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How to write an impressive cover letter to a journal’s editor

While submitting a manuscript to a journal, it is very important to include an impressive cover letter to the editor-in-chief. The cover letter provides a glimpse of the results and data presented in the manuscript, including the experimental study design. Based on the content of the cover letter, the journal editor would make an important decision of accepting the article with revisions or directly publishing it. In most cases, the paper is forwarded to reviewers based on the content of the cover letter and manuscript. A cover letter should be typically of 1-2 pages. In this article, we guide you on how to write a professional yet persuasive cover letter that attracts the attention of the journal editor.

Salient features of a cover letter to a journal editor:

  • A cover letter must include the name of all authors, including the names of corresponding authors. Contact details of authors, such as email addresses and the actual address must be provided at the start of the cover letter. In most cases, authors prefer to use the institute’s letterhead. In general, letterhead is standardized and contact details have to be provided at the end of the cover letter. Always write your signature at the end of the cover letter. Contact details are necessary as the editor would contact you based on their decision, regardless of whether it is positive or negative.
  • In some journals, the editors of different regions are different. For example, the European version of the journal would have an editor that is different from the American version of the journal. In this case, please ensure that the correct editor is addressed in the cover letter. The title and the name of the editor should be written correctly and in full form. A journal’s webpage usually enlists the names of editors. Never write “Dear Sir” or “Dear Madam” as a salutation. In case the name is not provided on the journal’s webpage, then the salutation would be “Dear Editor” or “Dear Editor-in-chief.”
  • The cover letter has to be written in a unique style. As an author of a manuscript, you cannot simply include important results as copied paragraphs. The important findings and results should be reworded in simple and short sentences. The journal editor should be convinced that you spent time drafting the cover letter.
  • Before drafting a cover letter, please double-check whether the topic of your research study is compliant with the journal’s theme, scope, and subject. A cover letter should be written in a constructive tone and style. The title of the manuscript should be presented as it is in the cover letter. The title should be the one that’s presented in the final draft of the manuscript. Then, declare the type of work that is presented in the manuscript. It could be any one of the following: an article, a meta-analysis, short communication, or a perspective.
  • There may be instances where the authors have submitted the article to another journal earlier. In that case, authors must take into account the current journal’s submission criteria, theme, and interests. Thus, they should address the current journal’s editor by his or her proper name, and change the wordings of the cover letter. In case the article has been rejected by a previous journal, then the authors must mention the reason for rejection in the cover letter. The authors should never submit a manuscript to two or more journals simultaneously. Most journal editors do not review a manuscript that has been already submitted elsewhere for publication.
  • The important content of the cover letter is just one or two paragraphs that summarize the novelty of the scientific research. All important points of the research findings must be included in this cover letter. These two paragraphs should neither be too long nor very short. The experimental study design and the special techniques used in the research study should be presented concisely. All innovative results of the study should also be included.
  • The cover letter must include the significance of the study and the rationale behind experimentation. It must explain why the paper is suitable for publication in a specific journal. The explanation must include why the paper is relevant to the scope of the journal. Moreover, the authors must also explain the importance of the research study and how it will entice the readers of the journal. The editor must be convinced that the paper will have a high impact in the particular field of study.
  • In the cover letter, authors must also include the list of documents that they are submitting. For example, the final draft of the manuscript, supporting information, author information forms, answers to the comments provided by reviewers (This is done when a revised form of the manuscript is submitted to the editor). Please note that the cover letter is like a sales pitch that needs to be persuasive yet concise.
  • In a cover letter, refrain from mentioning and defining abbreviations. Ensure that the content is correct in terms of grammar and punctuation. Avoid having spelling mistakes in the document. Carefully read the cover letter to ascertain its worthiness. After all, it is meant to be submitted to an editor of an international journal. The esteemed editor would be glad to know that the authors are eager to answer any queries related to the manuscript. Finally, place a note stating that the decision of the editor would be held in high esteem.

