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How to Write a Cover Letter for Your Manuscript? Here are the Tips and Examples

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A cover letter is often the first thing an editor reads when reviewing your submission. As your first pitch to the editor, the cover letter helps them gauge the suitability of your manuscript for publication in their journal. Imagine your work shaping the future of your field, gathering citations, and sparking discussions. A powerful cover letter is thus the first step to making that vision into a reality.   

In this article, we will guide you through the process of writing an effective cover letter and explain how you can get it right every time with examples. First, let us get started with the basics!  

Getting the Basics Right  

When writing a cover letter, it is crucial to address the editor by their correct and complete name¹ . If there are multiple co-editors, you can address your letter to the right person, based on their specialization or designated responsibilities. If unsure, it is okay to go with a more general salutation, such as “Dear Editors”¹ .   

Presenting your Research  

Provide a clear and concise title for your submission and specify whether it is an article, communication, review, perspective, or a manuscript belonging to some other category. If the journal guideline recommends, consider including a list of all authors in the manuscript.   

After covering the preliminary information, briefly explain your paper’s central theme or focus to give the editor an idea of its contents. Ensure this stays a brief outline, without going into too much detail.   

Conveying the Importance of Your Work  

How you communicate the impact of your work can make or break your cover letter. To make a strong impression on the editor, articulate the significance of your research clearly, emphasizing its relevance to the field. Additionally, show how your work aligns with the journal’s scope and mission.  

Including a Formal Declaration  

Some journals require a set of declarations from you to ensure that your manuscript adheres to its ethical code and the larger ethical standards of scientific publishing. Here are the required declarations in a cover letter:  

• Originality of work:  
• Confirm that your work is original and has not been published elsewhere. This tells the editor your research is unique.  
• Conflict of interest statement:  
• Be clear about any potential conflicts of interest. This includes any personal, financial, or professional connections that might affect your research.  
• Funding source (if applicable):  
• Tell where your research funding came from, if any. This includes any support or grants from organizations.   

Including Personal Suggestions for Reviewers on a Separate Page (optional)  

If there is no part of the submission process that collects researcher suggestions for reviewers, and there are special requests from the researcher for reviewers (e.g., recommending the inclusion or suggesting the exclusion of a specific reviewer, etc.), you may also make a note about this in the cover letter.  

Combining these five points, here is a good example of a cover letter for researchers’ reference:  

(This image is intended to demonstrate the norms of formatting and tone of expression in a cover letter, it is to be used only by the researcher as a reference in writing² .)  

Conclusion  

A strong cover letter can go a long way in ensuring success for researchers looking to publish their manuscripts! Your cover letter is the opening act, setting the stage for how editors perceive your manuscript. So, look at it not as just another formality but as a crucial opportunity to make a strong impression.   

Understanding what to include, what is optional, and what is best left unsaid can be tricky. That is where our team of experts at Elsevier Language Services can step in. We will provide personalized recommendations and expert guidance to help you craft a cover letter that perfectly complements your manuscript. Reach out to us today to make a great first impression and embark on a successful academic journey!  

Reference  

• Nicholas, D. (2019). How to choose a journal and write a cover letter. Saudi Journal of Anaesthesia, 13(5), 35. https://doi.org/10.4103/sja.sja_691_18  
• Loyola University Chicago. (n.d.). JCSHESA Sample Cover Letter. https://ecommons.luc.edu/jcshesa/cover_letter_template.pdf  

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Authors can submit their original ideas and findings, matches with the aim and objectives of the journal in the form of original or review articles, case reports and short communication. The manuscript should be written in the English language using font Times New Roman, size 12 and single line space in the compatible MS-Word format (.doc/.docx) in one column with margins of one inch (2.5 cm) at the top, bottom and the sides. The length of the manuscript should not be more than 15 pages.

Paper submission steps 1. Submit a cover letter in MS word format. ( Download sample file ) 2. Submit an authorship responsibility form. ( Download sample file ) 3. Submit the complete manuscript in MS word format, which should have all ‘Figures with headings’ and all the ‘Tables with headings and/or legends’. ( Download sample file ) 4. Corresponding author can submit their article by clicking on the manuscript submission link Or they can submit it through email: [email protected] 5. Now fill in the required details and upload all the files. 6. For any inconvenience in manuscript submission mail to Managing Editor ( [email protected] ).

Copyrights International Journal of Hepatology Sciences the Creative Commons Attribution (CC-BY) license to published articles. Under this license, authors retain ownership of the copyright for their content, but they allow anyone to download, reuse, reprint, modify, distribute and/or copy the content as long as the original authors and source are cited. Appropriate attribution can be provided by simply citing the original article.

