When submitting an article or manuscript to a journal, it’s advisable to include a cover letter. Cover letters assist the journal editor in comprehending the essence of your paper and its suitability for their publication. Crafting an effective cover letter as part of your submission is crucial for presenting yourself and your research effectively.
This article will explore the purpose of cover letters for research papers, provide guidance on how to write one, and offer a template and example to help you create your own.
Cover Letter for a Research Paper
A cover letter for a research paper accompanies an academic or professional paper submitted for publication. It offers journal editors a concise summary of your article and highlights its significance or impact within your field.
Additionally, the cover letter explains why the journal should consider publishing your manuscript. Cover letters also usually contain disclaimers to assure the journal editors that all ethical standards or practices mandated by your institution or field have been followed.
A cover letter for journal submission is crucial when submitting your research manuscript. It serves as the first contact with the journal editor and introduces your study. Key points highlighted in the cover letter include:
- The significance of your research
- Its relevance to the journal’s scope
- Why it would interest the journal’s readers The cover letter asserts the originality of your work, confirming it has not been published elsewhere or under consideration elsewhere. It should provide a concise overview of your research question, methodology, major findings, and the potential impact of your study within the field. You can also suggest potential peer reviewers and disclose any conflicts of interest in the cover letter.
Who typically uses cover letters for research papers?
Professionals aiming to publish their articles in reputable journals use cover letters for their research papers. These individuals often work at academic or research institutions and use cover letters when reaching out to journals about the potential publication of their manuscripts.
Importance of cover letter
Writing a cover letter for your research paper submission is crucial as it serves several strategic purposes to enhance the chances of publication:
- Introduces Your Work to the Editor: It provides a platform to introduce your research to the journal editor, emphasizing why it aligns with the journal’s focus and would interest its readers.
- Suggest Potential Reviewers: You can recommend experts in your field as potential reviewers, enhancing the likelihood of a thorough and fair peer review process.
- Clarify Authenticity and Exclusivity: The cover letter asserts that your manuscript is original, not previously published, and not under consideration elsewhere. It also discloses any conflicts of interest, ensuring ethical standards are met.
How to Write a Cover Letter for a Research Paper
When writing a cover letter for submitting your research paper to a professional journal, follow these steps to ensure it is well-composed and formatted correctly.
1. Formatting the Cover Letter
Set up the formatting in your word processor. This includes using single spacing between lines, avoiding indented paragraphs, justifying the text to the left, and adding one line of space between paragraphs.
2. Placing Contact Information
Include the editor’s contact information in the upper left corner of your document, ensuring you include any professional titles, such as “Mary Puckett, M.D.” or “John Travis, Ph.D.” Above the editor’s contact information, write out the full date you are sending your manuscript to the journal.
The placement of your contact information depends on how you plan to submit your research paper. If you are writing your cover letter in the body of an email or in a text box within an online submission portal, place your contact information at the bottom of the letter below your signature. However, if you are sending your cover letter by postal mail or as a PDF file on professional letterhead, place your contact information in the upper left corner above the editor’s contact details.
3. Opening the Letter with a Professional Greeting
Start your letter with a professional salutation, such as “Dear.” Address the journal editor by their title and last name, such as “Mr. Vale” or “Dr. Thompson.” Ensure you have the correct name and title of the journal editor by checking online or contacting the journal’s office.
4. Describing Your Submission
In your first body paragraph, list the names and titles of any coauthors on your research paper. State the type of manuscript you’re submitting, such as a case study or research article, and the title of your paper. Provide the journal editor with a synopsis of your manuscript, explaining the research goals and highlighting any major findings or conclusions. Indicate what you hope or expect the impact of your findings will be within your field.
5. Personalizing for the Journal
Use your second paragraph to explain why you’re submitting your paper to this specific journal. Discuss how your article aligns with the journal’s goals and why their readers may find your paper interesting. If you have read other papers in the journal similar to yours, mention their titles and authors.
6. Including a List of Potential Reviewers
Some journal editors ask potential authors to include a list of potential reviewers as part of their submission. These reviewers should be experts in your field who are not connected to your research paper. If the journal you’re submitting to requests this, include your list of potential reviewers in the next paragraph of your cover letter. Aim to select diverse experts from various institutions and specialties within your field.
7. Adding Necessary Disclaimers
Use the last body paragraph of your letter to include any disclaimers or statements required by your institution or the journal. These disclaimers can vary based on factors such as your field, institution, and the type of research. Common statements may include:
- All authors approve of the submission
- The paper has not been previously published and is not under review by another journal
- Each author has significantly contributed to the findings
- There are no potential conflicts of interest or competing interests
- All information is the original work of the authors
If you or your co-authors have previously shared parts of the research, state where it was presented and how the findings have been expanded since then. For example, if you presented at a conference, you might write: “During the 2021 Artificial Intelligence Convention in Portland, we shared a portion of our findings as part of a roundtable presentation. Since then, we’ve expanded our research by studying more types of AI and widening our dataset.”
