with the journal’s focus. Avoid vague statements, and be specific about what makes your work fit the journal.
Address the novelty and significance of your research. Present the main contributions of your paper, making clear why they matter in the current field. Use simple language to communicate the importance of your findings without overloading the reader with too much detail.
If applicable, include any prior correspondence or discussions with the editorial team. This may help the editor understand your submission’s context. However, keep it concise and avoid unnecessary background details.
Conclude your letter by thanking the editor for their time and consideration. Mention that you look forward to their feedback and that you are happy to provide additional information if needed. Keep the closing professional but polite.
- Cover Letter Template for Journal Submission
Begin with a formal greeting. Address the editor by their full name, or use “Dear Editor” if you’re unsure.
In the first paragraph, introduce yourself and your manuscript. Mention the title of your paper and explain briefly why it is a good fit for the journal.
In the second paragraph, summarize the main findings of your research. Highlight how your work contributes to the field and why it is important for the journal’s readership.
The third paragraph should confirm that your paper has not been submitted elsewhere and is not under consideration by another journal. If applicable, you can mention any conflicts of interest.
End with a polite thank you. Express your hope for a positive review of your submission. Close the letter with your full name, title, and affiliation.
| Section | Details |
|---|---|
| Greeting | Dear [Editor’s Name], or Dear Editor |
| Introduction | Introduce yourself and your paper’s title |
| Summary of Findings | Provide a brief summary of your research and its relevance |
| Submission Confirmation | Confirm that your paper is not under consideration elsewhere |
| Closing | Express gratitude and hope for a positive review |
Address the editor by their full professional title. If you know the editor’s name, use “Dear Dr. [Last Name]” or “Dear Prof. [Last Name]”. If the editor’s name is unclear, use a general greeting like “Dear Editor” or “Dear [Journal Name] Editorial Team”. Always avoid informal greetings like “Hello” or “Hi” to maintain professionalism.
If you’re uncertain about the editor’s title, you can typically find this information on the journal’s website or by reviewing previously published works in the journal. Double-check the editor’s role before addressing them in your letter to avoid any mistakes. If the journal is managed by multiple editors, it’s acceptable to use “Dear Editors” or “Dear Editorial Board”.
Begin by specifying the title of your manuscript, clearly and accurately, exactly as it appears on your document. This ensures the editor can immediately recognize and reference it correctly.
Next, state the type of manuscript you’re submitting–whether it is an original research article, a review, or a short communication. Be concise and clear about the manuscript’s classification.
- Word count: Provide the total word count, excluding references, tables, and figure captions. Adhere strictly to any word count limits set by the journal.
- Figures and tables: List the number of figures and tables included in your manuscript. Make sure these comply with the journal’s submission guidelines in terms of formatting and number.
- Keywords: Include 3 to 5 keywords that accurately describe your manuscript’s content. Choose terms that will help potential readers and researchers find your article.
Ensure the abstract is provided in a separate section, summarizing the core content of your manuscript in no more than 250 words. Avoid jargon and keep it accessible to a broad audience within your field.
If your manuscript includes supplementary materials, mention them briefly here. This helps the editor understand what additional content accompanies the primary manuscript.
- Conflict of interest statement: Clearly state whether you or any co-authors have any potential conflicts of interest to declare.
- Ethics approval: If applicable, confirm that ethical approval was obtained for your research and provide relevant details or approval numbers.
Provide any additional necessary information required by the journal, such as funding sources or acknowledgments.
Focus on directly linking your research question or findings to the goals and scope of the journal. Clearly identify the gaps in the existing literature that your study addresses. Be specific about how your work complements or builds on the journal’s previous publications or thematic interests. Mention key topics or recent trends within the journal’s focus that align with your research. This approach will demonstrate the value your research adds to the ongoing discourse in that field.
Link Your Contribution to the Journal’s Audience
Identify the readership of the journal and explain how your findings can benefit them. Whether your research offers new methodologies, theoretical insights, or practical applications, articulate how it will help the journal’s audience advance their own research or practice. Referencing the journal’s readership profile shows that you understand their interests and that your study will resonate with them.
Emphasize How Your Study Complements the Journal’s Objectives
Concisely outline how your research aligns with the journal’s mission statement and editorial goals. Focus on the core themes that define the journal’s content. Make it clear why your study fits into the publication’s vision for knowledge dissemination and how it contributes to expanding the field.