Publication process After receiving the manuscript, the file will be sent to the subject editor. The editor will send the article to two reviewers for double-blind peer review. All the comments by the reviewers will be sent to the corresponding author and the author should return the revised version of the manuscript within one week. The revised manuscript will be sent to the reviewers again and the final decision will be taken by the Subject Editor. The accepted article will be sent to the corresponding author in ready-to-print format for proofreading. Proofreading provides the opportunity to view and correct the remaining mistakes in the manuscript. Once the manuscript is published in the journal, no changes will be made and for any mistake, authors will be responsible. The accepted articles will be published online as well as in print and a link to the article will be sent to the author by email for downloading.

Article handling/Processing charges There is no article 'submission fee' in the journal. But, as the Journal is not receiving any governmental & / or non-governmental financial add, the authors are required to pay an article ' handling/processing fee' (after peer review and acceptance). This fee contributes to the costs involved in DOI allocation, indexing, formatting, publication process and Web maintenance.

•Indian authors: 4000 INR (w.e.f. 01.06.2024) •International authors: 100 USD (w.e.f. 01.06.2024)

The article should be prepared by following the general layout of the journal as given below:

Preparation of Cover Letter A cover letter mentioning that the submitted work is original, not published before and not under the publication. It should be sent along with the manuscript by the corresponding author on the behalf of co-authors to the journal's managing editor. Provide the contact details and affiliation of two potential reviewers (Optional). Click here to download the format of a cover letter .

Preparation of complete manuscript The first page of the manuscript should include the title, name of the author(s), affiliations of author(s), e-mail of author(s) and complete address of the corresponding author with e-mail and phone no./Mob. No. The title should be concise and informative.

Abstract The abstract should be not more than 300 words and contain the entire work's gist. Avoid using any abbreviated form in the abstract. Taxonomic authorities should not be used here. References should not be used in the abstract. The abstract should be followed by 3 to 6 keywords.

Introduction In this portion, the main problem, selected in the study should be discussed with the relevant earlier literature and the proposed method or solution. Proper references should be used in support to the content.

Materials and Methods The detailed experimental protocols, instruments and software, etc. used in the study should be described here with their proper references. The details of the study area should also be provided.

Results Here the author(s) should be presented the clear and concise findings of the experiment/study. It should be written in the past tense. The results should be given here without any references.

Discussion The study should be elaborately discussed with the significance of the results with the help of earlier work and reports.

Conclusion The important outcomes of the study should be mentioned in this section. Note: Results, Discussion and Conclusion can be combined if seems appropriate.

Acknowledgments The acknowledgments of the funding body, institutional head, co-workers, field assistants, local people, etc. should be briefed and declaration of any conflict of interest related to the work.

References In the text, the references should be typed in Vancouver style

Journal article, up to 6 personal author(s): 1. Al-Habian A, Harikumar PE, Stocker CJ, Langlands K, Selway JL. Histochemical and immunohistochemical evaluation of mouse skin histology: comparison of fixation with neutral buffered formalin and alcoholic formalin. J Histotechnol. 2014 Dec;37(4):115-124. Electronic journal article: 2. Poling J, Kelly L, Chan C, Fisman D, Ulanova M. Hospital admission for community-acquired pneumonia in a First Nations population. Can J Rural Med [Internet]. 2014 Fall [cited 2015 Apr 27];19(4):135-141. Available from: https://www.srpc.ca/14fal.html by selecting the PDF link in the table of contents. Electronic journal article, 7 or more personal authors, optional DOI information: 3. Aho M, Irshad B, Ackerman SJ, Lewis M, Leddy R, Pope T, et al. Correlation of sonographic features of invasive ductal mammary carcinoma with age, tumor grade, and hormone-receptor status. J Clin Ultrasound [Internet]. 2013 Jan [cited 2015 Apr 27];41(1):10-7. Available from: https://onlinelibrary.wiley.com/doi/10.1002/jcu.21990/full DOI: 10.1002/jcu.21990