8. Concluding Your Letter
Wrap up your letter by expressing gratitude to the journal editor for considering your paper. Mention any additional materials included with your submission, such as your CV or writing samples, and offer to provide more if required. Sign your name with a professional closing phrase, like “Sincerely.”
A sample cover letter for a research paper
Here’s a sample for a research paper cover letter that you can use as a guide to craft your own:
[Your Full Name]
[Your Job Title]
[Name of Your School or Institution]
[Address of Your School or Institution]
[Date]
[Name of Journal Editor]
[Editor's Job Title]
[Name of Journal]
[Address of Journal Organization]
Dear [Name of Journal Editor],
I am submitting a [type of manuscript, e.g., research article/case study] entitled "[Title of Your Paper]" for consideration for publication in [Name of Journal]. Co-authors on this manuscript include [List Co-authors' Names and Titles, if applicable].
Our research explores [Briefly describe the research goals of your project and your significant findings. Highlight the potential impact of your study on your field].
I believe this article would be a valuable addition to [Name of Journal] because [Explain why your article is a good fit for the journal's scope, audience, and mission].
I have previously published [Briefly mention any related publications, presentations, or accomplishments relevant to this submission, if applicable].
As per your submission guidelines, I have included a list of potential reviewers for this manuscript.
Please find enclosed [List any additional materials submitted with your application, such as CV or writing samples]. I am happy to provide further materials upon request.
Thank you for considering our manuscript. I look forward to your favorable response.
Sincerely,
[Your Full Name]
[Your Contact Information, if applicable]
This sample provides a structured format to ensure you include all necessary information while tailoring the content to fit the specific requirements of the journal you are submitting to. Adjust the details as per your specific submission and the guidelines provided by the journal.
An example cover letter for a research paper
Eleanor Thompson
Assistant Professor
Smithson University
5678 Maple Street
Portland, OR 97205
June 15, 2023
Oliver Adams, Ph.D.
Editor-in-Chief
Literary Studies Journal
555 Oak Avenue
Boston, MA 02110
Dear Dr. Adams,
I am submitting a research article titled “Exploring Virginia Woolf’s Persona” for your consideration in Literary Studies Journal. This article examines how Woolf constructs her identity through her literary and non-literary works. My objective in this study was to explore the alignment between Woolf’s self-perception and the public perception shaped by biographical narratives. My findings indicate a divergence between Woolf’s self-representation and popular perceptions, potentially reshaping her legacy.
I previously published an extensive analysis of animal imagery in “Mrs. Dalloway” in the journal Modern English Literature and presented research on innovative styles in Woolf’s unpublished manuscripts at the 2021 Modernist Literature Conference.
If my article progresses to peer review, I recommend the following experts as potential reviewers:
- Lydia Smith, Smithson Institute, lsmith@smithson.edu
- Charles Brown, University of Portland, cbrown@up.edu
- Emily Davis, Morrison University, edavis@morrisonu.edu
This manuscript has not been published elsewhere and is not under consideration by any other journal. All content is original.
Thank you for considering my manuscript for publication in Literary Studies Journal. Enclosed are my CV and course syllabi samples. Please feel free to request additional materials if needed.
Sincerely,
Eleanor Thompson
Tips for Crafting Cover Letters for Research Papers
Utilize Professional Letterhead
If the journal permits submission of your cover letter as a digital attachment or through postal mail, use professional letterhead from your institution. This can enhance your professionalism and convey prestige to the journal editor. Some journals may require submission through an online portal or email, where you would write your cover letter in a text box instead.
Maintain a Polite Tone
Ensure your letter is composed with a courteous and formal tone. A journal editor’s first impression of your article and professional persona will often be based on your cover letter, so it’s important to be polite throughout.
Focus on Essential Information
Include only the most relevant details in your cover letter. While other publications or achievements might be noteworthy, only mention them if they directly relate to the article you’re submitting. Other documents, such as your CV or a teaching philosophy statement, can be used to highlight additional accomplishments if the journal allows their inclusion.
Limit Use of Specialized Terminology
Avoid using jargon or acronyms specific to your field. The journal editor might not be familiar with these terms. Explain your paper’s findings and impact in straightforward language that is accessible to readers from various fields.
Describe Your Paper Uniquely
When summarizing your paper and explaining your discoveries, use distinctive language. Rather than copying your abstract verbatim, describe your article in a concise and engaging manner. The journal editor can refer to your abstract for a more detailed description if needed.