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Cover letters

A good cover letter can help to “sell” your manuscript to the journal editor. As well as introducing your work to the editor you can also take this opportunity to explain why the manuscript will be of interest to a journal's readers, something which is always as the forefront editors’ mind. As such it is worth spending time writing a coherent and persuasive cover letter.

The following is an example of a poor cover letter:

Dear Editor-in-Chief, I am sending you our manuscript entitled “Large Scale Analysis of Cell Cycle Regulators in bladder cancer” by Researcher et al. We would like to have the manuscript considered for publication in Pathobiology. Please let me know of your decision at your earliest convenience. With my best regards, Sincerely yours, A Researcher, PhD

Instead, check to see whether the journal’s Instructions for Authors have any cover letter requirements (e.g. disclosures, statements, potential reviewers). Then, write a letter that explains why the editor would want to publish your manuscript. The following structure covers all the necessary points that need to be included.

  • If known, address the editor who will be assessing your manuscript by their name. Include the date of submission and the journal you are submitting to.
  • First paragraph: include the title of your manuscript and the type of manuscript it is (e.g. review, research, case study). Then briefly explain the background to your study, the question you sought out to answer and why.
  • Second paragraph: you should concisely explain what was done, the main findings and why they are significant.
  • Third paragraph: here you should indicate why the readers of the journal would be interested in the work. Take your cues from the journal’s aims and scope. For example if the journal requires that all work published has broad implications explain how your study fulfils this. It is also a good idea to include a sentence on the importance of the results to the field.
  • To conclude state the corresponding author and any journal specific requirements that need to be complied with (e.g. ethical standards).

TIP: All cover letters should contain these sentences:

  • We confirm that this manuscript has not been published elsewhere and is not under consideration by another journal.
  • All authors have approved the manuscript and agree with its submission to [insert the name of the target journal].

Submission checklist

Before submitting your manuscript, thoroughly check its quality one more time. Evaluate it critically—could anything be done better?

Be sure that:

  • The manuscript follows the Instructions for Authors
  • All files are in the correct file format and of the appropriate resolution or size
  • The spelling and grammar are correct
  • You have contact information for all authors
  • You have written a persuasive cover letter

Back │ Next

Cover letters

A good cover letter will help "sell" your manuscript to the journal editor. it is not enough to send a manuscript to a journal editor like this:.

Dear Editor-in-Chief,

I am sending you our manuscript entitled "Large Scale Analysis of Cell Cycle Regulators in bladder cancer" by Researcher et al. We would like to have the manuscript considered for publication in Pathobiology.

Please let me know of your decision at your earliest convenience.

With my best regards,

Sincerely yours,

A Researcher, PhD

Instead, check to see whether the journal's Instructions for Authors have any cover letter requirements (e.g., disclosures, statements, potential reviewers).

Then, write a letter that explains why the Editor would want to publish your manuscript:

Common phrases:

  • Please find enclosed our manuscript, "[manuscript title]" by [first author's name] et al., which we would like to submit for publication as a [publication type] in [name of the journal].
  • To our knowledge, this is the first report showing...
  • We believe our findings would appeal to the readership of [journal name].
  • Please address all correspondence to:
  • We look forward to hearing from you at your earliest convenience.

All cover letters should contain these sentences:

  • We confirm that this manuscript has not been published elsewhere and is not under consideration by another journal.
  • All authors have approved the manuscript and agree with its submission to [insert the name of the target journal].

Submission checklist Before submitting your manuscript, thoroughly check its quality one more time. Evaluate it critically-could anything be done better?

Be sure that:

  • The manuscript follows the submission guidelines
  • All files are in the correct file format and of the appropriate resolution or size
  • The spelling and grammar are correct
  • You have contact information for all authors
  • You have completed online registration for the submission process for your target journal
  • You have written a persuasive cover letter

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  • v.13(Suppl 1); 2019 Apr

How to choose a journal and write a cover letter

Duncan nicholas.

DN Journal Publishing Services, Brighton, East Sussex, BN1 8UA, UK

Selecting a suitable journal for submitting a manuscript can be a complex and confusing task, and end in disappointment when a paper is rejected quickly for reasons that may not be clear to the author. There have been several articles written offering advice on journal selection, but this article is the most thorough of its kind, using recent evidence to inform the strategies presented. This article provides details on the factors involved in optimal journal selection, giving insights into how to identify suitable journals, why particular criteria are important and ideal methods to approach this task. The article also includes a spreadsheet tool for tracking information about potential titles of interest and submission details, and finally, provides notes on supporting your submission with an effective cover letter.

Why Publish in Journals

Publishing in scholarly journals is just one form of output from a research project, and one of the most significant pressures on modern academics is to produce papers and find suitable journals which will accept them.[ 1 , 2 , 3 ] This process is not always easy, particularly for Early Career Researchers, as the number of options and determining factors is increasingly complex. This paper provides detailed information on the journal selection process, but before considering this, I will first consider why journal publication remains such an important aspect of the research cycle.

Journals are the principal means researchers use to facilitate communication between other groups of researchers, between specialist fields, and to the public.[ 4 ] In addition to this, they play a key role in institutional assessment of individual researchers and groups.[ 5 ] Journals help to set intellectual, methodological, operational, technical, best practice, and many other forms of standards within their communities;[ 6 ] and through the peer review process, research is validated through the element of scientific publishing, which distinguishes it from all other communication mediums, certifying the authenticity and veracity of the research. The Publons Global Peer Review Survey[ 7 ] of over 14,300 researchers included the question “How important do you consider peer review for ensuring the general quality and integrity of scholarly communication?” Overall, 12,394 respondents answered this question, with 98% stating this was “important” or “extremely important.”

Does Choice of Journal Matter?

A report by the International Association of Scientific, Technical and Medical Publishers[ 8 ] estimates the number of active journals at around 33,100 English-language, plus a further 9,400 non-English-language journals (a total of 42,500), publishing over 3 million articles a year. Though the numbers diminish rapidly when considering one specific field these figures still indicate the scale of the journal selection task, as well as the competitive nature of article submission, and the question remains: does journal choice matter?

To answer this question, this article will discuss several aspects of research publishing which may help guide or influence the decision on which journals are suitable for any particular paper. Some choices may be guided by external pressures such as funder or institutional requirements; other factors relate to the topic of the research in hand, matching aims, and scope or instructions of a journal and other factors will be personal preference.

Create a Journal Information Spreadsheet

The first step in identifying suitable journals for a paper is to create a means of capturing, comparing, and contrasting the information about each of the journals which might be deemed suitable. Creating a personalized information sheet about journals in your field will be a resource that can be returned to, updated, and expanded over time. An Excel spreadsheet template is included as supplementary material, with 29 fields of information covering everything that will be discussed in this paper. Table 1 shows an excerpt from the supplementary table .

Excerpt of the first 12 column details from the supplementary journal selection information spreadsheet

How to Identify a Journal

The following sections offer a process for identifying journals, three key methods for creating a list of potential journal names, and strategies to investigate the details of each.

Your Reference List

The first place to begin identifying suitable journals to submit is through the references which inform your own work. The journals which publish the articles you have cited are likely to be relevant choices for your own work; particularly, those which inform the most fundamental aspects of your paper such as the background research through which you developed your research questions; on which your methodology is drawn; and any work which your findings either corroborate or contradict.

Indexing Databases

You may wish to identify journals not referenced in your paper. Indexing databases such as Google Scholar, Web of Science, Scopus, PubMed, or any of the many field-specific databases offer search and filtering options to identify articles and journals of interest.

Use the “advanced search” functions in these websites with keywords or short phrases of significant details and limit the publication years to the current and previous year (e.g., 2017–2018). The search results will show a list of recently published works that tell you these journals are currently active and interested in those topics.

The results from these platforms may include book titles, conference proceedings publications, or other formats which you are not interested in. Filter the results list for the most appropriate matches, adding relevant journal titles to your list. You can also use these databases to retrieve a certain amount of useful information to add to your journal information spreadsheet.

Depending on your personal preference or mandates from funders or institutions, you may be required to publish your work as open access (OA). If you wish to identify only open access journals, use the Directory of Open Access Journals (DOAJ)[ 9 ] and Science Open[ 10 ] as your search databases. Science Open indexes articles available as open access through which you may identify journals, even if they are not full OA titles. DOAJ, as the name suggests, is a comprehensive database of 12,205 open access journals, and almost 3.5 million articles (at time of writing). DOAJ has thorough criteria for assessing journals for inclusion in its database, aiming to include only journals which publish and perform peer review to a high standard; therefore, it serves as a useful resource for helping identify potentially “predatory” journals (a concept which will be discussed in detail later in this article).

Additionally, the Journal/Author Name Estimator (JANE)[ 11 ] is a useful independent platform created by academics to help authors identify suitable journals based on the abstract or keywords of a paper.

Publisher Websites

To identify journals within a specific publisher you may use their own platforms to search for keywords and topics. Most well-established publishers provide some searching and filtering functionality in their websites, but some, such as Elsevier's “Journal Finder”[ 12 ] and Springer's “Journal Suggester”[ 13 ] offer more sophisticated text-matching. Like the JANE journal locator, these platforms allow you to use your article title or abstract to produce a list of results with a similarity match score that helps you filter the most relevant options.

Aims and Scope

Once you have a list of journal titles you will need to investigate further to determine how suitable these journals really are for your manuscript. It is very important to understand the types of research a journal publishes as failure to fit this criteria is the main reason for immediate rejection of articles; “About 20-30% of the manuscripts can very quickly be categorized as unsuitable or beyond the scope of the journal.”[ 14 ]

To achieve this you will need to visit the homepages of each journal and thoroughly read around the site as well as recent articles. This may be time-consuming, but the information you obtain through this process can be referred to when you submit future papers.

The aims and scope, “about” section or other such mission-statement related page is where the journal should make clear the specifics of the subject in which it specializes. Is it a broad scope multi-disciplinary journal such as PLoS,[ 15 ] Nature,[ 16 ] or RIO[ 17 ]? Is it a large-scale multidisciplinary journal within a single field, such as eLife,[ 18 ] The Lancet[ 19 ] or New England Journal of Medicine[ 20 ]? Or does it have a very narrow focus for a specific field, such as The Lancet Oncology,[ 21 ] Clinical Infectious Diseases,[ 22 ] or Blood[ 23 ]?