Book, personal author(s): 4. Buckingham L. Molecular diagnostics: fundamentals, methods and clinical applications. 2nd ed. Philadelphia: F.A. Davis; c2012. Book or pamphlet, organization as both author and publisher: 5. College of Medical Radiation Technologists of Ontario. Standards of practice. Toronto: The College; 2011. Book, editor(s): 6. Kumar V, Abbas AK, Aster JC, editors. Robbins basic pathology. 16th ed. Philadelphia: Elsevier Saunders; c2013. Book, editor(s), specific chapter with the individual author(s): 7. Altobelli N. Airway management. In: Kacmarek R, Stoller JK, Heuer AJ, editors. Egan’s fundamentals of respiratory care. 10th ed. St. Louis: Saunders Mosby; c2013. p. 732-86. Electronic book, personal author(s), requiring password: 8. Martin A, Harbison S, Beach K, Cole P. An introduction to radiation protection [Internet]. 6th ed. London: Hodder Arnold; 2012 [cited 2015 May 28]. Available from: https://lrc.michener.ca:2048/login?url=https://search.ebscohost.com/login.aspx?direct=true&db=nlebk&AN=466903&site=ehost-live&ebv=EB&ppid=pp_iii with authorized username and password. Electronic book, organization as author, freely available: 9. OpenStax College. Anatomy & physiology [Internet]. Version 7.28. Houston: The College; 2013 Apr 25 [Updated 2015 May 27; cited 2015 May 28]. Available from: https://cnx.org/content/col11496/latest/.

Dictionary entry: 10. Stedman’s medical dictionary for the health professions and nursing. 7th ed. Philadelphia: Wolters Kluwer/Lippincott Williams & Wilkins; c2012. Hematoma; p. 756. Entry in a print reference work: 11. Canadian Pharmacists Association. CPS 2013: compendium of pharmaceuticals and specialties. 48th ed. Ottawa: The Association; c2013. Atropine: Systemic; p. 297-9. Entry in an online reference work: 12. Canadian Pharmacists Association. eCPS. [Internet]. Ottawa: The Association; 2015. Methimazole; [revised 2012 Mar; cited 2015 May 28]; [about 6 screens]. Available from: https://lrc.michener.ca:2048/login/ecps with authorized username and password. Wiki entry: 13. Wikipedia: the free encyclopedia [Internet]. St. Petersburg (FL): Wikimedia Foundation, Inc. 2001 – Ebola virus epidemic in West Africa; [modified 2015 May 28; cited 2015 May 28]; [about 34 screens]. Available from: https://en.wikipedia.org/wiki/Ebola_virus_epidemic_in_West_Africa Newspaper article: 14. Carville O. Health ‘snooping’ cases on the rise. Toronto Star. 2015 May 27:Sect. GT:1 (col. 3). Electronic newspaper article: 15. Wisniewski M. Five babies at Chicago daycare diagnosed with measles. Globe and Mail [Internet]. 2015 Feb 5 [cited 2015 Feb 6];Life:[about 2 screens]. Available from: https://www.theglobeandmail.com/life/health-and-fitness/health/five-babies-at-chicago-daycare-diagnosed-with-measles-report/article22805944/. Legal material (note: this is not addressed in Vancouver Style): 16. Accessibility for Ontarians with Disabilities Act, S.O. 2005, c.11 [Internet]. 2009 Dec 15 [cited 2015 May 29]. Available from: https://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_05a11_e.htm Report available on a web page: 17. Canadian Institute for Health Information. Depression among seniors in residential care [Analysis in brief on the Internet]. Ottawa: The Institute; 2010 [cited 2015 May 29]. 18 p. Available from: https://secure.cihi.ca/free_products/ccrs_depression_among_seniors_e.pdf Page on a website: 18. Alzheimer Society of Canada [Internet]. Toronto: The Society; c2015. Benefits of staying active; 2013 Jan 28 [cited 2015 May 29];[about 1 screen]. Available from: https://www.alzheimer.ca/en/kfla/Living-with-dementia/Day-to-day-living/Staying-active/Benefits-of-staying-active

Streaming video: 19. Allen S, Waerlop I. The Gait Guys talk about great toe dorsiflexion [Internet]. [place unknown]: The Gait Guys; 2014 May 11 [cited 2015 May 29]. Video: 3 min. Available from: https://www.youtube.com/watch?v=E8O8TLtunUQ Electronic image: 20. Bickle I. Swallowed foreign body [radiograph]. 2014 Jul 14 [cited 2015 May 29]. In: Radiopaedia.org [Internet]. [place unknown]: Radiopaedia.org; c2005-2015. [about 1 screen]. Available from: https://radiopaedia.org/cases/swallowed-foreign-body-1 Blog post (no given name, so screen name used as an author): 21. Munkee. Nuclear Munkee. [blog on the Internet]. [place unknown]:[Munkee]; [date unknown] –. In-111 pentetreotide imaging; 2013 Mar 19 [cited 2015 May 29]; [about 3 screens]. Available from: https://nuclearmunkee.blogspot.ca/2013/03/in-111-pentetreotide-imaging.html Poster presentation/session presented at a meeting or conference: 22. Chasman J, Kaplan RF. The effects of occupation on preserved cognitive functioning in dementia. Poster session presented at: Excellence in clinical practice. 4th Annual Conference of the American Academy of Clinical Neuropsychology; 2006 Jun 15-17; Philadelphia, PA..

