Summary
Cover letter templates can be useful tools when writing to journal editors, but they must be used strategically and selectively. Many templates found online contain errors, generic phrasing or outdated conventions, and copying them too closely can harm your submission rather than help it. This article explains how to use cover letter templates responsibly: evaluating their quality, borrowing useful structure and language, adapting them to journal expectations and avoiding over-reliance on pre-written text. It also outlines best practices for creating an effective, concise and persuasive cover letter that stands out to busy editors. Since the cover letter is often the first impression of your manuscript, using templates wisely—and polishing your letter carefully—can strengthen your chances of having your paper sent for peer review.
📖 Full Length Article (Click to collapse)
How To Use Cover Letter Templates When Writing to Journal Editors
Introduction
Cover letters are an essential part of the journal submission process. Although they are short—usually no more than one page—they play a significant role in shaping the editor’s first impression of your research. For many authors, however, writing a strong, concise and professional cover letter is difficult. This difficulty makes online templates appealing, especially because many claim to simplify the process and provide pre-written language that can be adapted quickly.
Unfortunately, not all templates are created equal. Some are thoughtfully designed and genuinely helpful, while others contain errors, outdated conventions, awkward phrasing or overly generic wording. Even worse, many have been copied repeatedly across the internet, resulting in letters that dozens of editors have already seen in circulation. The goal of a cover letter is to highlight your manuscript—not to blend into a stack of familiar generic submissions. For that reason, templates must be used with careful evaluation and thoughtful adaptation.
This article explores how to use cover letter templates in a responsible, selective and effective way. It explains how to identify high-quality templates, how to borrow only suitable elements from them and how to combine template structure with personalised, targeted content that aligns with your manuscript and chosen journal.
1. Why Cover Letters Matter More Than Many Authors Realise
A cover letter is your manuscript’s introduction to the editor. It is often the first document they read, sometimes before they look at the abstract or skim the article. When editors receive hundreds or even thousands of submissions each year, a clear, concise and professional cover letter can help your paper stand out.
A strong cover letter:
- briefly summarises the purpose and findings of your research;
- explains why the manuscript fits the journal’s aims and readership;
- highlights novelty, importance or practical implications;
- demonstrates your familiarity with the journal’s scope;
- establishes the professionalism of the submission.
A weak cover letter—one that is badly written, generic or copied too closely from a template—may lead an editor to question the quality of the manuscript before even opening it. In busy editorial environments, this can influence whether the submission progresses to peer review.
2. The Appeal and the Risks of Online Templates
The internet contains countless cover letter templates for journal submissions. They vary widely in quality. Some are excellent models; others contain grammatical errors, incorrect information about submission protocols or awkward phrasing that no longer matches professional standards.
Templates can be attractive for several reasons:
- they save time;
- they provide structured examples for authors who are unsure what to include;
- they appear to simplify a task that many scholars find intimidating.
However, relying too heavily on a template can harm your submission in several ways:
- Editors may recognise commonly reused phrases or outdated wording.
- Templates rarely match the exact expectations of a specific journal.
- Poorly designed templates can introduce errors directly into your letter.
- Letters copied too closely may appear unoriginal or unprofessional.
In short, templates should serve as inspiration—not as documents to copy word-for-word.
3. How to Evaluate Cover Letter Templates Critically
A good cover letter template demonstrates strong writing, accurate structure and professional tone. When assessing a template, consider the following:
3.1 Check for grammatical accuracy and clarity
Even small errors in templates are red flags. If a template contains mistakes, awkward sentence structure or inconsistent tone, discard it immediately. Any template with errors is likely to have been written quickly or poorly translated.
3.2 Evaluate the template’s professionalism
Is the tone respectful and concise? Does the structure follow current journal standards? Does the template avoid overly dramatic claims or informal language? A good template reads like formal academic correspondence—not like marketing copy or filler text.
3.3 Determine whether the content matches your field
Templates for clinical medicine differ from those for humanities or engineering. A valid template should be close enough to your discipline’s conventions that only minor adaptations are required.
3.4 Consider whether the structure is logical
High-quality templates follow a clear sequence:
- introductory sentence stating the manuscript title and article type;
- a concise paragraph summarising the study’s purpose and findings;
- a paragraph saying why the manuscript fits the journal;
- journal-required declarations (ethics, originality, conflicts of interest);
- a polite conclusion expressing appreciation.
Templates that list irrelevant details or place sections out of order are signs of poor design.
4. How to Use Templates Effectively Without Copying Them
Once you identify several good templates, use them as inspiration—not as scripts. Combining the best aspects of several templates often produces a stronger and more convincing letter than copying any single model.
4.1 Borrow structure, not sentences
You may adopt the general order of topics: introduction, summary, justification, compliance statements and closing. But the wording should be your own. This ensures the letter reflects your personal research voice and avoids generic phrasing that editors have seen hundreds of times.
4.2 Extract only the most useful wording
If a template includes a sentence such as “Our findings contribute to the growing body of evidence on…,” you may adapt it—just ensure it reflects your actual research. Avoid lifting entire paragraphs or using identical phrasing from templates.