If the journal mentions a national or geographical area in the title, this could mean different things which should be explained in the aims and scope. If the journal is named as regional, does it publish work which focuses on a country or geographical area, or is it simply based in that region (e.g., European Scientific Journal[ 24 ])? It may consider work from outside the region that compares populations or other findings from the area, giving the work relevance to the journal community, such as this publication, the Saudi Journal of Anesthesia, which states that it aims to “stimulate associated scientific research and communication between hospitals and universities in Saudi Arabia, the Arab countries and the rest of the World.”[ 25 ]

International journals may not simply accept papers from anywhere in the world. It could be that they accept only those papers which are created through an international authorship, involve an international range of participants or subjects, or provide evidence that is collected or relevant on a global scale (e.g., International Journal of Psychology[ 26 ]).

Make notes of whether the geographic scope will be relevant to want you need to achieve with your own work.

If the aims are not clear, look at the titles of several issues worth of papers to give you a clearer sense of what papers the journal publishes. You should get a good idea of the topics and geography of articles, as well as what the journal has been interested in over the previous year. Does your paper fit with their publication trends? Will it help to continue this trend, or will it add something new and relevant? Or does it seem unsuitable?

The aims and scope may also state the community of the journal. Is the journal intended for primary researchers, society members, people working in applied settings, industry, or the public? Does it appear that your paper is relevant to that audience?

Instructions for Authors

It is important to check this section thoroughly and to ensure your paper is formatted according to all requirements. This is one of an author's least favorite aspects of journal submission, with different journals having different instructions that create significant time reformatting should you need to submit to subsequent journals after your first. However, as inconvenient as these formatting requirements may be some journals can be very strict on enforcing them and along with the aims and scope, failure to conform to formatting instructions is A common reason for immediate rejection of papers.[ 27 , 28 ]

The types of research articles a journal accepts may be in the aims and scope or instructions for authors, but usually the latter. Look for lists of article types and details of formatting requirements for each, such as original empirical research, single studies, multivariate analysis, review articles (narrative reviews summarizing recent developments in a field, or systematic/meta-analysis, which provide statistical analysis of data over a wider timeframe). Some journals are review only some do not accept review articles at all. Case reports particularly in practical journals and applied specialities such as nursing or occupational health, and other shorter form papers, such as letters to editor, discussion or response to articles, book reviews may also be detailed.

This list is by no means exhaustive. There are many types of articles and different terminology used for each type, but be sure the journal accepts the type of paper you are writing.

Word limits are another of the more important aspects and these may differ between article types. Word counts can often apply to titles, abstracts, main text, and figure captions, so be sure to make a note of what the word count includes. There may also be limits to the number of keywords, figures, tables, and references.

Is there a preferred manuscript structure? Does the journal allow or disallow headings and are there formatting conventions? Should the abstract be structured (e.g., with headings for Introduction, Methods, Results, Discussion), or is a single paragraph of text allowed?

Is there a standardized referencing or formatting style given, such as Harvard, APA, or Chicago, or does the journal describe its own formatting in detail? Is there a set template for formatting manuscripts provided in the website, or can you use a LaTeX editing template though Overleaf,[ 29 ] Authorea,[ 30 ] or other service?

Accessibility and Discoverability

Does the journal describe any social media presence, marketing activity, and the indexing databases in which it is listed? This aspect of journal selection will inform you of where your article may be found, the likelihood of your paper being promoted by the journal and discovered by readers. If the journal claims to be indexed in particular databases, can you verify this is the case by searching and finding them?

Speed of Peer Review and Publication

Journals are becoming increasingly transparent about their peer review processes and many may even provide statistics on the average peer review times or time from first submission to publication. For example, the Elsevier “Journal Finder” tool provides such peer review and production timeframes for the journals it returns in the search results. This information can be helpful for adjusting your own expectations of how long the process should take. The website SciRev provides subject-area level data on several measures of peer review timeframes, based on research in 2017 by Huisman and Smits,[ 31 ] with which you can benchmark journal processes; for example, the average time for a first decision on a fully reviewed paper in the Medicine category is 8 weeks, and from first submission to acceptance is 12 weeks.[ 32 ]

Publication Models

Is the journal closed-access subscription-based, fully open access, or a hybrid of the two? What are the fees for open access? Does it offer waivers for residents of certain countries (e.g., adopting the Research4Life program). In addition to OA fees, are there additional charges for color figures or any pages over a certain number? It is important to look for this information first in case you are met with an invoice for payments during the production stages.

The licensing and copyright options of the journal should also be made clear. If the journal is a subscription model, can you see the terms of passing copyright to the publisher before you submit? Can you obtain them to determine whether you are happy with the conditions? If the journal is open access, does it mention the Creative Commons licenses under which open access articles can be published? Does it offer a choice of options?

The publication model may affect whether the journal complies with any funding body or institutional mandates that determine where you must publish your article.

Archiving Policies

Does the journal allow you to post articles to preprint servers during the peer review stage? Will it consider papers that are already available as a preprint. Will you be allowed to post a preprint on your website after acceptance?

Both the publication models and policies around preprints can have implications for the readership and sharing potential for your work both during review and postpublication, and the rights you retain as the author of your work.

Ethics Statements and Adherence to Guidelines

Does the journal provide any ethics statements about its editorial processes, expectations of its editors, reviewers, and authors, and give information about other ethical or legal requirements it expects authors to adhere to or comply with on submitting articles.

Journal ethics may fall into two categories, both of which will be important for you to take note of Editorial/publishing ethics and research ethics. Research ethics are likely to be requirements you will need to state when submitting your article, such as evidence of institutional review board acceptance of methodologies or patient consent. Publication ethics refers to expectations regarding plagiarism, simultaneous submission to multiple journals, agreement from all authors to submit and several other measures.

The Committee on Publication Ethics (COPE)[ 33 ] is the definitive body on publishing ethics. Many journals are members of this organization and will display badges or statements from COPE on their websites. This should reassure you that the journal intends to conduct itself to a high standard and give you recourse should you feel anything unethical occurs in the handling of your paper. COPE provides many resources for authors which you should familiarize yourself with if you are new to the submission process or have not visited their website before.

Journal Metrics

Does the journal have a Clarivate Web of Science Impact Factor (IF) or Elsevier Scopus Journal rank score (SJR) or CiteScore, or Google Scholar H-Index? Are you required to submit to a journal with one of these metrics?

The recent Author Perspectives on Academic Publishing report by Editage,[ 34 ] based on a survey of 6,903 researchers found the highest rated factor which influenced authors' choice of journal was Impact Factor. However, the survey also reported that “one reason why authors find journal selection so difficult is that they struggle to find a journal that both has the required Impact Factor and is likely to accept their manuscript.” This finding illustrated that although Impact Factor is desired criteria for various reasons, it is not an efficient or effective means by which most authors can, or should, use to determine which journal to select. Of the 42,500 journals worldwide mentioned at the start of this paper, just 11,655 across 234 disciplines[ 35 ] have an Impact Factor. This alone illustrates how restrictive the options to authors can be when limiting the criteria to these metrics.

This paper acknowledges that the requirement to publish in Web of Science or Scopus indexed journals exists, and authors often need to select a journal based purely on metrics such as the Impact Factor or SJR, but also cautions against using this as an isolated search criteria where possible, and supports the San Francisco Declaration on Research Assessment (DORA),[ 36 ] which was established to “ensure that hiring, promotion, and funding decisions focus on the qualities of research that are most desirable – insight, impact, reliability and re-usability – rather than on questionable proxies” (statement from DORA Roadmap, June 27, 2018).

In addition to the Impact Factor, a journal may provide additional alternative article-level metrics on its webpages. These may be in the form of usage, pdf download, or other readership statistics, or Altmetrics[ 37 ] or Plum Analytics[ 38 ] information. These latter platforms are at the forefront of the alternative metrics movement and may give you insights into how articles from a journal are used, the communities which discuss the papers and other forms of impact, attention, and presence which are not based on citation metrics. Alternative metrics capture mentions on social media platforms, news media, blogs and websites, the use of articles in policy or other official documents, discussions on postpublication peer review sites, additions to bibliography platforms such as Mendeley, and many other sources. All this activity gives insight into the presence of the journal, what topics have been of particular interest, and the reaction with which your paper may be met.

Taken alone, the validity and integrity of using all metrics discussed in this section for assessment purposes and journal selection is questionable and inadvisable; however, these metrics do offer some function when using the database sources of these metrics as search tools in combination with other factors discussed in this paper.

Editorial Board

Look at the editorial board of the journal. Do you recognize any of the names? Are any of the board members cited in your paper? If so, it is likely that your paper is within the scope of the journal. If you do not recognize any of the board and no information is provided about their field, or even institution, you could search for some of the key members online to see if they are specialists in the area of your article.

If you are unable to find any of the members online, or their details do not match what is provided on the journal site, then you should leave this journal off your list, a situation which brings us to the final part of the journal selection section of this article: predatory publishing.

Predatory Publishing

No article discussing journal selection and open access would be complete without mention of “predatory publishing.” This term refers to publishers or journals that take advantage of the open access publishing model to be money-making operations with no regard for the scientific endeavour. This is a simplified definition of a more complex socioeconomic phenomenon that this paper will not analyze in great detail but is important enough to mention, as there is some evidence that these journals are damaging the reputation of open access as a legitimate publishing option,[ 34 ] which is a perception that needs countering.

The most commonly used term for these journals appears to be “predatory publishers” or “predatory journals.” They are also known as “fake journals,” “scam journals,” “trash journals,” “illegitimate journals,” among other terms. I prefer the term “shell journals,” as this accurately describes the lack of rigorous scholarly service, particularly peer review, and technical infrastructure required to ensure the integrity and permanence of scientific research. The term “deceptive journals” is also particularly appropriate, as often these journals make claims of integrity, peer review processes, indexing database status, or metrics to convince inexperienced authors that the journal is a more viable platform than it actually is. The core problem of these journals is perhaps in identifying what they lack, rather than how they act.

There is an increasing body of research and gray literature that aim to provide rubric for identifying problematic journals, most famously the controversial, and now closed, Beall's List, and more recently a scoping review by Cobey et al .,[ 39 ] yet none have been able to provide decisive, noncontradictory statements around any single measure or process for assessing such journals. Identification of these journals often requires a combination of problems to be apparent, and the ability to recognize the details which signify these problems. The methods and details discussed in this paper will help to identify suitable journals with confidence and ensure that by meeting all criteria required for your paper, journals with poor practices that do not offer what you need will be weeded out, regardless of who the publisher of that journal is.

Writing a Cover Letter

Cover letters are something of a controversial topic, with some journal editors ignoring them, but others paying close attention to all they receive. The number of submissions each editor must deal with may play a role in preference for reading cover letters or not but that does not mean you should ignore this step.

A good cover letter need only includes a few key features to effectively support your submission.

