Reasons to Write a Cover Letter for Manuscript Submission

By Lilian H. Hill

 

Including a cover letter when submitting an article to a journal is important because it helps the editor quickly understand the purpose, significance, and relevance of your manuscript. It frames your work by briefly explaining what the article is about, why it matters, and how it aligns with the journal’s scope of publication. A cover letter can shape the editor’s initial perception and influence reviewer selection. It also demonstrates professionalism and respect for scholarly publishing norms, signaling that you have prepared your submission thoughtfully.

 

A cover letter allows you to highlight the originality and contribution of your work, emphasizing the gap in the literature it meets or the timely issues it addresses. Editors also rely on the cover letter to confirm essential ethical and procedural information, such as originality, author/co-author approval, avoidance of simultaneous submissions, use of artificial intelligence, and compliance with research ethics. It provides a place to include any required declarations—such as funding, conflicts of interest, AI use, or suggested reviewers—tailored to the journal’s guidelines. Ultimately, the cover letter serves as a concise, humanizing introduction that supports a smooth and informed editorial process.

 

Content of a Cover Letter

When submitting an article to a journal, your cover letter should be concise, courteous, and clearly communicate why your manuscript is a strong fit for the journal. Here’s what to include:

 

1. Header and Manuscript Information

• Your full name, institutional affiliation, and contact information.
• The manuscript title.
• The type of article (e.g., empirical study, theoretical article, review, etc.).

 

2. Statement of Submission

·       A brief line that states you are submitting the manuscript for consideration. Example: “I am pleased to submit our manuscript titled [Title] for consideration in [Journal Name].”

 

3. Rationale for Fit

Explain why the manuscript belongs in this journal:

• Describe how the topic aligns with the journal’s aims and scope. A journal’s scope is the defined range of topics, disciplines, methods, and types of scholarship that the publication publishes. This information can be found on the journal’s website.
• Explain how your manuscript contributes to ongoing conversations or emerging areas featured in the journal.
• Highlight any novel, timely, or significant aspects of your work.

 

4. Brief Summary of the Manuscript

Provide a 2–3 sentence overview that:

• States the purpose of the study.
• Notes the methodology (if relevant).
• Highlights key findings or contributions.

 

5. Compliance Statements

Most journals expect you to conform to specific guidelines. For example:

• The manuscript is original and not under review in other journals.
• All authors have approved the submission.
• Any necessary ethical approvals were obtained to conduct the research (especially for human subjects research).

 

6. Declarations (If Relevant)

Include:

• Conflicts of interest (or a statement declaring none).
• Funding acknowledgments.
• ORCID iDs (optional but increasingly common).

·       AI use for tasks such as organizing ideas, refining writing, checking formatting, and ensuring clarity, and states that all substantive intellectual contributions originated from the author(s).

 

7. Optional but Valuable Additions

• Suggested reviewers (if the journal requests them), with institutional affiliations and emails.
• A brief note indicating if portions of the manuscript have appeared in conference proceedings (if allowed by the journal).
• Any previous interaction with the journal (e.g., previous submissions/publication or serving as a reviewer).

 

8. Professional Closing

Thank the editor for considering your manuscript and express openness to feedback. End with:

• “Sincerely,”
• Your name, title, and affiliation.

 

Sample Cover Letter

The sample cover letter below provides text you can adapt to fit your manuscript and the journal to which you are submitting. The underline, blue text indicates spaces you should a) fill in, or b) select or substitute relevant text.

 

 

 

Conclusion

A strong cover letter cannot guarantee acceptance for publication, but it can significantly strengthen your manuscript’s first impression. By clearly framing your contribution, demonstrating the fit with the journal, and presenting yourself as a professional and engaged scholar, your cover letter becomes an integral part of the submission package rather than an afterthought. While the quality of your research ultimately determines the outcome, a well-crafted cover letter helps ensure your work is taken seriously from the moment it reaches the editor’s desk.

References

How to Write a Cover Letter for Your Manuscript. (n.d.) Elsevier Author Services. https://scientific-publishing.webshop.elsevier.com/publication-process/how-to-write-a-cover-letter-for-a-manuscript/

How to Write a Cover Letter for Journal Submission (n.d.) Taylor and Francis Author Services. https://authorservices.taylorandfrancis.com/publishing-your-research/making-your-submission/writing-a-journal-article-cover-letter/