Release Date: September 29, 2012
Category: Scientific Writing
After the hard work of perfecting your manuscript and selecting a target journal, one more task remains before submission: writing a cover letter. The cover letter is an important document that must do more than tell the editor that you are submitting your manuscript for consideration. It should capture the editor’s attention, provide information about the novelty and importance of your findings, and indicate that all authors have approved of the submission and the manuscript has not been submitted to more than one journal concurrently.
Strong cover letters not only introduce your manuscript – they offer an important opportunity to convince journal editors to consider your manuscript for publication.
Before you begin, check your target journal’s author instructions for any cover letter requirements, such as certain specifically worded statements. No matter what else you decide to include, always make sure that your cover letter contains any required information and statements described in your target journal’s author instructions.
In addition to any information and statements required by your target journal, every cover letter should contain the following elements:
Write one or more sentences to address each of these points. You will revise and polish these sentences to complete your cover letter.
Open your cover letter with a sentence or two explaining why you are writing, the title of your manuscript, and the title of the journal.
Briefly state the background for the problem or question your research answers. The focus of the paragraph is to explain why your research was needed and clearly state the question your research answers. Clearly and concisely explain your results, findings, and conclusions.
To keep your cover letter concise, limit this explanation to one or two brief paragraphs. You can also include a sentence or two that links your findings to the interests of the journal’s readership, if appropriate. It may be helpful to review your abstract to stay focused on your most important results and conclusions.
As you write this explanation, think in terms of “how will my manuscript benefit the journal?” The journal editor’s goal is to publish important, novel findings that are within the journal’s scope and of interest to its readership. Your goal is to show the editor how your manuscript meets these criteria. Such manuscripts will be highly referenced, which will increase the impact factor of the journal. Without exaggerating, explain the novelty, relevance, and interest of your findings to researchers who read that journal.
After describing your research and findings, include a paragraph with any journal-required statements. If the findings in the manuscript have been presented at a scientific meeting, include that information in this paragraph. This paragraph should also include statements about exclusivity and author approval for submission.
In your last paragraph, thank the editor for his or her consideration.
Cover letters follow the same simple format as all letters. Make sure your cover letter includes the following basic letter elements:
Cover letters are often submitted electronically in an e-mail message. E-mail cover letters may not contain more formal letter elements like the date and address block.
Read through your cover letter several times to proofread and revise the text for clarity and brevity. Remove any stray points or sentences that do not directly relate to the purpose, major results, and most important findings and conclusions of your study. As you revise the cover letter, ask yourself if the impact, novelty, and relevance of your findings are clear. Rewrite any sentences that are very long, do not make your point clearly, or are cluttered with too many details.
Cover letters should not exceed one page unless absolutely necessary. If you write a cover letter that is longer than one page, think carefully about how it can be shortened.
As you revise the cover letter, proofread for the same basic grammar and construction issues you would look for when revising your manuscript.
During your review, read the cover letter at least once to ensure you avoid the following:
Always complete a final check to confirm that your cover letter includes all elements required by your target journal.
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