First, address the editor by name, but be sure you have the right name and the correct name of journal, especially if you are submitting to a second or subsequent choice journal. Author addressing the wrong editor and journal is a situation which occurs more often than you would expect and does not make a good impression.

If there are several coeditors, you could address the person you feel is the specialist on the topics of your paper. If you do not know this information, mention all by name, or simply address your letter to “Dear Editors.”

Next, the important pitch to the editor about the value of your article: Briefly describe the main theme of your paper, the relevance it has to the journal, and the contribution your paper makes to existing knowledge.

To support the description of your paper, you could check to see whether the journal has published papers on similar topics in the previous year (which you are likely to have done when researching your list). Does your paper fit with their publication trends? Will it help to continue this trend, or will it add something new that remains relevant? Make these statements in your letter and mention specific papers. It is a nice touch to imply that you are familiar with the content of the journal and helps to reinforce your claims that your paper is relevant and should be reviewed.

You may also include suggestion of three to six reviewers for process. These suggestions may not be used, but any work you can do to make the job of the editor handling the review process easier will be appreciated. These could be names of authors cited in your references, editorial board members, or other scholars you are aware of in the field. You should not suggest any colleagues, collaborators, close acquaintances, or other individuals who would have a conflict of interest in reviewing your paper.

You may also name individuals who should not review your paper. These could be close collaborators, competitors, or others you feel would not be able to give your paper a bias-free review.

Finally, formal declarations should be provided, stating your work is original, has not been simultaneously submitted to another journal, that all named authors give permission for the paper to be submitted, that you have no conflicts of interest in the findings and conclusions presented in the paper, and name any funding bodies which supported the work. You may also name any individuals who provide feedback or presubmission comments on your paper. If you have uploaded your paper to a preprint server, you should provide the reference.

This information should be no more than half a page but will efficiently convey to the editor why your paper is suitable for the journal and how it will be of interest to its readers.

Financial support and sponsorship

Conflicts of interest.

There are no conflicts of interest.

Writing a Cover Letter for Journal Submission [Free Template]

  • Research Process
  • Peer Review

Journal cover letters are your chance to lobby on behalf of your manuscript. This AJE Journal Cover Letter Guide offers some useful tips for getting them right. It also includes a free journal cover letter template.

Updated on September 20, 2018

two researchers writing a cover letter for journal submissions

The cover letter accompanying your journal submission is your chance to lobby on behalf of your manuscript. The letter is far from just a formality and should be written with the same care as your manuscript's text (if not more). Ultimately, your cover letter is designed to influence the decision of the editor to send your manuscript out for peer review. The letter will argue that your manuscript is a good fit for the journal you are submitting it to and highlight your most important findings. Let us help you produce the most effective cover letter possible.

Getting ready to submit your manuscript? Download our comprehensive Free Journal Cover Letter Writing Guide with Template .

A cover letter should be written like a standard business letter :

Address the editor formally by name, if known. Include your contact information, as well. This information is probably available through the journal's online submission system, but it is proper to provide it in the cover letter, too.

Begin your cover letter with a paragraph that states the name of the manuscript and the names of the authors. You can also describe what type of manuscript your submission is (research article, review, case report, etc.). In this first paragraph and the next, describe the rationale behind your study and the major findings from your research. You can refer to prior work that you have published if it is directly related.

Next, write a short paragraph that explains why your manuscript would be a good fit for the journal. Do not simply state that your manuscript is “of interest to the field” or “novel.” Address specific aspects of the journal's Aims & Scope statement. If the journal expresses interest in research with a clinical application, be sure to highlight the importance of your work in terms of clinical implications. If the journal mentions that it focuses on nanostructured materials, explain how your work involved such materials. Even if your work is not a perfect fit for the journal, be sure to address some of the Aims & Scope statement, and explain why your manuscript would be of interest to the journal's readers.

Finally, close with a brief paragraph indicating the following:

  • The manuscript is original (i.e., you wrote it, not copied it)
  • No part of the manuscript has been published before, nor is any part of it under consideration for publication at another journal
  • There are no conflicts of interest to disclose
  • A list of potential reviewers (only if requested by the journal)
  • Any researchers who should NOT review your manuscript

Together, this information provides assurance to the editor that your manuscript merits consideration for publication in their journal and that you are interested specifically in their journal. Sometimes great science will be reviewed regardless of the cover letter, but a well written cover letter is useful for the vast majority of scientists who want to make their research stand out.

Best of luck with your research! If you have any questions about your cover letter, write us anytime.

Ben Mudrak, Senior Product Manager at American Chemical Society/ChemRxiv, PhD, Molecular Genetics and Microbiology, Duke University

Ben Mudrak, PhD

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Cover Letter for Journal Submission Templates

Download a Microsoft Word template for a standard journal cover letter (also available with instructions in Chinese , Japanese , Korean , Portuguese , and Spanish ).

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Writing and formatting

In this section:

  • NEW! Featured Author Support
  • Language editing services
  • Reproducing third party illustrative materials
  • Suggesting reviewers
  • Writing a cover letter
  • Video abstracts
  • Video: How to submit your article

The cover letter gives you the opportunity to present an overview of your manuscript to the editor.

Your cover letter should include

  • The objective and approach of your research
  • Any novel contributions reported
  • Why your manuscript should be published in this journal
  • Any special considerations about your submission
  • Related papers by you and/or your fellow authors (published or under consideration)
  • Previous reviews of your submission
  • Previous submissions of your manuscript to that journal
  • Previous communication you’ve had with journal staff

You’re encouraged to submit previous communications as they can help expedite the review process. If you have any of the following, you can submit them as ‘Supplementary file for editors only’:

  • Copies of related papers
  • Previous editors’ comments and your responses
  • Previous reviewers’ comments and your responses

NIH Employees

If you or any of your co-authors are NIH employees, you will have to submit a completed and signed NIH Publishing Agreement and Manuscript Cover Sheet according to NIH’s Employee Procedures .

Scientific Publishing in Biomedicine: How to Write a Cover Letter?

Affiliations.

  • 1 Nutrition and Endocrine Research Center, Research Institute for Endocrine Sciences, Shahid Beheshti University of Medical Sciences, Tehran, Iran.
  • 2 Department of Molecular, Cellular and Biomedical Sciences, Sophie Davis School of Biomedical Education, School of Medicine, City University of New York, New York, USA.
  • 3 Endocrine Physiology Research Center, Research Institute for Endocrine Sciences, Shahid Beheshti University of Medical Sciences, Tehran, Iran.
  • PMID: 34567139
  • PMCID: PMC8453652
  • DOI: 10.5812/ijem.115242

A cover (covering) letter is a brief business letter introducing the scientific work alongside the submission process of a manuscript and is required by most scientific peer-review journals. A typical cover letter includes the name of the editor and the journal, date of submission, the characteristics of the manuscript, the importance of the work and its relevance to prospective audiences, declarations such as author agreements, conflicts of interest statement, funding source (s), and ethical statements. The letter also includes the contact information of the corresponding author (s) and may also include suggestions of potential reviewers. Spending enough time to draft an informative, comprehensive, and concise cover letter is quite worthwhile; a poorly drafted one would not persuade the editor that the submitted work is fit for publication and may lead to immediate rejection. Here, we provide a practical guide to draft a well-written, concise, and professional cover letter for a scientific medical paper.

Keywords: Cover Letter; Medical Scientific Journals; Scientific Publishing; Scientific Writing.

Copyright © 2021, International Journal of Endocrinology and Metabolism.

Publication types

  • Levy Library
  • Levy Library Guides
  • Research Support
  • Journal Selection and Identification
  • Cover Letters for Journal Submission

Journal Selection and Identification: Cover Letters for Journal Submission

  • Workflow for Journal Identification and Selection
  • Using JANE to Generate a List of Publication Targets
  • Using PubsHub for Journal Selection
  • Other Journal Selection/Manuscript Matcher Resources
  • Journal Impact Factors For the Top Journals in Your Field

Tips on Writing Cover Letters

checklist with a small pencil

A cover letter intended to be submitted with your article manuscript is not a formality. Care should be taken when writing such a letter. When writing a cover letter, keep these tips in mind:

  • Include a statement that your research has not been published elsewhere or is not under consideration for publication elsewhere
  • Keep it concise - at maximum, a page long
  • Do not copy and paste your abstract; write a clear paragraph explaining why your research is important and why that journal's readers would find it interesting
  • Make sure you are including all the information that the Instructions for Authors page on the journal's website asks you to
  • Publishers sometimes have their own templates - use those as a guide
  • Proofread, proofread, proofread! Make sure you letter is free of typos and is addressed to the correct editor and journal

Information above was taken from the sources below.

Image by  Mehmed_Nurrohmad  on Pixabay .

  • Key Information to Include in Your Cover Letter A template of information that should be included in a cover letter. From Taylor & Francis.
  • Cover Letters Information that should be included in a cover letter, with an example of a poor cover letter. From Springer.
  • Writing a Journal Cover Letter A short guide to a good cover letter, along with a template. From American Journal Experts (AJE).
  • How to Write a Cover Letter A cover letter template from Wiley.
  • Submitting Your Manuscript: Write the Right Cover Letter A short guide to what should be included in a cover letter. From Cell Press.
  • Cover Letter and Submission Form Preparation A chapter from "Getting Published in the Life Sciences" (2011) that includes guidance on how to prepare a cover letter as well as a sample template.
  • << Previous: Journal Impact Factors For the Top Journals in Your Field
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Writing effective cover letters for journal submissions: Tips and a Word template

Writing a cover letter

When you need to submit a cover letter with your manuscript, you'll probably write it just before submission. Like many other authors, you may find yourself wondering what to write and taking longer than you expected, causing last-minute delays and stress.

To help you write effective cover letters—and to write them quickly and easily—in this article we offer some tips on layout and appropriate wording. Also, you can download our template cover letter (Word file) to help you save time writing and help you remember to include standard author statements and other information commonly required by journals.

If you are submitting a revised paper to the same journal, note that the response letter to the reviewers is different from the cover letter used at initial submission. You can find tips and a template on writing effective response letters to the reviewers in our previous article .

Many journals require a cover letter and state this in their guidelines for authors (alternatively known as author guidelines, information for authors, guide for authors, guidelines for papers, submission guide, etc.). For some journals, a cover letter is optional or may not be not required, but it's probably a good idea to include one.

Why do some journals ask for cover letters?

Cover letters can be helpful to journal staff in the following ways.

1. Cover letters that include standard statements required by the journal allow the journal staff to quickly confirm that the authors have (or say they have) followed certain ethical research and publishing practices.