Figures All the figures should be in JPG/JPEG format in a word file. The figures should be with the width of 75 mm/155 mm with the resolution of 300 dpi. Figures should be numbered as they are cited in the main text. If the figure is a plate, each figure should be subdivided by using upper case letters of bold “Times New Roman” font size as required but similar in all. If a figure comprises more than one glossy photograph, these should be marked A, B, C...etc. Legends of all figures should be provided on a separate page.

Figure format:

Fig 1: ---(9 Font size, Times New Roman, Normal, Bold)

Tables The table should be made as simple as possible. Only a few horizontal lines should be used without vertical lines in the table. All tables should be placed after references in the manuscript. Each table should be consecutively numbered in Arabic numerals with a self-descriptive heading and/or legend. Any abbreviation or symbol used in the table should be described in the legend. The same data should not be represented in tables and in graphs.

Table Format – It should be designed using table tools of MS Word and exactly same as below

Table 1: --- (9 Font size, Times New Roman, Normal, Bold)

Tables and figures should be cited in the text in numerical order. Table 2 should not be first cited before Table 1.

Units and Symbols: The use of the International System of Units (SI) is recommended.

Other important notes 1. Use SI units and the appropriate symbols (mm for millimetre; µm for micron; s for sec; Myr for million years). 2. Use the negative index (m-1, l-1, h-1) except in cases such as 'per genera’. 3. Use symbol “×” instead of “x”. 4. Use Hyphen/dash “-” to link two words (e.g. as co-operation, 2-merous, etc.) 5. Use En dash (dash with the length of the letter ‘n’) “–” to show ranges of numbers, length, width, time, pages, etc. (e.g. 10–25, 2–5 cm, 4–6 months, etc.) 6. Use elevation for heights of land surfaces above sea level. 7. Names of genera and species should be in italic. 8. Use abbreviation ‘sp’ (singular)/‘spp’ (plural) for “species”; ‘subsp’ (singular)/‘subspp’ (plural) for “subspecies”; ‘sp. nov.’ for “new species”; ‘comb. nov.’ for “new combination”; ‘gen. nov.’ for “new genus”; ‘s.s.’ for “Sensu stricto” and ‘s.l.’ for “sensu lato”; ca. for circa = about; ‘dbh’ for diameter at breast height; ‘elev.’ For “elevation”. 9. The acronym of the herbarium must be provided for each collection where they have been housed. The reference for citing the collection: NEPAL, Bardia Dist, Babai-Deurrali, 351 m, N 28º 20.934' E 81º 42.226', 23.01.2001, K. K. Shreshtha et al. 666 (TUCH). 10. The equation should be written, using ‘Equation’ feature present in ‘Insert’ option of Microsoft World. 11. Any kind of Plagiarism is prohibited in the Journal. If found guilty (before or after publication), the paper will be "Retracted" and authors will be blacklisted. 12. The format of latest published paper in the Journal can be adopted for manuscript preparation.

Review article The summarized and up-to-date information on a topic will be published under this category. The article should not be more than 4500 words. For other instructions will be similar to the general guidelines.

Short communications Any concise, new findings, important information and preliminary results can be published under this category. It should not be more than 100 words. For other instructions will be similar to the general guidelines.

Case reports New, interesting and rare cases can be reported. They should be unique, describing a great diagnostic or therapeutic challenge and providing a learning point for the readers. Cases with clinical significance or implications will be given priority. These communications could be of up to 2000 words and should have the following headings: Abstract (unstructured), Keywords, Introduction, case report, Discussion, Reference, Tables and Legends in that order.

The manuscript could be supported with up to 10 references. Case Reports could be authored by up to 6 authors.

Letter to the Editor: These should be short and decisive observations. They should preferably be related to articles previously published in the Journal or views expressed in the journal. They should not be preliminary observations that need a later paper for validation. The letter could have up to 800 words and 5-10 references. It could be generally authored by not more than 6 authors.

Jurisdiction All the Services, are governed by and constructed in accordance with the laws of India, without reference to conflict of laws principles and you irrevocably and unconditionally submit to the non-exclusive jurisdiction of the courts of Delhi, Delhi, India. Any dispute or related violence, it will be discussed and considered only in front of the ‘Judiciary of Delhi’ in Delhi, India.

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