28 Aug Tips for writing (and translating) a cover letter for your research paper

Often, after you have done the hard work of writing a research paper, you find yourself with the surprise of having to engage with the process of writing a cover letter. Although it may seem like a formality, the cover letter is actually an important part of the submission process, since it is your way of selling yourself to the journal.  I am sure you want to do anything to help get through the review process, don’t you?

The cover letter

I am sure you already know what this is. It is the letter you attach when submitting a research article to a journal for possible publication. What you might not know is that it is one of the most neglected aspects when submitting articles to journals. This should not be the case. Instead, it should be taken very, very seriously. Why is that?

The cover letter is the first point of contact the journal has with your work. It is the first document the editor will open when you send your paper to the scientific journal, so will influence whether your submission is submitted to the evaluation process or not. It is, therefore, key to the future of your article in the journal. Did you know that the quality of the writing in your cover letter can make or break your chances of publication? That is why proofreading and medical translation services are so important in these cases.

What is the structure of a cover letter?

The cover letter is an essential professional convention, especially in English, as it is the main language for all research. Its structure reflects, in a summarised form, the sections of your article and has a fixed form, conventions and structure to which you should pay attention. This is what you should include:

1. Name, contact details and mailing address of the author (at the top of the letter, on the right-hand side).
2. Name of the editor-in-chief (with academic qualifications -PhD, M.D., M.D., etc.-) and name of the journal.
3. Recipient: Address the cover letter correctly to the person in charge (Dear Dr [name of editor]). If you are in doubt as to which editor will be responsible, leave the salutation generic (e.g. Dear Editor of journal X).
4. Body of the letter with the following points (1 paragraph per point).
   1. Introduce the author, type of research, the title of the article and the name of the journal.
   2. Confirmation that the work is original and has not been published and is not being considered for publication in another journal.
   3. Summary of conclusions.
   4. Justification of your research. Include the reasons why you believe your research will be of interest and mention how your research aligns with the aims and scope of the Journal.
5. Declaration of possible conflicts of interest.
6. Email address for correspondence.
7. Gratitude to the editor for considering the manuscript for publication.
8. Respect the rules and protocol for letters. If you know the editor’s name, sign with “Sincerely”, [intro]. In addition, here you need to add: your name with academic titles, your job title, your place of work.

Some tips to consider

1. Do not repeat information that the Editor of the Journal can easily find in your abstract.
2. Focus on the main result, highlighting its relevance.
3. Review the Journal’s guidelines for authors and consider any specific requirements.
4. It should be attractive and engaging. Talk about the novelty of the article and what it brings to the table.
5. The letter should be limited to about a page or a page and a half.
6. Revise the cover letter several times for clarity and accuracy.
7. All sentences should relate to the purpose, the main results, and the most important conclusions.
8. The cover letter should be the last thing you write, as it is derived directly from your research.
9. You can rephrase some sentences from the article, always ensuring that the text flows. However, do not simply copy and paste them.
10. The style has to present your research and its achievement with some modesty.

Write your cover letter with the same care as you took with the text of your article.

Your cover letter is designed to influence the editor’s decision to send your article for review. Taken together, all this information will provide assurance to the editor that your manuscript merits consideration for publication in their journal. A well-written cover letter will ensure that your research stands out. Do you need help with writing a cover letter? A certified medical translator can lend a hand to ensure even greater success. Because if one thing is true, it is that the more polished your letter is, the more points you will earn. Good luck!