These statements assert that the authors followed standard practices, which may include (i) adhering to ethical guidelines for research involving humans ( Declaration of Helsinki ), involving animals ( ARRIVE guidelines ), or falling under institutional guidelines; (ii) obtaining ethics approval from institutional review boards or ethics committees; (iii) obtaining informed consent or assent from participants; (iv) complying with authorship criteria (e.g., ICMJE criteria ); (v) confirming no duplicate submissions have been made; and (vi) recommending reviewers for your paper, which may include specifying peers that you prefer not be contacted.

2. Cover letters can summarize your manuscript quickly for the journal editor, highlighting your most important findings and their implications to show why your manuscript would be of interest.

Some journals, such as Nature, state that while a cover letter is optional, it provides "an excellent opportunity to briefly discuss the importance of the submitted work and why it is appropriate for the journal." Some publishers, such as Springer , recommend that you write a cover letter to help "sell" your manuscript to the journal editor.

3. Cover letters that contain all of the information required by the journal (as stated in the guideline for authors) can indicate that you have spent time carefully formatting the manuscript to fit the journal's style. This creates a good first impression. Addressing the letter to a named editor at the journal also shows that you took the time to write your letter (and by extension, your manuscript) with care and considered the fit with the journal beyond just impact factor.

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What makes an effective cover letter?

Cover letters should be short—preferably no more than 1 page—and they often use single line spacing. The content can be broadly divided into six sections:

  • Addressee's information and date of submission
  • Opening salutation
  • Purpose statement and administrative information
  • Summary of main research findings and implications
  • Statements or information required by the journal
  • Closing salutation and your contact information

Let's look at some tips for each section. And don't forget to download the template , which shows these tips already in place.

1. Addressee's information and date of submission

  • Check the journal's website for the name of the editor who handles submissions; this could be the Managing Editor or an editor assigned to your geographical region. If no handling editor is named, address your cover letter to the Editor-in-Chief. Some journals ask that you identify a specific editor for your specialty.
  • Write the name of the addressee in the top left corner of the page.
  • Write the date beneath. To minimize the number of line breaks used in your cover letter (and help keep it to one page of text), you can put the date to the right if you wish.
  • Note that dates written as numerals only can be confusing: 02/03/2017 can be read "2 March 2017" in British and "3 February 2017" in American English. Using the format "3 February 2017" or "February 3, 2017" is clear.

2. Opening salutation

  • Write the title and last name of the addressee (exclude the first name); for example, "Professor Brown" or "Dr. Baker" (British English: "Dr Baker").
  • If you can't find a named editor on the journal website, then you can use the opening salutation "Dear Editor".
  • At the end of the opening salutation, you can use a comma or a colon; that is, "Dear Dr. Baker," or "Dear Dr. Baker:" (British English uses the comma; American English uses either, but the colon is considered more formal).

3. Purpose statement and administrative information

  • Clearly state the purpose of your letter (that you are submitting a manuscript) and then state your manuscript title, author names (or first author "Brown et al."), and article type (e.g., original paper).
  • Be sure to use the journal's own terminology to refer to the article type; for example, some journals use the term "Regular Articles" for a full research paper, whereas others use "Original Submissions", "Full Papers", "Original Articles", among others.
  • See the downloadable Word template for an example sentence that presents this information clearly and concisely.
  • If your submission consists of many files, consider summarizing them in one short sentence so that the journal editor is sure all of the files have been received; for example, "There are 8 files in all: 1 main manuscript file, 1 highlights file, 3 figure files, 1 table file, 1 supplementary data file, and 1 supplementary figures file".

4. Summary of main research findings and implications

  • In a new paragraph, summarize the purpose of your research (the research gap or problem it addresses), the main findings, and finally the implications of these findings. This is your main chance to highlight the value of your work to the journal editor, so keep this short and focused. (Journal editors may receive thousands of submissions annually, and many fulfill editing duties on top of their own research and teaching schedule, so you should strive to make their jobs easier by providing as concise a summary as possible.)
  • Be sure to tailor your statements so that they're in line with the readership of the journal. For example, if you are submitting to a more general journal that has a diverse readership, underscore the possible impact your findings could have in multiple fields. Conversely, if you are submitting to a publication with narrow scope, you can write about your findings in highly focused terms.
  • Avoid simply reproducing sentences verbatim from the abstract—which the journal editor will likely read next. Instead, if you take sentences from your abstract as a base to work from, then try to craft a much shorter summary that clearly fits the journal's focus and that highlights the implications of your work for the journal's readers. In fact, Nature guidelines state specifically to "avoid repeating information that is already present in the abstract and introduction."
  • When stating that you think your work is a good fit for the journal, be sure not to use exaggerated flattery. Avoid using words like "esteemed" and "prestigious" to describe the journal: "We believe that these findings will be of interest to the readers of your esteemed/prestigious journal."
  • It's helpful to the journal editor to state if your work directly relates to a paper published by another author in the same journal. Also, mention if your study closely relates to or extends your previously published work, so it is clear why your submitted manuscript is novel or important enough to publish.

Common phrases in this paragraph:

Summarizing the purpose of your research

  • This study presents/summarizes/examines…
  • X remains a problem for (engineers/software developers/local government). In this study, we (examined/investigated/developed and tested)…

Presenting your main results

  • Our main findings/results were that…
  • The most interesting/important findings were that…
  • Most importantly, our findings can improve/reduce/help…

Highlighting the relevance of your findings

  • These findings should enable (engineers/doctors/local government) to…
  • We believe that these findings will be of interest to the readers of your journal.

5. Statements or information required by the journal

  • In this new paragraph, provide any statements that the journal requires be included in your cover letter. Be sure to review the journal's guidelines to know what information you should provide.
  • Some journals or publishers have very specific requirements. For example, PLOS requires that authors describe any prior interactions with the journal in the cover letter, as well as suggest appropriate Academic Editors from the journal's editorial board to handle the submission.
  • Some journals require that sentences are provided verbatim in the cover letter. The guidelines will tell you to copy and paste the sentence provided in quotation marks into the cover letter. For example, Springer states that cover letters should contain two specific sentences: "We confirm that this manuscript has not been published elsewhere and is not under consideration by another journal" and "All authors have approved the manuscript and agree with its submission to [insert the name of the target journal]."
  • Several statements pertaining to research and publication ethics are commonly required by journals across a broad range of fields. These are given in our downloadable Word template . When using the template, you can retain the statements in full, revise them slightly as appropriate to your circumstances, replace them with any similar wording required by the journal, or delete them if they do not fit your specific situation.

Previous contact with the journal

  • We state that we have had no previous contact with the journal regarding this submission.
  • We previously contacted the journal to inquire about/to check whether…

Conflict of interests and financial disclosures

  • The authors have no conflicts of interest to declare.
  • X.Y. advises Company A and has received lecture fees from Company B.
  • This study was supported by a grant from Z.
  • No financial support was received for this study/work.
  • A.B. conceived the study, analyzed the data, and drafted the manuscript; C.D. analyzed the data…
  • All authors have approved the manuscript and agree with its submission to the journal.
  • All authors approved the final version of the manuscript and agree to be accountable for all aspects of this work.

Suggested reviewers

  • Potential reviewers for our manuscript are:
  • We believe that the following individual(s) would be well suited to reviewing our manuscript.

Request to exclude reviewers

  • We request that the following individual(s) not be approached to review our manuscript (because…).

Concurrent/duplicate submissions

  • We declare that this manuscript has not been published before, in whole or in part, and is not currently being considered for publication elsewhere.
  • This study was presented in part at…
  • This study was previously published in Japanese (citation) and…

6. Closing salutation and your contact information

  • Briefly thank the journal editor for considering the manuscript and follow this with the full contact information of the corresponding author (name, academic degrees or professional qualifications; affiliation and postal address; telephone (and fax); email).
  • Be sure to maintain a collegial tone to leave the journal editor with the best impression as he or she finishes reading your cover letter and moves on to evaluate your manuscript.
  • Avoid statements that could be construed as presuming to give instructions to the editor. For example, "we look forward to your review of our manuscript" implicitly directs the editor to review your paper. Also, we look forward to hearing from you "at your earliest convenience/as soon as possible" implicitly directs the editor to communicate with you quickly; instead, simply use a neutral but polite phrase such as "we look forward to hearing from you" or "we look forward to hearing from you in due course".
  • A suitable closing salutation is "Sincerely," or "Yours sincerely,"

Although the cover letter is not, strictly speaking, a part of your manuscript, it can affect how your submission is perceived by the journal editor. A cover letter that is tailored to the journal, introduces your work persuasively, and is free from spelling and grammatical errors can help prime the editor to view your submission positively before he or she even looks over your manuscript.

We hope our tips and Word template can help you create professional, complete cover letters in a time-effective way. Our specialist editors, translators, and writers are available to help create or revise the content to be error-free and, as part of our additional comprehensive Guidelines for Authors service , we can ensure the cover letter includes all of the statements required by the journal.

Lastly, just as a reminder for members of ThinkSCIENCE's free annual rewards program , remember to claim your reward of free editing or translation of one cover letter alongside editing or translation of a full paper before the end of the March!

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Preparing your material

MAKE SURE YOUR SUBMISSION IS COMPLETE

What your submission should include

  • Manuscript file [including Methods, Figures and Extended Data if applicable]
  • Cover letter 
  • Supplementary Information – optional; see details below.

Manuscript file

The manuscript file must contain:

  • Names and affiliations of all co-authors (if you choose double-blind peer review , you should put this information in the cover letter). The primary affiliation for each author should be the institution where the majority of their work was done. If an author has subsequently moved, the current address may also be stated. Large Language Models (LLMs), such as ChatGPT , do not currently satisfy our authorship criteria . Notably an attribution of authorship carries with it accountability for the work, which cannot be effectively applied to LLMs. Use of an LLM should be properly documented in the Methods section (and if a Methods section is not available, in a suitable alternative part) of the manuscript.
  • A detailed description of the findings of the work, including sufficient information on methods and materials which would enable replication of the study by a fellow expert. 
  • A reference list.
  • OPTIONAL Extended Data – Extended Data figures and tables are online-only display items that provide essential background to the main paper but are not included as main display items due to space constraints or being of interest only to specialists. A maximum of ten Extended Data display items is permitted. 

Methods & Protocols

The Methods section should be written as concisely as possible but should contain all elements necessary to allow interpretation and replication of the results. The Methods sections of all original research papers will appear in all online versions. 

Authors are encouraged to deposit the step-by-step protocols used in their study to Protocol Exchange , an open resource maintained by Nature Research. Protocols deposited by the authors will be linked to the online Methods section upon publication.