4.3 Combine elements creatively
Templates often include different strengths: one may have strong introductory structure, another a clear summary section. Select and merge these strengths to build your own personalised letter.
4.4 Always tailor the letter to the specific journal
No matter how strong a template is, a cover letter must reflect the journal’s identity. Mentioning a specific section of the journal, an article recently published or aspects of its stated aims signals that you’ve engaged with the journal’s content and believe your paper fits its mission.
5. What to Include in a Well-Crafted Cover Letter
Templates can help you remember what to include, but your final letter must be concise and personalised. A strong cover letter usually contains the following components:
5.1 A clear opening sentence
Introduce your manuscript by title and article type (research article, review, short communication, etc.) and state that you are submitting it for consideration.
5.2 A brief summary of the manuscript
This is not a paragraph copied from your abstract. Instead, write two to four sentences that describe the purpose, methods and main findings in an accessible way.
5.3 A justification for journal selection
Explain why the study fits the journal’s scope, readership and thematic focus. Editors appreciate when authors demonstrate familiarity with their publication.
5.4 Required declarations
Include ethics approvals (if relevant), conflict-of-interest statements, confirmation that the manuscript is original and has not been submitted elsewhere and any additional declarations required by the journal.
5.5 A concise closing
Thank the editor for considering your work and express your willingness to respond to reviewer comments.
6. Common Mistakes When Using Templates
Many authors unintentionally harm their submission by misusing templates. The following mistakes should be avoided:
6.1 Overly generic or formulaic letters
If your letter reads like it could accompany any manuscript from any author, it will not impress an editor. Avoid vague statements like “This research is important and timely.” Instead, specify why it matters.
6.2 Repetition from the abstract
A cover letter should complement the abstract, not repeat it. Editors will notice duplication and may assume the author has not written the letter carefully.
6.3 Ignoring journal-specific guidelines
Always check whether the journal provides its own cover letter requirements. If so, these override any template structure.
6.4 Including unnecessary details
Cover letters should be no longer than one page. Lengthy explanations, technical discussions or lists of references do not belong in the cover letter.
7. Polishing and Proofreading Your Letter
Even a personalised letter can fail if it contains errors. After drafting your letter using templates as inspiration, revise it thoroughly. Remove awkward expressions, shorten overly long sentences and check for grammatical accuracy.
Many authors ask colleagues or mentors to review their letter, particularly those who have experience publishing in the same journal. A second pair of eyes can detect unclear passages or missing details that the author may overlook. If you have lingering doubts, professional academic proofreading can ensure clarity and correctness.
8. Using Templates to Generate Multiple Cover Letters Efficiently
Templates are especially useful for authors preparing several submissions within a short period. Once you create a custom template from the best features of multiple models, you can adapt it for future submissions with minimal effort. This approach maintains originality while providing structure and efficiency.
Just ensure that each adaptation is fully personalised. Editors often handle multiple journals or review multiple submissions from the same field. Sending identical letters to different journals creates a negative impression.
Conclusion
Cover letter templates can be valuable tools—provided they are used with care, evaluation and creativity. Instead of copying them verbatim, analyse the strengths and weaknesses of multiple templates and extract only the best structural or stylistic elements. Combine these with personalised, journal-specific content and polished writing to create a concise and compelling cover letter that supports your manuscript rather than undermining it.
A well-crafted cover letter signals professionalism, demonstrates understanding of the journal’s scope and introduces the manuscript in a way that encourages editors to read further. With the right approach, templates can help streamline the writing process without compromising originality, clarity or academic integrity.
Cover Letter Templates for Journal Submissions
Below are three example cover letters for common journal submission scenarios. Each letter follows a professional structure and can be adapted to your own research, manuscript and target journal. Replace the bracketed placeholders with your specific details.
📄 Template 1 – First-Time Submission of an Original Research Article (Click to expand)
[Your Name]
[Your Department]
[Your Institution]
[Institution Address]
[City, Postal Code, Country]
[Email Address]
[Date]
[Editor’s Name]
Editor-in-Chief
[Journal Name]
Dear Dr. [Editor’s Last Name],
I am pleased to submit our manuscript entitled “[Manuscript Title]” for consideration as an [article type, e.g., Original Research Article] in [Journal Name]. This manuscript presents [one–two sentences summarising the main aim of the study], and we believe it will be of interest to your readership because it [briefly state the main contribution, novelty or relevance].
In this study, we [one–two sentences describing the methodology or approach]. Our key findings show that [one–two sentences summarising the main results], which have important implications for [briefly describe theoretical, methodological, clinical or practical implications]. To the best of our knowledge, this is the first study to [state what is new or distinctive about your work].
[Journal Name] is an ideal venue for this manuscript because of its focus on [mention journal scope, e.g., X, Y, and Z] and its readership of researchers and practitioners working on [topic/field]. Several recent articles in your journal, including [optionally mention one or two relevant articles with authors and year], have addressed related questions, and our study builds on this work by [state how your paper extends, complements or challenges existing literature].
