“Dear Editor, we enclose our paper for your kind consideration…”

How to prepare a cover letter for journal submission

In 2023, editors of Elsevier journals received nearly 3.2 million article submissions (from which only c. 600,000 were eventually published). Many stages of the submission process are impersonal, reflecting the technology of our age but one element remains as a key opportunity to “speak” directly to the editor: the cover letter.

How to make the manuscript stand out among the huge number of submissions is always a challenge for authors; the reverse is, of course, true for editors: how to screen articles in an efficient manner and in doing so, not miss out on potential gold. The cover letter, then, gives the author(s) a chance to introduce their manuscript to the editor and encourage them to send it into peer review with a favorable view from the outset.

What are the hallmarks of a good cover letter? In this article, we’ll offer some advice on making the most out of your opportunity and will share advice from active editors.

KISS! (Keep it short/simple)

First off, a good cover letter is short (ideally less than one page) and to the point. Bear in mind that editors potentially handle several manuscripts a day and therefore lack the time to read long, or unstructured, letters.

Don’t make the mistake of thinking that the cover letter is simply an opportunity to repeat the abstract. The letter is there primarily to provide background to the paper and to highlight any relevant features or issues (e.g., conflicts of interest).

More top tips

Other sound advice includes :

• Draft the letter for this particular journal (it’s definitely not a good idea to start off on the wrong foot by recycling – and not updating – a letter used for a different submission). Similarly, don’t use template letters (from the same institution, etc.).

• Avoid text that looks like advertising and eschew flowery language.

• Follow any guidelines specified in the guide for authors of the journal in question. For example, if requested, nominate an editor or reviewer(s) who you feel should handle your work.

• If the submission is for a special issue, state the title and guest editor(s).

• If you have received a personal invitation to submit to the journal, acknowledge this in the letter.

• Be aware that it might not just be the journal’s editor who sees your letter: many journals send the cover letter to reviewers as a matter of course.

Why should I read this – and other matters

“It is also crucial to emphasize the novelty of the research and its broader implications, helping the editor understand its potential impact on the field and society at large,” notes Carmine.

This point is well made: a central opportunity afforded by the cover letter is to explain how your research stands out – why its contents should be included in the journal and how what you’re saying will help your field and colleagues.

“Finally,” comments Carmine, “a cover letter should include any relevant information that might assist the editor in their decision-making process. This could encompass potential conflicts of interest, suggested reviewers, or any previous communications with the journal, including prior submissions.”

This last piece of advice indicates another important function of the cover letter: helping the editor in processing your paper. If there are any special considerations, potential conflicts or any other information of importance that is not either obvious or covered in the content of the paper itself, you need to specify it here.

In conclusion

A well-prepared cover letter can serve the needs of both authors and editors. Hopefully the above advice will make the drafting of your next cover letter that bit easier – and give an extra boost to your chances of a successful publication.