Cover letter

The cover letter should explain the importance of the work, and why you consider it appropriate for the diverse readership of Nature Medicine . 

The cover letter should: 

  • Disclose details of any related manuscripts that all authors have under consideration or in press elsewhere.
  • Let us know whether you have had any prior discussions with a Nature Medicine  editor about the work described in the manuscript.
  • If choosing double-blind peer review , include the affiliation and contact information for all authors (instead of putting it in the manuscript file). 
  • OPTIONAL. Provide the name and institution of reviewers you would like to recommend and/or people you would like to be excluded from peer review (explaining why).
  • The cover letter is not seen by peer reviewers.

Supplementary Information

Any information (including display items) not directly related to the description of the main findings, but needed to properly understand and replicate the study, should be included in supplementary information files.

Only Supplementary Information that is relevant to the conclusions of the paper should be included.

The Supplementary Information document will be sent to peer reviewers alongside the manuscript file. 

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Guidance for new authors

The BMJ offers many opportunities for first-time authors and newly qualified doctors to get published. If you are stuck thinking about how to get started this guidance will help.

Medical students and doctors within two years of qualifying should also read how you can contribute to our Student section .

Why publish?

Newly qualified doctors are encouraged to get publications. Besides improving your CV, there are many motives and reasons for newly qualified doctors to publish their work. Getting published gives you the opportunity to say something important, provoke debate, share your experiences, educate others, change practice, and occasionally make some extra money.

What to write about

Unless you have a track record as an author, it is unusual for a journal to give you an idea to write about, or to commission an article. Usually it is down to newly qualified doctors to come up with an idea.

As a newly qualified doctor, you are likely to spend a lot of time with patients. Why not start by keeping an eye out for interesting cases, images, or situations where you have learned a lot?

One of these could prompt you to write a case report, based on an unusual case or to remind others of an important message. Alternatively you might have an idea for an education article – these are usually based on more common or typical situations and presentations. If you have not written before, consider working with a peer or senior colleague who is familiar with how to write this type of article.

You may come across a medical issue or a new development that you would like to write about. Or you might form an opinion, see, or read something that others may be interested in too. This could form the basis of an opinion or review article.

Some medical journals are developing online communities. You could build your confidence in writing by starting or joining a discussion. Post on a medical forum, or submit a Rapid Response to an article that has spurred your attention. Or you could write a blog for the BMJ Opinion site . To do this, contact Juliet Dobson at [email protected]

Audit and research

Newly qualified doctors are often involved in audit, and sometimes in research, which specific journals may be interested in. If you get involved in such projects make sure you negotiate how your work will be acknowledged. Will you be named as a contributor or as an author?

Developing your idea

Before you commit time to writing an article, consider your idea and all the options available to you. Talk to colleagues. Take a look online, perhaps on a general search engine such as Google , or medical search engine such as Pubmed and get an idea about what has already been written on the topic you hope to write about. This might help you gauge how original, well documented, or topical the subject is.

Editors are after the best content for their readers so consider how relevant your article will be to the readers of the journal that you plan to submit to. It is worth considering if your article is relevant to specialists, or to a wider audience, to doctors in a specific area of the country, nationally, or internationally.

To browse BMJ Journals follow this link . To look at the content of a specific journal, choose from the dropdown list on the right hand side, and select “go”. This will take you to the homepage. You will be able to look at recent content and think about how your idea might fit in.

From most of the BMJ Journals’ home page, you can select the link “About the journal” on the navigation bar - for example, the Emergency Medicine Journal . This will bring up a section on the remit of the journal. On a further navigation bar that appears beneath “About the journal” you can also click on and read “Instructions for authors” from this screen.

“Instructions for authors” will give you guidance about the types of articles they accept and instructions on how to present and format your article. Following these instructions will show editors that you have carefully considered the article.

What are editors looking for?

When editors are reading an article they may be looking for important topics for their readers, originality, and potential to improve patient care. They are also looking for clear and honest writing.

You are likely to improve your chances of publication if you choose the right journal, follow its advice to authors and submit it with the correct information, such as competing interest statements or patient consent. A cover letter can outline the importance of your article to the journal’s readers.

Pitching your idea

Before you commit time to writing you could consider contacting the relevant editor to discuss your submission. Contact details can be found on journal websites. It is best to keep this brief. Outline your idea, the type of article you want to write, what you qualifications have (and those that any co-authors may have), and how you can be contacted.

It is unusual for a journal to make a commitment to publish an article without seeing the finished product, and it is common for ideas to be rejected. Do not be put off. You may be able to present your idea to another journal, and you are likely to learn something from this process.

Top BMJ articles for newly qualified doctors to write

Tips for writing, what happens once your article has been submitted.

First your article will be read by one of the editors. If they think the article is promising it may be sent to another editor for a second opinion, or out for external peer review depending on the article type. This means that other clinicians will be asked how suitable they think the article it is for publication. Their comments should be constructive. If the editors decide to pursue your article they may ask you to make some alterations. If the article is accepted you will be contacted at a later date to make minor alterations and clarifications as the article is prepared by the production staff for publication.

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Prepare supporting information

Please make sure you have the following information available before you submit your manuscript:

Author information

Full names and email addresses of all co-authors on your manuscript.

Cover letter

A cover letter that includes the following information, as well as any additional information requested in the instructions for your specific article type (see main manuscript section above):

  • An explanation of why your manuscript should be published in BMC Medicine
  • An explanation of any issues relating to journal policies
  • A declaration of any potential competing interests
  • Confirmation that all authors have approved the manuscript for submission
  • Confirmation that the content of the manuscript has not been published, or submitted for publication elsewhere (see our Duplicate publication policy )
  • If you are submitting a manuscript to a particular special issue, please refer to its specific name in your covering letter

Peer reviewers

You may suggest potential peer reviewers for your manuscript. If you wish to do so, please provide institutional email addresses where possible, or information which will help the Editor to verify the identity of the reviewer (for example an ORCID or Scopus ID). Intentionally falsifying information, for example, suggesting reviewers with a false name or email address, will result in rejection of your manuscript and may lead to further investigation in line with our misconduct policy.

Excluding peer reviewers

During submission you may enter details of anyone who you would prefer not to review your manuscript.

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2022 Citation Impact 9.3 - 2-year Impact Factor 10.4 - 5-year Impact Factor 3.011 - SNIP (Source Normalized Impact per Paper) 3.447 - SJR (SCImago Journal Rank)

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BMC Medicine  is happy to consider manuscripts that have been, or will be, posted on a preprint server. Authors are able to submit their manuscripts directly from  medRxiv , without having to re-upload files.

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BMC Medicine is accepting Registered Reports. Find out more about this innovative format in our Submission Guidelines .

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Cover letter

A well-written cover letter clearly explains why the submission will be of interest to the journal's readers.

It should also be used to highlight any potential issues such as related manuscripts currently under consideration in any other Springer Nature publication, as well as indicating whether you have had any prior discussions with a Springer Nature editor about the work described in the manuscript.

It is an opportunity to declare that the manuscript is not being considered for publication in any other journal and recommend or exclude reviewers (including the reasons why).

Finally, it can be used to address any issues encountered while submitting the manuscript. 

Cover letter checklist:

  • Check the journal’s Instructions for Authors for any cover letter requirements on the journals homepage.
  • Address the editor who will be assessing your manuscript by their name, if known.
  • Include the date of submission and the journal you are submitting to.
  • First paragraph: Include the title and article type (e.g. review, research, case study)  and briefly explain the background and question you sought out to answer and why.
  • Second paragraph: Concisely explain what was done, the main findings and why they are significant.
  • Third paragraph: Indicate why the readers of the journal would be interested in the work by showing how your study fulfils the aims and scope of the journal and point out the importance of it. 
  • To conclude, state the corresponding author and any journal-specific requirements that need to be complied with (e. g. ethical standards).
  • All cover letters should contain these sentences: "We confirm that this manuscript has not been published elsewhere and is not under consideration by another journal. All authors have approved the manuscript and agree with its submission to [insert the name of the target journal]."

For more detailed information, please check How to submit a journal article: Cover letters . 

For a complete tutorial on article submissions, please check Submitting a journal manuscript and peer review .

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Physician Cover Letters: Why Writing a Good One Is As Important As Ever

Career resources content posted on NEJM CareerCenter is produced by freelance health care writers as an advertising service of NEJM Group, a division of the Massachusetts Medical Society and should not be construed as coming from, or representing the views of, the New England Journal of Medicine , NEJM Group, or the Massachusetts Medical Society

Physicians seeking a practice opportunity might think of the cover letter as an old-fashioned, generally unimportant component of their application for or expression of interest in a position, but that is not the case. In this digital age of clipped, often rapid-fire communications, the cover letter has become more important than ever because it offers a way to differentiate the physician from other candidates. It provides a vehicle for sharing personal and professional information that might be important to prospective employers but doesn’t quite fit in the CV. The cover letter should be brief, well written, professional and positive in tone, and absolutely error-free. It should also give the recipient the sense that the physician has researched the opportunity or organization before writing the letter.

By Bonnie Darves

When a physician encounters the seemingly perfect practice opportunity — with a mid-sized group in their hometown that is affiliated with a health system that has an excellent reputation — it’s tempting to quickly compose the requested cover letter to accompany her CV and send it off.

Yes, it is smart to express interest in a desirable position as soon as possible, but it’s not prudent to view the cover letter as a mere formality. Today, when so much communication between physicians and recruiters or prospective employers is electronic — in either brief email responses or via online forms — the cover letter has become increasingly important. Here’s why: The carefully crafted letter offers an opportunity to differentiate the resident or fellow from other physicians who respond, and a chance to demonstrate highly personalized interest in the position.

“The cover letter’s value is certainly not decreasing in the digital age. Because it is usually the second contact physicians have with an organization, it is very important,” said James Tysinger, PhD, vice chair for professional development in the University of Texas Health Science Center department of family and community medicine in San Antonio. “It is your opportunity to include something about who you are, and to provide information that won’t be in your CV about why the position and the geographic location interest you.” For the resident seeking a fellowship, the letter is the ideal vehicle to convey to the program director that the physician has researched the program’s focus and reputation, he added.

Longtime recruiter Regina Levison, president of the national firm Levison Search Associates, agrees that the geographic preference statement is a vital piece of information that should appear early in the letter. “The geographic ‘connection’ to the opportunity’s location is the most important message you can include — whether it’s because you grew up there, have relatives in the region, or simply have always dreamed of living or working there,” Ms. Levison said. “Health care organizations today are not just recruiting to fill a specific opportunity; they are recruiting for retention.” As the health care delivery system changes to incorporate accountable care organizations and quality focused reimbursement, organizations are seeking physicians who will “stay around” to help meet long-term organizational objectives.