Harrisco is a reputed Korean company that offers cover letter development services to all researchers in Korea, China, Japan, and Taiwan. Established in 1997, it has become a brand to reckon with. It has a team of more than 200 native English editors from reputed universities of the USA, UK, Canada, Australia, and New Zealand. They can professionally draft effective cover letters that provide a correct glimpse of the experimental study to the journal’s editor, regardless of whether the journal is SCI or Open Access.

 

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Publication support services by Harrisco: top academic company of Korea

 

Harrisco is a leading academic editing and translation company based in Seoul, South Korea. Ever since its inception in 1997, Harrisco has been consistently offering publication support services to researchers all across Asia. These include cover letter development, plagiarism check and rewriting, journal selection, formatting as per journal guidelines, etc.

After English editing and translation, most researchers also avail of publication support services of Harrisco. Most Asian researchers have a limited knowledge of the high standards set by international peer-reviewed journals. Therefore, they usually need publication support services. A paper may have scientifically accurate content and good English language usage, but it may still be rejected by a journal editor for not adhering to formatting guidelines of the journal.

Now, let’s understand the most popular service of publication support. It is none other than journal selection. Every academic field of study will have hundreds or thousands of academic journals for submission of manuscripts. However, Harrisco’s team of experts are PhD professionals who themselves have a track record of publication in international journals.

After carefully reviewing the content of the manuscript, they will provide names of three journals that are most suitable for publication. Journal impact factor, scope and aims of the journal, publishing model, type of manuscript, etc. are some factors considered for journal selection. Most researchers in Asia intend to publish their work in high impact factor SCI (Science Citation Index) journals. They receive research grants only after publishing in high impact journals.

The next most popular service of publication support is plagiarism check. Harrisco has a sophisticated software named CopyKiller to check the content of academic papers. Most journal editors reject a paper outright if it has plagiarized content. The content must be original and all plagiarised sentences need to rewritten in different words.

Researchers can’t just cite related works in their research paper and offer plagiarised content. The findings of related studies have to be presented in own words. Scientific editors of Harrisco provide rewriting services to researchers caught in plagiarism issues. Other important services of publication support include manuscript formatting and figure formatting.

Harrisco’s editors are well versed in several journal style guides, such as the AMA Manual of Style, The Chicago Manual of Style, or the APA Manual of Style. Most biomedical journal editors expect papers to be formatted as per the AMA Manual of Style. The title, page layout, font size, references, citations, etc. are all formatted according to a prescribed style guide or journal’s formatting guidelines displayed on the website.

Figure formatting is done by scientific illustrators who are well versed with the complex figure formatting guidelines of the journal. These rules are used for formatting figures and tables in the manuscript. Cover letter development is usually the sought after service of novice researchers who have never submitted a cover letter earlier to a journal. Manuscript preparation is a daunting task for most Asian researchers, so publication support services of Harrisco are availed by many researchers of Asia.

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How to impress the Journal Editor with Your Cover Letter

In research and academia, it is extremely important to publish your data and results in international English journals of high-impact factor. All researchers have to submit a cover letter along with their manuscript to the journal editor. Usually, a cover letter is addressed to the Editor-in-Chief of the journal.

A journal editor forms a first impression of your work by reading your cover letter. Based on the cover letter, a journal editor gets a glimpse of the main ideas presented in your study. A journal editor then decides whether the manuscript is relevant for publication in the journal. In other words, a cover letter is a mirror to the quality of a research study.

A journal editor may either forward the manuscript to the team of peer reviewers or may reject it outright. In some cases, a journal editor may be so impressed with the cover letter that they may publish the manuscript as it is. Now, let’s discuss how you can write a cover letter that is concise yet persuasive in its tone.

Typically, a cover letter is written in professional English and should not exceed more than 2 pages in length. A cover letter is mostly written to sell a research study to a journal editor. In this article, we present 11 tips for cover letter development.

  1. Always include important fundamentals of a cover letter: It is always preferable to use a letterhead from your affiliated institution. If letterhead can’t be availed, then make it a point to furnish the following details at the top left corner of the page: the names of all authors, including corresponding authors, the email address for correspondence, and the physical address of the institutions affiliated to the authors.