Clearly state how your manuscript addresses a gap in existing literature or offers a new perspective on a well-established topic. Focus on what sets your work apart from previous studies and explain the specific ways in which it advances knowledge in the field. Be precise about your manuscript’s unique approach, methodology, or findings, and illustrate how these contribute to the ongoing academic conversation.
Highlight any novel aspects, such as the introduction of a new theory, model, or framework. Show how your results challenge current thinking or open avenues for future research. Emphasize the practical implications or potential real-world applications of your work, if applicable. This demonstrates its relevance beyond academia and its broader impact on the field.
Provide evidence to back up your claims of originality. Mention any unique data sources, new techniques, or innovative methods employed in your study. By doing so, you position your manuscript as a valuable contribution to the academic community.
Appropriate Tone and Formalities in Your Letter
Maintain a respectful and professional tone throughout your cover letter. Address the editor with the appropriate title, such as “Dear Dr. [Last Name]” or “Dear [Editor’s Name]”. If you do not know the name, “Dear Editor” is a suitable alternative.
Consistency in Formality
Ensure that your tone stays formal but not overly stiff. While it’s important to be polite and courteous, avoid excessive politeness that might come across as insincere. Be direct about your submission and avoid unnecessary embellishments. Clearly state your intention without using casual or informal language.
Respectful Language for Collaboration
Use language that shows respect for the editor’s time and role. Instead of using phrases like “I hope you will consider my work,” phrase your submission in a more assertive yet respectful manner, such as “I am submitting my manuscript for your consideration.” This conveys professionalism without sounding presumptuous.
| Appropriate Phrase | Avoided Phrase |
|---|---|
| “I am submitting my manuscript for your review.” | “I hope you will look at my manuscript.” |
| “Thank you for considering my submission.” | “I would appreciate it if you could review my work.” |
Be mindful of your closing. A simple, polite sign-off such as “Sincerely” or “Best regards” is appropriate. Avoid casual closings like “Cheers” or “Thanks a lot,” as these can undermine the formality of your letter.
What to Avoid When Writing a Submission Cover Letter
Avoid using overly formal or impersonal language. Address the editor directly, and keep the tone respectful yet approachable. A cover letter that reads like a template may not create a lasting impression.
1. Too Much Personal Information
Stick to professional details relevant to the submission. Including personal anecdotes or excessive background information distracts from the main purpose of the letter. Your qualifications and research are what matter most to the editor.
2. Excessive Flattery
Complimenting the journal excessively can come across as insincere. Be polite and professional, but avoid overdoing it. Focus on why your research aligns with the journal’s scope instead of praising the editorial board.
3. Lack of Specifics
Don’t send a generic cover letter. Mention the title of your manuscript and the specific section or issue you are submitting to. Editors appreciate clarity and attention to detail.
4. Apologizing for Weaknesses
Don’t undermine your work by apologizing for its perceived shortcomings. Instead, focus on its strengths and the contribution it makes to the field. If necessary, address potential limitations in the appropriate section of the manuscript.
5. Neglecting the Journal’s Guidelines
Failing to follow submission guidelines can hurt your chances. Read the journal’s submission requirements carefully and make sure your letter complies. This includes word count, formatting, and any required sections.
6. Repetition of Manuscript Abstract
Avoid repeating the abstract from your manuscript. Editors are familiar with the content of the papers they review, so briefly summarize the significance of your work instead.
7. Overloading with Technical Jargon
While your manuscript may include specialized terminology, your cover letter should be clear and accessible. Overuse of technical language can make the letter difficult to read for those outside your specific field.
Begin your cover letter by stating clearly the purpose of your submission. Avoid generalities and focus on what the journal can expect from your manuscript. Make the connection between your work and the journal’s scope explicit.
- Address the editor by name, if possible, or use a general greeting like “Dear Editor” if the contact details aren’t available.
- Briefly explain the research’s significance and its relevance to the journal’s audience. Highlight any unique aspects of your study without overwhelming the reader with excessive details.
- State that your manuscript is original, has not been published elsewhere, and is not under consideration by another publication.
- If you have any conflicts of interest, mention them clearly and concisely. This shows transparency.
- Consider mentioning your motivation for submitting to this specific journal. Perhaps there’s alignment between the journal’s mission and your research’s goals.
Conclude by thanking the editor for considering your work, and express willingness to provide additional information if needed. Always keep the tone respectful and professional.