Craig Fowler, president of the National Association of Physician Recruiters (NAPR), and vice president of recruiting and training for Pinnacle Health Group in Atlanta, urges residents to include at least an introductory cover letter or note with their CV, even when it’s not requested. In his experience, 8 out of 10 physicians who express initial interest in a position don’t take the effort to write a letter unless asked.

“The cover letter really is a differentiator, and even though a recruiter will always look at your CV first, the letter is nice to have. I often feel that it gives me a sense of the physician — a good letter can make the physician come to life,” Mr. Fowler said. He enjoys, for example, learning about the physician’s personal interests and family, in addition to what he seeks in a practice opportunity.

Peter Cebulka, director of recruiting development for the national firm Merritt Hawkins, agrees that the cover letter can provide information that isn’t appropriate in a CV but could be important to a hiring organization. “The letter gives you a chance to talk about your professional goals, or why you’re committed to a particular area or practice setting,” Mr. Cebulka said. It can also highlight something compelling about the physician’s residency program that the recipient might not know.

If there are gaps in the CV that are not sensitive in nature, and therefore don’t require a phone conversation, that information should be included in the letter. “It’s important to briefly explain gaps because your application might be passed over if you don’t,” Mr. Fowler said.

Jim Stone, co-founder and president of The Medicus Firm, a national physician search company, offers helpful guidance on incorporating a career objective in the cover letter. “You may want to include a career objective or job search goals, but be careful not to be too specific or you may rule yourself out of consideration,” he advised. “Therefore, if there is one goal that really sums up your search, or some objective that is a must-have for you under any circumstances, it would be okay to include that.”

On another note, Mr. Stone urges physicians to include brief examples of any soft skills, such as communication, teamwork, technological aptitude, leadership, or problem solving.

Format and structure: short and targeted works While there are no rules per se about a cover letter’s length or content, there are general guidelines for what works best and is likely to be well received. (See “Cover letters: What to do, what to avoid” section at the end of this article.) Dr. Tysinger, who counsels residents and practicing physicians on preparing CVs and cover letters, and frequently presents on the topic, recommends a single-page, three-paragraph format delivered in a professional, business letter layout, in simple language. Following is his basic guidance on the letter’s structure:

  • First paragraph: Introduce yourself and state why you are writing — whether that is to be considered for a specific position, to express general interest in joining the organization, or the recommendation of a colleague.
  • Second paragraph: Provide brief details about yourself and why you are interested in the opportunity and the location. Note any professional connections to the opportunity or organization, and any special skills or interests, such as management or teaching.
  • Third paragraph: Thank the recipient for the opportunity to apply and for reviewing your CV, and end the letter with a statement indicating that you look forward to hearing from the recipient soon.

Other sources agreed that cover letters should not exceed one page, unless special circumstances dictate an extra paragraph or two. In that case, a two-page letter is acceptable. Ms. Levison advised briefly summarizing education and training in the second paragraph, and if it’s the physician’s first opportunity search, stating briefly why he became a physician.

It’s best to avoid going into extensive detail about personal interests or extracurricular pursuits. That could give the recipient the impression that the physician is more concerned about lifestyle than medical practice.

Professional tone, error-free content are musts It should go without saying that the cover letter must be professionally written and free of spelling or grammatical errors, but unfortunately, that’s not always the case. All of the recruiters interviewed for this article have received cover letters that are poorly written or, in some cases, replete with misspellings; all agreed that an error-riddled letter could prevent its writer from being considered for an opportunity regardless of her or his qualifications.

Of course, word processing programs include spell-checkers and, usually, some grammar-checking functionality. That’s helpful, but it isn’t sufficient vetting to ensure the letter is in excellent shape. Because of the letter’s potential importance, physicians should have several trusted individuals — on the professional and personal side — review the document, including a professional editor, if warranted. “If writing isn’t your strong suit, or English isn’t your first language, do get professional advice before you finalize the letter,” Mr. Cebulka recommends.

Ms. Levinson offers pointed advice regarding double-checking for errors. “Are there any typos or mistakes that would make the new organization question your ability to keep accurate records?” she said. It’s worth noting that some recruiting firms offer assistance with cover letter writing, but it’s best not to count on that service.

Striking the right tone in the cover letter can be somewhat challenging when the resident doesn’t have a good sense of the organization offering the opportunity. Some hospitals or groups are very formal, and therefore expect to receive formal communication. Others might be somewhat casual, from the standpoint of their culture, and therefore less inclined to bring in a physician who comes across as stiff, even if she isn’t. For these reasons, it’s smart to research the hiring entity to the extent possible before finishing the letter. The group’s website or the health system’s physician portal are good starting places to gauge the culture, but a discussion with a physician who practices there, happily, also can be helpful.

Ideally, the letter’s tone should be professional but friendly, and should sound like its writer, and not like a cookie-cutter form letter. “The letter should be professional and warm, and the tone should also reflect how you would communicate with patients and staff,” Ms. Levison said.

“A little colloquialism is OK, if it shows your personality,” Mr. Fowler maintains, provided the overall tone remains professional.

The sources concurred that the cover letter is not the forum for including a laundry list of the physician’s position parameters, or for negotiating compensation or other potential contract terms. Physicians in a highly recruited specialty might mention required equipment or infrastructure, if the lack of those items would preclude further discussion. But for the most part, those specifics should be left for an on-site interview.

“If the parameter is a potential deal-breaker, you can mention it, but avoid sounding inflexible,” Mr. Cebulka advised. That means not setting limits on the amount of call, or number of night shifts or weekends, for example. Those details can be discussed and possibly negotiated later.

Very important parameters should, however, be provided to the recruiter outside the context of the cover letter if such detail is requested. That’s especially important if the recruiter will introduce the physician to multiple opportunities.

“If you’re in a highly recruited specialty, there will be plenty of opportunities. But it’s helpful for recruiters to know what you’re absolutely looking for, so that you don’t waste your time or theirs,” Mr. Cebulka said.

Cover letters: What to do, what to avoid The sources who contributed to this article offered these additional tips on what physicians should do, or not do, when they craft their cover letters.

  • Address the cover letter to an individual physician, practice administrator, recruiter, or other individual as the situation warrants, and not “to whom it may concern.”
  • Be upbeat and positive. Ensure that the letter’s tone reflects your excitement about medicine, and that it reflects the way you would speak in an in-person interview.
  • Include letters of reference with the cover letter if you’re looking for a fellowship or are formally applying for a specific position.
  • Close the letter with a call to action if it’s an ideal opportunity (and likely a popular one). Let the recipient know that you will call in a few days to follow up, and indicate when you would be available to meet in person. It doesn’t hurt to state the best ways to reach you.
  • Don’t sound desperate or beg for the job, even if it’s the perfect opportunity or you are worried about securing a position.
  • Steer clear of “selling” yourself or making claims about why you would be the absolute best candidate. Instead, let your credentials and references make the case for you.
  • Avoid sarcasm in any context, and generally steer clear of humor, unless you know the person to whom the letter is addressed very well.
  • Don’t disparage individuals, programs, or institutions if you have had a negative experience somewhere — regardless of the reason.

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Considerations for Prompting Large Language Models

  • 1 Department of Medicine, University of California, San Francisco
  • Research Letter Use of Artificial Intelligence Chatbots for Cancer Treatment Information Shan Chen, MS; Benjamin H. Kann, MD; Michael B. Foote, MD; Hugo J. W. L. Aerts, PhD; Guergana K. Savova, PhD; Raymond H. Mak, MD; Danielle S. Bitterman, MD JAMA Oncology
  • Comment & Response Considerations for Prompting Large Language Models—Reply Shan Chen, MS; Guergana K. Savova, PhD; Danielle S. Bitterman, MD JAMA Oncology

To the Editor In their recent Research Letter in JAMA Oncology , Chen and colleagues 1 evaluated the large language model (LLM) GPT-3.5-turbo-0301 model via the ChatGPT (OpenAI) interface in its application for providing treatment recommendations as a response to 104 prompts as evaluated by board-certified oncologists for concordance with National Comprehensive Cancer Network guidelines. I commend the investigators for contributing in a meaningful way to assessment of LLMs within the field of oncology, as well as their transparency in providing ready access to their data and methods. It is important to note, however, that the quality of response from an LLM, at least insofar as it might pertain to a chatbot, may be contingent on the specificity of the prompt, as well as the number of tokens used in the response. Within chatbots and other LLMs, text is converted into tokens. Loosely speaking, the total number of tokens is proportional to the amount of computational power used to interpret a query and produce a response. LLMs are designed to determine the most likely response based on a corpus of training data compounded with sophisticated mathematical techniques. There are limitations on the number of tokens, and therefore computational power, that might be used by a chatbot for any given response. OpenAI has provided resources on its site to assist in understanding this concept. 2 An average query within this study, 1 referencing the supplemental material provided by the authors, is very broad in scope, asking, for instance, how to treat stage I breast cancer. The concern is that this might lead to mixed results and is suboptimal utilization of the chatbot. To adequately answer this question, an LLM might reference a very large body of knowledge that could not be fully incorporated into a response with the constraints of this model. Nonetheless, I recognize that it is likely an accurate reflection of common prompts from clinicians or patients. I believe that it is vital to include additional context to better ground ourselves in the realistic capacity of LLMs to give nuanced answers. As a contrast, other recent works in oncology have seen a higher level of detail and specificity in their answers by using more specific queries. 3 As LLMs continue to be used increasingly in clinical practice, it will become more vital for physicians, and likewise other health care professionals, to recognize the strengths and weaknesses of such technologies. LLMs can be useful tools, no doubt, and the rapid acceleration of their capabilities indicates that they will only grow in prevalence in medicine, and therefore oncology.

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Schulte B. Considerations for Prompting Large Language Models. JAMA Oncol. Published online February 15, 2024. doi:10.1001/jamaoncol.2023.6963

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Volume 30, Number 3—March 2024

About the Cover

Mental health and tuberculosis—holding our breath in isolation.