In case of a standardized letterhead, the author must include his or her contact information at the end of the letter, just below the signature. The journal editor would always need your contact information for further correspondence. To increase the credibility of the cover letter, the author should include the hand-written signature and not just the mere name in typed format.

In some journals, different editors are assigned to review manuscripts of different regions: American, European, Asian, African, and Middle-eastern regions. Many prestigious journals have global coverage, so authors should make sure that they are contacting the right editor in their region.

Address the editor with their proper title, such as Dr. or Prof. before mentioning their correct name. A journal’s website usually displays the names of its editors. If the names of editors are not available on a journal’s webpage, then you may address them as “Dear Editor” or “Dear Editor-in-Chief”. Always refrain from using the following salutation: “Dear Sir” or “Dear Madam.”

Authors should always make it a point to write the cover letter in a unique way. Remember that originality is the keyword here, so an author cannot simply copy the wordings from their manuscript. They need to paraphrase their results and findings in a succinct way. Only native English authors are capable of rewording their findings and data. Take the help of a native English speaker if you are not comfortable with rewording. Before developing ideas for your cover letter, make sure that your research completely aligns with the theme, scope, and objective of the journal.

2. How to present the main content in the cover letter of a journal: The tone of the cover letter should be positive and constructive; the English language usage should be professional. The “title of the manuscript” should be presented as it is in the cover letter. Make sure you present the correct title as there may be instances where you have changed the title in the final draft of the manuscript. Then, clearly mention the type of article presented in the manuscript.

For example, it could be a short summary, a meta-analysis, full article, a systematic review, etc. Remember, an ethical author never submits a paper to more than one journal simultaneously. There could be instances of an author submitting their manuscript to another journal after facing outright rejection from a prestigious journal. Then, such an author should write a new cover letter to the different journal editor.

This cover letter should address the theme, requirements, and objectives of the second journal. There could be instances where you are addressing the editor for the second time. In this case, the cover letter should clearly indicate how you have modified the manuscript by taking into account the constructive feedback of the peer reviewers.

All the reasons of rejection should be clarified in the second cover letter. A journal editor is always keen to publish papers that have novelty of content. Therefore, the main content of the cover letter should be just one or two paragraphs explaining the novelty of a research study. This section should cover all the important points presented in your manuscript. This section cannot be very long or short; it should be of medium length.

The author should present the best results of the experiments and mention all the novel techniques used in the study. All significant results of previous related studies may be included in a concise manner, if necessary. However, the author must be careful enough to ensure that the results presented in the cover letter match with those presented in the main manuscript and in the supplementary information.

Finally, the author should explain the significance of the rationale behind submitting to a particular journal. This is the most important aspect of a cover letter. A journal editor should be convinced that your research study addresses the scope of the journal. The author must explain how their research study addresses an important issue and how it can attract the attention of the journal’s readers. A journal editor must be convinced that the research study contains path-breaking results.

3. How to conclude your cover letter: Make a list of the other supporting documents that you are including with the cover letter: the main manuscript, the supporting information, author information forms, feedback to the comments provided by reviewers (This is included in revised cover letter.).

However, it is important to keep the cover letter concise, so some authors may do away with this information as it simply lengthens the cover letter. Remember a cover letter is like a sales pitch for a research study. The author has to convince the editor how a research study is relevant to the scope of the journal.

In the final paragraph, the authors should thank the editor for considering their manuscript, and they should be open to constructive feedback thereafter. The authors should refrain from using abbreviations in the cover letter. Before submission, they should make sure that the content does not have any errors related to grammar, punctuation, and style. There should be no spelling errors in the cover letter.

Most researchers in Korea think that cover letter development is a daunting task. Harrisco is a leading academic editing company that provides complete publication support to Korean researchers. The native English editors of Harrisco are retired professors who can draft perfect copies in immaculate English. Being scientifically strong with PhD degrees, Korean researchers are assured of high-quality work.