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/

 

 

Preparing a Manuscript for Publication

By Lilian H. Hill

 

When planning to publish articles, there are important steps to follow.

 

1.     Identify Suitable Journals: Look for well-regarded journals in your field and regularly publish articles related to your research topic. Consider the impact factor, indexing, audience reach, and publication frequency. For ideas, you can review articles you have been reading, consult with classmates, and consult your advisor and dissertation committee members.

 

2.     Examine the Submission Guidelines: Each journal has specific guidelines for manuscript submission. Pay close attention to these guidelines regarding formatting, word count, citation style, and submission process. You can read What Journal Editors Wish that Authors Knew for more information.

 

3.     Consider Co-authorship: Collaborating with other researchers can enhance the quality and impact of your work. Consider working with classmates, colleagues, mentors, or experts in your field. Working with others will give you courage and strengthen your work.

 

4.     Craft a Strong Manuscript: Ensure your manuscript is well-written, logically organized, and effectively communicates your ideas. Pay attention to clarity, coherence, and conciseness. Be sure you have cited pertinent sources, and if your ideas differ from the mainstream, you have explained why.

 

5.     Network and Seek Feedback: Attend conferences, workshops, and seminars to network with other researchers in your field. Seek feedback on your work from classmates, colleagues, and mentors to improve its quality before submission.

 

6.     Edit, edit, edit: Journal articles and reviewers are not in the business of being your editor. Ensure your manuscript is free from grammar, spelling, or factual errors. Be sure your citations and references match and the manuscript is clear, readable, and meets the expectations of your intended audience.

 

Submitting the Manuscript

Almost all journals now have online submission portals. The link to the portal is in the authors’ guidelines on the website of your chosen journal.

 

1.     It is important to carefully follow these guidelines regarding (a) identifying authors and their institutional affiliations; (b) formatting a title page, abstract, main manuscript, references, tables and figures, or other illustrations;(c) crafting a brief cover letter; and (d) document format. Most online submission platforms will convert your document into a portable document format (.pdf) that prevents alterations to your manuscript during the review process.

 

2.     Ensure that no personally identifying information is present in the main manuscript. If you cite yourself, you can substitute AUTHOR for your name. Likewise, it is wise to use a pseudonym for your research site. When your manuscript has been accepted for publication, these details will be added back during the copyediting process.

 

3.     Failure to follow the journal’s submission guidelines can result in a rejection decision, regardless of the quality of your ideas, research, and manuscript. This is not personal. Most journals receive many more submissions than they can publish. Part of the editor’s job is to screen all submissions to determine if they meet the guidelines, fit within the journal's scope, and do not exceed length limitations.

 

4.     Once the editors determine that your manuscript is suitable for review, they will select 2-3 members of their editorial board to review it. It can take time for suitable reviewers to be found. Reviewers are usually asked to complete the review in a few weeks, and often, they will delay their work. In other words, it can take several months to receive a decision.

 

5.     Reviewers will recommend a decision of Accept, Conditional Accept, Revise and Resubmit (minor or major revisions), and Reject. Based on the reviewers’ recommendations, the editors will make and communicate the decision to you.

 

6.     While you hope for an Accept decision, receiving a Revise and Resubmit decision is more common. This is good news! It means that the reviewers and editors believe that your manuscript may merit publication after you make recommended revisions.

 

Once You Receive Feedback

1.     Address Peer Reviewer Comments: If your manuscript undergoes peer review, carefully address all comments and suggestions provided by the reviewers. Be open to feedback and revisions to improve the quality of your paper. Manuscripts are often strengthened by feedback.

a.     When you first receive feedback, you may be hesitant to read it. Let it sit for a day or two, but be sure to read it. Experienced authors may still have to gather their courage to read feedback, but once they read it, they take action to improve the manuscript.

b.     Your writing is not you! Once you have written and submitted a manuscript for publication, you may have to separate your ego from your writing.

 

2.     Protect Intellectual Property: Be mindful of intellectual property rights and ensure you have permission to use any copyrighted materials in your manuscript. Properly cite all sources and obtain necessary figures, tables, and other content permissions.

 

3.     Be Persistent: The publishing process can be lengthy and sometimes frustrating, especially if your manuscript faces rejection or requires major revisions. Stay persistent, learn from feedback, and keep refining your work.

 

4.     Celebrate Success: Celebrate each milestone in the publishing process, whether you submit your manuscript, receive positive feedback from reviewers, or see your paper published. Acknowledge your hard work and achievements along the way.

 

Remember that publishing as a senior graduate student is not just about adding lines to your Curriculum Vitae; it's about contributing to the collective knowledge of your field and establishing yourself as a credible researcher.

 

References

Hill, L. H., Rogers-Shaw, C. A., & Carr-Chellman, D. J. (2023). But, is it adult education? Disciplinary boundaries of adult education and higher education. Adult Learning, 34(2), 59–67. https://doi-org.lynx.lib.usm.edu/10.1177/10451595231159430

Rogers-Shaw, C., Hill, L. H., & Carr-Chellman, D. (2022, October 12). Academic journal success and the anonymous peer review process. American Association for Adult and Continuing Education 2022 Conference. Milwaukee, WI. ED: ED632235.