Suggested citation for this article

Paulina Siniatkina (1989–), Don’t speak! Tempera on canvas (2016), 37.4 in × 41.3 in/100 cm × 105 cm. http://www.paulinasiniatkina.com

Paulina Siniatkina (1989–), Don’t speak! Tempera on canvas (2016), 37.4 in × 41.3 in/100 cm × 105 cm. http://www.paulinasiniatkina.com

Paulina Siniatkina, an artist and activist, is a survivor of tuberculosis (TB). In 2015, in a TB hospital on the outskirts of Moscow, the treating physician advised her to never talk about her TB diagnosis to anyone—further reinforcing the longstanding stigma associated with the disease. During her 7 months of treatment in isolation, Paulina experienced firsthand the suffering and loss associated with TB and turned to art to express her emotions and frustrations. She now uses her artistic talent and personal experience to advocate in the global fight against TB, and her work has drawn international recognition by the American Medical Association and World Health Organization. This month’s cover image, Don’t speak! , by Ms. Siniatkina, exemplifies the poignant psychology associated with TB. At the center, a young woman with sullen eyes draws your attention with her gaze, using a silent expression of longing to tell her story from behind the mask. Her unspoken feelings of hopelessness and depression appear to be subtly calmed by her nervous plucking of white petals from the single daisy protected by her hand, as the surrounding community dissolves into the background with looks of fear and judgement.

TB remains one of the leading causes of death by an infectious disease agent. Each year, more than 10 million people suffer from TB, and 1.5 million die as a result. Although curable, TB is a chronic multisystem infectious disease with well-documented, and often life-changing, disability and reduced quality of life. Treatment requires a multidrug, multimonth course of antibiotics; drug-resistant forms of TB extend the duration of treatment and in many communities require the patient to spend months in hospital or respiratory isolation. Not surprisingly, an estimated 40%–70% of persons treated for TB experience clinical anxiety or depression.

Beyond stigma and social isolation, mental illness persists as a silent driver of the global TB epidemic. Mental illness is associated with acquired drug resistance, TB transmission, disease recurrence, and TB-related death. Mental illness and TB are often exacerbated by homelessness and HIV co-infection. Integrated services for persons with TB and concurrent psychiatric conditions such as addiction, anxiety, or depression are now considered an essential component of global TB elimination efforts. However, in many countries with high burdens of TB, access to psychiatric services, including routine mental health screening and treatments, remain extremely limited.

Each year on March 24, we commemorate World TB Day in honor of the day Robert Koch announced to the Berlin Physiologic Society that he had discovered the cause of tuberculosis. World TB Day is a time to remember the millions of persons who suffer from TB, often in silence. It is also a time to break the silence, raise greater awareness, take specific actions to reduce the impact of mental health on our ambitions for global TB elimination, and not hold our breath in isolation.

Acknowledgment

We thank Paulina Siniatkina, the artist discussed in this article, for her review of the manuscript and for permission to republish her work. More of her work can be viewed at http://www.paulinasiniatkina.com .

Bibliography

  • Alene  KA , Wangdi  K , Colquhoun  S , Chani  K , Islam  T , Rahevar  K , et al. Tuberculosis related disability: a systematic review and meta-analysis. BMC Med . 2021 ; 19 : 203 . DOI PubMed Google Scholar
  • Bamrah  S , Yelk Woodruff  RS , Powell  K , Ghosh  S , Kammerer  JS , Haddad  MB . Tuberculosis among the homeless, United States, 1994-2010. Int J Tuberc Lung Dis . 2013 ; 17 : 1414 – 9 . DOI PubMed Google Scholar
  • Chang  SH , Cataldo  JK . A systematic review of global cultural variations in knowledge, attitudes and health responses to tuberculosis stigma. [i–iv.] . Int J Tuberc Lung Dis . 2014 ; 18 : 168 – 73, i–iv . DOI PubMed Google Scholar
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  • Hayward  SE , Deal  A , Rustage  K , Nellums  LB , Sweetland  AC , Boccia  D , et al. The relationship between mental health and risk of active tuberculosis: a systematic review. BMJ Open . 2022 ; 12 : e048945 . DOI PubMed Google Scholar
  • Kim  L , Moonan  PK , Heilig  CM , Yelk Woodruff  RS , Kammerer  JS , Haddad  MB . Factors associated with recurrent tuberculosis more than 12 months after treatment completion. Int J Tuberc Lung Dis . 2016 ; 20 : 49 – 56 . DOI PubMed Google Scholar
  • Koch  R . Die Atiologic der Tuberkulose. Berliner Klinische Wochenschrift. 1882 ; 15 : 221 – 30 .
  • Lee  G , Scuffell  J , Galea  JT , Shin  SS , Magill  E , Jaramillo  E , et al. Impact of mental disorders on active TB treatment outcomes: a systematic review and meta-analysis. Int J Tuberc Lung Dis . 2020 ; 24 : 1279 – 84 . DOI PubMed Google Scholar
  • Oeltmann  JE , Kammerer  JS , Pevzner  ES , Moonan  PK . Tuberculosis and substance abuse in the United States, 1997-2006. Arch Intern Med . 2009 ; 169 : 189 – 97 . DOI PubMed Google Scholar
  • The Global Fund to Fight AIDS . Tuberculosis and malaria. fighting pandemics and building a healthier and more equitable world: Global Fund Strategy (2023–2028) [ cited 2023 Sep 5 ]. https://www.theglobalfund.org/en/strategy
  • Thornicroft  G , Ahuja  S , Barber  S , Chisholm  D , Collins  PY , Docrat  S , et al. Integrated care for people with long-term mental and physical health conditions in low-income and middle-income countries. Lancet Psychiatry . 2019 ; 6 : 174 – 86 . DOI PubMed Google Scholar
  • Volkmann  T , Moonan  PK , Miramontes  R , Oeltmann  JE . Excess alcohol use and death among tuberculosis patients in the United States, 1997–2012. J Tuberc Res . 2016 ; 4 : 18 – 22 . DOI PubMed Google Scholar
  • World Health Organization . Hold your breath, paintings made by Russian artist while in a TB clinic [ cited 2023 Dec 21 ]. https://www.who.int/news-room/feature-stories/detail/hold-your-breath-paintings-made-by-russian-artist-while-in-a-tb-clinic
  • World Health Organization . Global tuberculosis report, 2022. Geneva: The Organization; 2022 .

Suggested citation for this article : Fukunaga R, Moonan PK. Mental health and tuberculosis—holding our breath in isolation. Emerg Infect Dis. 2024 Mar [ date cited ]. https://doi.org/10.3201/eid3003.AC3003

DOI: 10.3201/eid3003.ac3003

Original Publication Date: February 15, 2024

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Table of Contents – Volume 30, Number 3—March 2024

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Scientific Publishing in Biomedicine: How to Write a Cover Letter?

Zahra Bahadoran 1 , Parvin Mirmiran 1 , Khosrow Kashfi 2 , Asghar Ghasemi 3 , *

how to cite: Bahadoran Z, Mirmiran P, Kashfi K, Ghasemi A. Scientific Publishing in Biomedicine: How to Write a Cover Letter?. Int J Endocrinol Metab. 2021;19(3):e115242.  https://doi.org/10.5812/ijem.115242 .

A cover (covering) letter is a brief business letter introducing the scientific work alongside the submission process of a manuscript and is required by most scientific peer-review journals. A typical cover letter includes the name of the editor and the journal, date of submission, the characteristics of the manuscript, the importance of the work and its relevance to prospective audiences, declarations such as author agreements, conflicts of interest statement, funding source (s), and ethical statements. The letter also includes the contact information of the corresponding author (s) and may also include suggestions of potential reviewers. Spending enough time to draft an informative, comprehensive, and concise cover letter is quite worthwhile; a poorly drafted one would not persuade the editor that the submitted work is fit for publication and may lead to immediate rejection. Here, we provide a practical guide to draft a well-written, concise, and professional cover letter for a scientific medical paper.

Cover Letter Medical Scientific Journals Scientific Writing Scientific Publishing

The Cambridge dictionary defines a cover letter as “a letter that contains information about the thing it is sent with”. The cover letter is commonly known as a motivation letter submitted along with the curriculum vitae (CV) or a job application for employment ( 1 ) or academic position ( 2 ), and it is not clear why and how it was introduced into the scientific field ( 3 ). In scientific writing and publishing, a cover/covering letter is a letter to the editor’s target journal ( 4 ).

Providing a cover letter alongside the submission process is now required by most scientific journals. In fact, some high-quality and prestigious journals pay specific attention to the cover letter ( 3 ). Amongst the different steps of the publication process, the cover letter is the last step and is often overlooked ( 5 ). One of the most common complaints voiced by editors regarding submitted manuscripts is that the authors neglect to write a well-written cover letter, including a statement justifying the importance of their work ( 6 ). Missing this opportunity may have unintentional consequences, rejection without further consideration instead of being sent for external peer-review ( 5 , 6 ). Contrary to this view, some believe that the cover letter’s content overlaps with the manuscript’s abstract and gives mostly redundant information already found within the online submission system ( 3 ). The cover letter may also be a “misleading commercial advertisement” where it would not represent the content of the manuscript ( 3 ).

Although many editors may not read or seriously consider the cover letters of the submitted manuscripts ( 3 , 4 ), neglecting the importance of the cover letter may be a risk for the authors. Therefore, spending an adequate amount of time to write a coherent and persuasive cover letter is worth it. Following our previous publication on choosing a journal in a new series entitled Scientific Publishing in Biomedicine ( 7 ), here, we provided a practical guide to draft a well-written, professional, and concise cover letter needed to be accompanied by an original scientific paper, either with the initial submission or subsequently at revision/resubmitting stage. Since there are subtle differences in writing a cover letter for an original research paper versus a review article or an opinion, some points for drafting a cover letter for such papers are also discussed.

2. The Function of the Cover Letter

A cover letter is “a brief business letter”, which introduces the submitted manuscript to a prospective editor (s) ( 8 ). There are essentially two types of letters; the first is the one that is initially submitted with the manuscript (cover letter), and the second is when a revision is being submitted (revised letter). The first letter introduces the work at the initial manuscript submission ( 9 ), while the second one is needed following an invitation to revise and resubmit the manuscript. Here, the authors respond to the suggestions/criticisms of the reviewers ( 10 ). In this paper, “cover letter” and “second letter” refer to the first/submit letter and the revised letter, respectively.

A well-written cover letter is an effective tool for authors to sell their work to the journal editor and make a “good first impression”. A cover letter is a summary that highlights the main points, emphasizes the novelty, and communicates the potential implications of the submitted work ( 3 ). A cover letter allows the authors to persuade the editors regarding the novelty/originality and significance of the research in a less formal manner than in the manuscript itself ( 6 ). A well-written and informative cover letter helps the journal’s editor to be informed about the work and its significance. Regardless of the novelty and significance of the submitted manuscript, editors may miss those points without providing insights in a cover letter ( 5 ).

3. The Content of a Cover Letter

3.1. first cover letter (submit letter).

