Summary
A covering letter is the first point of contact between you and the editor of a scholarly journal. Although it is only a short document, it shapes the editor’s first impression of your professionalism, the clarity of your communication and the quality of your research. Many submissions include strong manuscripts undermined by weak covering letters. This summary outlines the most common pitfalls to avoid—such as sounding arrogant, overvaluing your contribution, providing unnecessary personal biography, writing in an unclear or error-filled style, or producing a covering letter that is longer than a single page. A polished, concise and respectful covering letter can significantly increase the likelihood that your work receives fair and enthusiastic consideration.
The full article expands on the purpose of a covering letter, the expectations of acquisitions editors, and the mistakes that commonly frustrate reviewers. Practical strategies are offered for striking the right tone, presenting essential information efficiently, avoiding ego-driven claims, highlighting your work without overselling it, and ensuring that your writing is precise and professional. By learning what not to do—and adopting thoughtful, disciplined writing habits—authors can transform their covering letters into powerful tools that support their submissions rather than weaken them.
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What To Avoid in Your Covering Letter to a Scholarly Journal
Submitting a manuscript to a scholarly journal can be an exciting yet nerve-racking experience. While considerable attention is naturally given to perfecting the manuscript itself—ensuring accurate citations, refined argumentation, and compliance with formatting guidelines—many authors underestimate the importance of the accompanying covering letter. This brief letter serves as the editor’s first introduction to you and your research. It sets the tone for the submission, signals your professionalism and gives your work its initial context.
A well-written covering letter can encourage an editor to approach your manuscript with interest and goodwill. A poorly written one can have the opposite effect, undermining confidence before the manuscript itself is even opened. Unfortunately, many good submissions are weakened by covering letters that contain unnecessary information, inappropriate tone, stylistic problems or insufficient clarity.
This article explores common mistakes authors should avoid when preparing a covering letter for a scholarly journal. By understanding these pitfalls—and following the practical guidance offered here—you can greatly improve your chances of making a positive impression and securing smooth progression through editorial review.
1. Avoid Overstating Your Research Contribution
It is both natural and necessary to emphasise the value, originality and relevance of your research in your covering letter. Editors want to know why your manuscript matters, why it is suited to their journal and how it contributes to existing scholarship. However, a frequent mistake is overstating the manuscript’s importance or writing in a tone that appears arrogant or self-congratulatory.
Exaggerated claims such as “This study revolutionises our understanding of…,” “My research definitively proves…,” or “This is the most comprehensive analysis ever conducted…” can irritate editors, who routinely evaluate hundreds of submissions. Scholarly writing demands humility, precision and evidence-based confidence. The covering letter should reflect those values.
Instead, present your work’s significance realistically:
- Explain the gap in research your manuscript addresses.
- Describe concretely how your study contributes to the field.
- Highlight any methodological strengths or innovative findings without hyperbole.
If you struggle to judge the tone objectively, ask a trusted colleague—preferably someone familiar with the target journal—to review your covering letter. Their insights will help you strike the balance between confidence and humility.
2. Avoid Including an Unnecessary Biography
Another common error is turning the covering letter into a personal biography. Many authors feel compelled to describe their entire academic journey, provide detailed career timelines, summarise unrelated projects or list every previous publication. Unless the journal specifically requests an extended biography, doing so can distract from the primary goal of the letter.
Editors are interested in evaluating the manuscript, not the author’s life story. A brief mention of relevant qualifications, institutional affiliation or contextual details—such as the manuscript deriving from a larger funded project—is perfectly acceptable. Likewise, if your work builds on earlier research published by the same journal, a short reminder can be helpful.
However, avoid lengthy descriptions of career history or personal background. Excessive detail reduces the clarity and impact of your message and may give the impression that you are unsure what is most relevant. Let your manuscript demonstrate your expertise; your covering letter should remain focused, concise and manuscript-centred.