We confirm that the manuscript has not been published previously, is not under consideration elsewhere, and all authors have approved the final version and agree with its submission to [Journal Name]. Any relevant ethical approval has been obtained from [name of ethics committee or institutional review board], and all procedures were conducted in accordance with [briefly mention ethical standards, if applicable].
We have suggested [number, if the journal allows suggesting reviewers] potential reviewers with appropriate expertise, and we have indicated any individuals who may have conflicts of interest in the submission system, as requested in your author guidelines.
Thank you very much for considering our manuscript for publication in [Journal Name]. We appreciate your time and look forward to the possibility of our work being reviewed.
Yours sincerely,
[Your Full Name]
[Your Academic Title/Position]
[Your Institution]
[Contact Email]
📄 Template 2 – Corresponding Author of a Multi-Author Manuscript (Click to expand)
[Your Name] (Corresponding Author)
[Your Department]
[Your Institution]
[Institution Address]
[City, Postal Code, Country]
[Email Address]
[Date]
[Editor’s Name]
Editor-in-Chief
[Journal Name]
Dear Dr. [Editor’s Last Name],
On behalf of my co-authors, I am pleased to submit our manuscript entitled “[Manuscript Title]” for consideration as an [article type] in [Journal Name]. This work represents a collaborative effort between [list institutions or research groups briefly], and it addresses [one–two sentences describing the overarching research question or objective].
Our study investigates [briefly summarise the main topic or problem] using [brief description of design or methods]. We report that [summarise the key findings in one–two sentences]. These results contribute to the field by [explain the main contribution or significance, e.g., introducing a new method, providing robust evidence, resolving a controversy, or offering practical recommendations].
We believe [Journal Name] is an appropriate and valuable forum for this work because of its emphasis on [mention relevant areas of focus or sections of the journal] and its readership, which includes researchers and practitioners engaged in [field or subfield]. Our manuscript complements and extends recent studies published in your journal, such as [optionally mention one or two relevant articles], by [explain how your work connects to the journal’s recent content].
All authors have read and approved the final version of this manuscript and agree with its submission to [Journal Name]. We confirm that the work described has not been published previously and is not under consideration by any other journal. Any overlapping or related manuscripts under review or in press have been disclosed as required by your submission guidelines.
Ethical approval was obtained from [name of ethics committee or IRB], and all participants provided informed consent, where applicable. We have disclosed any potential conflicts of interest and sources of funding in the manuscript and the submission system, as requested.
We respectfully suggest the following reviewers, who have the necessary expertise and have no conflicts of interest with the authors: [list a few names, affiliations and email addresses if the journal allows]. We have also indicated individuals who should not be invited to review our manuscript, due to [briefly mention conflicts, if relevant and allowed by the journal].
Thank you for considering our manuscript for publication in [Journal Name]. We appreciate your time and look forward to your response.
Sincerely,
[Your Full Name]
Corresponding Author on behalf of all co-authors
[Your Position/Title]
[Your Institution]
[Contact Email]
📄 Template 3 – Submission After Meeting an Editor at a Conference (Click to expand)
[Your Name]
[Your Department]
[Your Institution]
[Institution Address]
[City, Postal Code, Country]
[Email Address]
[Date]
[Editor’s Name]
Editor-in-Chief
[Journal Name]
Dear Dr. [Editor’s Last Name],
It was a pleasure speaking with you at [Conference Name] on [date or month/year], where we briefly discussed my presentation entitled “[Presentation Title].” As you kindly indicated that the work might be of interest to [Journal Name], I am now submitting the full manuscript, “[Manuscript Title],” for your consideration as an [article type] in your journal.
In this manuscript, we expand upon the research presented at the conference and provide a complete analysis of [briefly describe the topic or research question]. Using [concise description of the methods or approach], we demonstrate that [succinct summary of key findings]. These results have important implications for [mention theoretical, methodological, clinical, policy or practical implications], and we believe they will be of interest to your readership, particularly those working in [relevant subfield or theme].
Our work complements the scope of [Journal Name] because the journal frequently publishes articles on [mention journal’s focus or relevant section], and we see a clear connection between our manuscript and recent articles such as [optionally cite one or two specific articles from the journal]. We hope our study will contribute to ongoing discussions in this area and provide a useful perspective on [briefly restate key contribution].
We confirm that this manuscript is original, has not been published previously, and is not currently under consideration by any other journal. The work was conducted in accordance with ethical standards, and approval was obtained from [name of ethics committee or IRB], with informed consent obtained from participants where appropriate. Any potential conflicts of interest and sources of funding have been fully disclosed in the manuscript.
If appropriate, we would be pleased to suggest potential reviewers with relevant expertise and without conflicts of interest. We have indicated these individuals, as well as any researchers who should not be approached as reviewers, in the submission system as per your instructions.
Thank you again for your interest in our work and for considering this manuscript for publication in [Journal Name]. We would be grateful for the opportunity to contribute to your journal.
With best regards,
[Your Full Name]
[Your Position/Title]
[Your Institution]
[Contact Email]