One point of view is that the cover letter’s content should be covered in the manuscript’s abstract ( 3 ). A typical cover letter includes the name of editor (s) and the journal, date of submission, the characteristics of the manuscript (i.e., title, type of the manuscript, e.g., review, original, case report), the importance of the work and its relevance to the readership of the journal, verification of the originality of the work, the authors’ confirmation that the manuscript is currently submitted only to this journal, declarations and ethical statements, suggested potential reviewers, and contact information of the corresponding author of the submitted work ( 5 , 6 ). Other manuscript characteristics, including the length and number of tables and figures, can also be indicated. If the manuscript belongs to a special issue or is being submitted upon an official invitation from the journal’s editorial office, it should also be addressed. The main contents of the first cover letter are described in Table 1 .

Components of a First Cover Letter (Submit Letter)

The most critical element of a cover letter is a “statement of novelty/significance/implication.” The authors are advised to carefully write a brief and concise description of their work’s impact toward communicating its significance ( 6 ). The authors are strongly advised not to copy the abstract into the cover letter and instead explain in their own words the significance of the work and the reason for submitting it to the journal ( 11 ). If this information is lacking, the editors may rely on the reviewers who may not appreciate the significance of the work and just focus on the technical issues rather than the scientific value of the work ( 5 ). Providing a clear and robust statement of novelty and significance would be more critical for editors and potential reviewers with diverse and interdisciplinary backgrounds ( 6 ).

The statements are expected to answer the following questions: (1) why is the work important? (e.g., emphasizing a new measurement, a new diagnostic method or criterion, a newly discovered biological process); and (2) how does the work advance current knowledge in the field? The best approach to answer this question is by describing the current state of knowledge in the field and clarifying how the work provides an added value by answering a previously unanswered question, finding the solution to a problem, or improving existing methods ( 5 ). Checking the recently published papers on similar topics in the journal provides new insights for the authors to clarify in the cover letter as to how the manuscript follows the publication trends of the journal and will add something new that would be relevant to the trend ( 12 ).

The cover letter is also expected to emphasize why the manuscript will attract the journal’s readers ( 5 ). The authors also need to consider the journal’s Aims and Scope to underscore how the manuscript would fit within the journal’s scope and attract potential readers ( 13 ). Instead of stating simply that the manuscript is “of interest to the field” or “novel,” the authors should address specific aspects of the journal’s Aims and Scope statement, e.g., “We believe that this manuscript is appropriate for publication by [journal name] since it… [reference to the journal’s aims and scope] ( 11 ).

For a review, opinion, or a trends paper, emphasizing the timeline and novelty is needed, as stated by Sacristán, the editor of trends in molecular medicine: “The synthesis and conceptual advance should be particularly stated in terms of what is new and has been trending in the field for the last one to five years”. She also recommends that the authors need to provide a future perspective beyond the main take-home message of the manuscript for a trends paper and take a strong and novel stance on a hypothesis or idea for a cover letter of an opinion manuscript ( 14 ).

The cover letter must contain some predefined statements, including the “author agreement” statement ( 13 ). An “author agreement” is a statement to confirm that “all authors have read and approved the final version of the manuscript being submitted” ( 8 ). Furthermore, “the authors warrant that the manuscript is their original work, has not received prior publication and is not under consideration for publication elsewhere” ( 8 ). Some journals may request the corresponding author to confirm that he/she will take responsibility for informing co-authors of editorial decisions, reviews received, and any changes or revisions made; additionally, the editor (s) should be informed about any closely related manuscript (s) simultaneously submitted for consideration to the same or another journal ( 15 ). The authors also should declare if any part of the submitted work has been previously published elsewhere, even as an abstract ( 16 ); e.g., “there is some overlap in the content of the introduction section, which we have noted in the text”.

Depending on the journal’s policy, other statements, including “conflict of interest statement”, “funding source declarations”, and “permission note”, may also be required to be included in the cover letter ( 8 , 11 ). As indicated by Elsevier, a conflict of interest statement, known as a disclosure statement, is a declaration from the author that “there is no financial/personal interest or belief that could affect their objectivity”. The publisher emphasizes that the authors should declare and state the potential conflict’s source and nature in cases where a conflict of interest exists. A funding source declaration is defined by the publisher as “a declaration of any funding or research grants (and their sources) received in the course of study, research or assembly of the manuscript”. Elsevier also defines the permission note as a statement that declares that “permission has been received to use any material in the manuscript such as a figure, which is not original content” ( 8 , 17 ). Other statements like “Statement of English native editing” may also be added.

Furthermore, informing the editor (s) regarding any information that will support the submission (e.g., original or confirmatory data, supplementary materials, relevance, topicality) can be helpful ( 8 ). Other operational information, typically provided within checkboxes of the journal’s submission system, is not required to be included in the cover letter ( 5 ).

3.2. Second Cover Letter

The second cover letter, which accompanies the revised version of the manuscript, must be a model of clarity and must address every issue posed by the editor and reviewers ( 10 ). If the revised manuscript is sent for the second round of peer-review, the reviewer (s) will see the letter. The content of the header and footer sections of the revised letter is similar to that of the submitted cover letter. The letter should be directed to the editor as addressed in the first letter unless the authors are informed that a new editor will process the revised version ( 10 ). The first paragraph should start with an “expression of polite gratitude”, e.g., “we would like to thank you for the opportunity to revise and resubmit our manuscript.” The “manuscript ID” or “identification number,” usually assigned by the journal in the first submission, should be addressed in the first paragraph ( 10 ).

The second paragraph usually “signals attention to the reviewers’ comments” by providing an explicit reference to the comments made by the reviewers and the editor. Furthermore, it may contain a positive statement regarding the results, methodology, conclusions, etc., in which case the authors need to acknowledge reviews’ insights ( 10 , 18 ). For example, “We sincerely appreciate all the valuable comments and suggestions made, which helped us improve the revised version of our manuscript” or “we found the reviewers’ comments helpful in guiding us to revise the manuscript.” Such statements will help the authors in creating a polite, formal tone throughout the letter. The paragraph should be followed by providing the editor with a roadmap or a summary of the revisions, addressing “the response to comments attachment.” A point-by-point response to the specific comments of the reviewers must be provided. If the authors disagree with a point raised by a reviewer, a rebuttal or counterstatement may be in order. A scientific and polite approach should spell out why the authors disagree, never losing sight of the reviewer’s opinion ( 19 ).

The footer section (closing salutation) of the letter returns to polite formalities, using statements like “we hope that the revised version of our manuscript is now acceptable to the reviewers, and suitable for publication in the [name of journal], we look forward to hearing from you at your earliest convenience” ( 10 ).

4. Organization

Although it is not a rule, the cover letter’s content can be organized within a cover letter header (opening salutation), three main paragraphs (the body of cover letter), and a cover letter footer (closing salutation), as described in Table 1 .

The cover letter should be initiated by addressing the editor (s) and the target journal; however, the author’s affiliation and contact information may also be included at the top of page ( 4 ). The name of the editor (s) can be easily found on the journal’s information page. If it is known, the authors must address the editor who will receive the manuscript and handle the peer-review process ( 13 ). If there are several co-editors, the person the author feels has the most appropriate background, and specialty of the topic should be addressed. In cases where such information is lacking, authors can mention all editors by name or address the letter to “dear editors” ( 12 ); however, it has been recommended to avoid writing “dear editor” ( 16 ). Also, the submission date and the journal’s name where the manuscript will be submitted are required ( 13 ).

In the first paragraph of the cover letter body, to introduce the submitted work, the title and the type of manuscript, authors’ name, journal name, and manuscript length are presented ( 4 ). In addition, it is mentioned that whether the manuscript is submitted upon an invitation or belongs to a special issue. The importance of the study, including novelty, potential implications, and its take-home message, are addressed in the second paragraph of the cover letter body. In addition, it is explained why the work would be attractive for journal readers. The third paragraph of the cover letter body includes some statements including authorship agreement, conflicts of interest, funding source, and ethical considerations. If required, potential reviewers are also suggested here.

Within the closing salutation, the authors can appreciate the editor for taking the time to read the cover letter and considering the submitted work for potential publication.

5. Some Practical Tips: The Length, and Dos and Don’ts

The authors need to spend plenty of time crafting their cover letters. They are advised to avoid too many details and keep it within one page (less than 200 words), like an introduction or a brief overview ( 4 , 11 ). The authors should check the guide for authors and cover letter suggestions provided by the journal, including all the requirements, e.g., specific disclosures, statements, and potential reviewers. Some publishers (e.g., Springer, https://www.springer.com/gp/authors-editors/journal-author/cover-letters/1398, Taylor & Francis, https://authorservices.taylorandfrancis.com/publishing-your-research/making-your submission/writing-a-journal-article-cover-letter/) provide sample cover letters that the authors can use. Figure 1 provides a sample for a cover letter.

A sample for a cover letter.

If the authors address previously published papers in the cover letter, then appropriate citation should be considered. The authors should carefully check the letter for any spelling and grammatical errors ( 11 , 20 ). They should make sure that they correctly spell the name of the journal’s editor (s) ( 4 ). Being careless regarding the editor’s name or the change of a journal’s name in a cover letter of a resubmitted manuscript, can be embarrassing and make a bad impression ( 4 ). It is suggested that the cover letter be written on the authors’ institutional letterhead to display professionalism and reliability ( 20 , 21 ).

5.2. Don’ts

When authors suggest a number of potential reviewers, they should avoid suggesting their friends and colleagues, as this would be viewed as a conflict of interest. Collaborators whom the authors have published with in the past five years should not be suggested either; an editor may easily be informed of such associations by a quick search of PubMed or other databases ( 22 ). The authors should avoid using complex sentence structures, jargon, and acronyms and keep the text straightforward and easy to read ( 11 , 20 ). The authors should also avoid including unrelated personal information or glorifying their past research papers or any of their academic accolades ( 20 ). They must not be rude towards the editors or complement the editor’s accomplishments ( 4 ). The novelty statement should not exaggerate or overstate the findings of the work; furthermore, any conclusion stated should be completely supported by the data provided in the manuscript ( 23 ). Finally, authors are recommended not to write a generic cover letter that could be used for any manuscript and could be sent to any journal ( 21 ).

6. Conclusion

In summary, a cover letter should highlight the novelty, importance, take-home message, and goodness-of-fit of the manuscript to the journal. These are critical information that can persuade an editor that the submitted work merits publication consideration in the journal. The cover letter should not be general but should be custom-written for the target journal. Although the submitted manuscript may usually pass through the peer-review process and get published regardless of the cover letter, a well-written, informative, and concise cover letter increases the chance of gaining acceptance.

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