3. Avoid Poor Writing, Vagueness or Careless Errors
Many editors consider the covering letter a preview of the writing quality they will encounter in the manuscript. If the covering letter contains grammatical errors, awkward phrasing, unclear sentences or inconsistent formatting, the editor may assume that similar issues exist throughout the submission. This can weaken your credibility and undermine confidence in your scholarship.
In extreme cases, editors may decide not to send a manuscript for peer review if the covering letter suggests that the writing is likely to require extensive editorial support. A strong covering letter must therefore be:
- Clear: Express your purpose without ambiguity.
- Concise: Use straightforward, professional language.
- Correct: Ensure grammar, punctuation and spelling are error-free.
- Consistent: Use one formatting style throughout.
If English is not your first language—or if you simply feel unsure about your writing style—engaging a professional proofreader may be advisable. A polished covering letter enhances your credibility and reflects the seriousness of your submission.
4. Avoid Making the Letter Too Long
Editors are exceptionally busy. They handle dozens of submissions per week, coordinate with reviewers, manage revision cycles and review proofs. A long or unfocused covering letter can frustrate them, particularly if it contains unnecessary information or repeats details already included in the manuscript.
A general rule is that a covering letter should not exceed a single printed page. This page should contain:
- a brief statement of your manuscript’s title and type,
- a concise summary of its purpose and contribution,
- a short explanation of why it fits the journal’s scope,
- any essential declarations (e.g., originality, conflicts of interest),
- a polite closing expressing thanks for consideration.
Lengthy explanations, methodological details, literature summaries or exhaustive presentations of your findings belong in the manuscript—not the covering letter. Editors appreciate succinctness, clarity and respect for their time.
5. Avoid Irrelevant Content or Off-Topic Discussions
Some authors misuse covering letters by including personal opinions, criticisms of competing scholars, complaints about editorial processes, or unrelated issues such as teaching duties or personal hardships. These topics do not belong in a covering letter and may damage the editor’s perception of your professionalism.
Keep the tone scholarly and focused. The covering letter is not:
- a place to justify why earlier submissions were rejected,
- a venue for complaining about peer reviewers elsewhere,
- a space to outline unrelated career objectives,
- a platform for critiquing the journal’s existing publications.
Maintain a courteous, direct and manuscript-centred approach.
6. Avoid Neglecting Journal Guidelines
Many journals provide explicit instructions for covering letters—often included in their “Instructions for Authors” or submission checklist. Ignoring these instructions can signal carelessness and cause delays.
Common requirements include:
- a formal statement confirming the manuscript is original,
- confirmation that it is not under review elsewhere,
- disclosure of funding or conflicts of interest,
- identification of potential reviewers,
- explanations of ethical approval when human or animal subjects are involved.
Ensure your covering letter addresses all required items concisely. Following instructions demonstrates professionalism and respect for editorial processes.
7. Avoid Over-Familiarity or Unprofessional Tone
Although academic publishing is collegial, a covering letter is still a formal document. Avoid casual language, humour, flattery or overly emotional phrasing. While politeness and warmth are appropriate, informality—such as addressing the editor by first name without permission—can appear presumptuous.
Instead, maintain a respectful and professional tone. Address the editor formally (e.g., “Dear Dr Smith” or “Dear Editor-in-Chief”), express appreciation briefly, and conclude politely. Professionalism builds trust and signals that you understand the norms of scholarly communication.
Conclusion: A Clear, Concise and Respectful Letter Strengthens Your Submission
A covering letter is far more than a formality. It represents your first opportunity to communicate with the editor and to frame the submission in a way that encourages fair review. By avoiding common pitfalls—overstatement, excessive biography, writing errors, unnecessary length, irrelevant content and unprofessional tone—you significantly improve the likelihood that your manuscript will receive careful and positive attention.
A strong covering letter is brief, focused, courteous and meticulously written. It highlights the manuscript’s value without exaggeration, explains its relevance to the journal’s mission, and demonstrates your professionalism. With these principles in mind, your covering letter can serve as a powerful complement to your submission—one that enhances your chances of successful publication.
