If you're submitting a manuscript to an APA journal, you might think the cover letter is just a formality. But editors often read it first, and a clear, professional letter can set the tone for your entire submission. It's your chance to introduce your work, explain its significance, and confirm that you've followed the journal's guidelines.
Unlike a query letter to an agent, an APA cover letter is a formal business letter addressed to the editor. It should be concise, typically one page, and include specific elements: your contact information, the date, the editor's name and address, a salutation, the body of the letter, and a closing. The body should state the title of your manuscript, the journal you're submitting to, and a brief summary of your findings. You also need to confirm that the work is original, not under consideration elsewhere, and that all authors have approved the submission.
In this article, we'll walk through four distinct scenarios with complete sample letters. Whether you're submitting a first manuscript, revising and resubmitting, responding to a reviewer, or submitting a brief report, you'll find a template you can adapt. Remember to always check the specific journal's author guidelines, as requirements can vary. And while these samples are practical, they are not legal advice; for ethical or legal concerns, consult a professional.
Sample 1: Initial Submission of an Empirical Study
This is the most common scenario: you're submitting a new empirical paper to a journal. The letter should be straightforward, highlighting the study's contribution and confirming that all ethical and formatting requirements are met. Keep the tone professional and confident, but avoid overstating your findings.
Use this sample when you're submitting to a journal for the first time. It includes placeholders for your specific details, so you can customize it easily.
[Your Affiliation]
[Your Address]
[City, State, ZIP]
[Your Email]
[Your Phone]
[Date]
[Editor's Name]
[Editor's Title]
[Journal Name]
[Journal Address]
[City, State, ZIP]
Dear Dr. [Editor's Last Name],
I am pleased to submit our manuscript entitled "[Manuscript Title]" for consideration for publication in [Journal Name]. This study examines [briefly state the research question or objective] and provides new insights into [key finding or contribution].
Our research contributes to the literature by [explain the significance, e.g., offering a novel methodological approach, addressing a gap in the field, or providing practical implications]. We believe that the findings will be of interest to your readership because [reason].
The manuscript has not been published elsewhere and is not under consideration by another journal. All authors have approved the manuscript and agree with its submission to [Journal Name]. We have no conflicts of interest to disclose.
Thank you for considering our work. We look forward to your response.
Sincerely,
[Your Name]
[Your Affiliation]
Sample 2: Revised and Resubmitted Manuscript
When you're invited to revise and resubmit, your cover letter should acknowledge the editor's and reviewers' feedback, summarize the changes you've made, and explain how you've addressed each point. This letter is more detailed than an initial submission because it needs to show that you've taken the revision seriously.
Use this sample when you're sending back a revised manuscript. It includes a point-by-point response summary, which is often appreciated by editors.
[Your Affiliation]
[Your Address]
[City, State, ZIP]
[Your Email]
[Your Phone]
[Date]
[Editor's Name]
[Editor's Title]
[Journal Name]
[Journal Address]
[City, State, ZIP]
Dear Dr. [Editor's Last Name],
Thank you for the opportunity to revise and resubmit our manuscript, "[Manuscript Title]," for consideration in [Journal Name]. We appreciate the thoughtful comments from the reviewers and the editor, which have helped us improve the manuscript significantly.
In response to the feedback, we have made the following major revisions:
1. [Briefly describe change 1 and how it addresses a reviewer comment.]
2. [Briefly describe change 2 and how it addresses a reviewer comment.]
3. [Briefly describe change 3 and how it addresses a reviewer comment.]
A detailed point-by-point response to each reviewer comment is included in the attached document. We believe these revisions have strengthened the manuscript and clarified its contribution.
All authors have approved the revised manuscript and agree with its resubmission to [Journal Name]. The manuscript is not under consideration elsewhere, and we have no conflicts of interest to disclose.
Thank you for your continued consideration. We look forward to your decision.
Sincerely,
[Your Name]
[Your Affiliation]
Sample 3: Response to Reviewers with a Detailed Rebuttal
Sometimes you may disagree with a reviewer's comment or need to explain why you chose not to make a suggested change. In such cases, your cover letter should respectfully acknowledge the comment and provide a clear rationale for your decision. This sample shows how to handle a sensitive situation with professionalism.
Use this sample when you need to address a contentious point or explain a deviation from reviewer suggestions. It maintains a collaborative tone while standing your ground.
[Your Affiliation]
[Your Address]
[City, State, ZIP]
[Your Email]
[Your Phone]
[Date]
[Editor's Name]
[Editor's Title]
[Journal Name]
[Journal Address]
[City, State, ZIP]
Dear Dr. [Editor's Last Name],
We are grateful for the opportunity to revise our manuscript, "[Manuscript Title]," based on the reviewers' insightful comments. We have carefully considered each point and made revisions accordingly. Below, we summarize our responses to the major concerns.
Reviewer 1 raised a concern about [briefly describe the issue]. We agree that this is an important point. In the revised manuscript, we have [explain the change made, e.g., added additional analyses, clarified the methodology, or expanded the discussion]. This change can be found on page [X], lines [Y-Z].
Reviewer 2 suggested that we [describe the suggestion]. After careful consideration, we have chosen not to adopt this suggestion because [provide a clear, evidence-based rationale]. We have instead [explain what you did instead, if anything] and have added a brief explanation in the manuscript on page [X].
We believe that these revisions have improved the manuscript while preserving its original contribution. A detailed point-by-point response is included with our submission.
All authors have approved the revised manuscript, and it is not under consideration elsewhere. We have no conflicts of interest to disclose.
Thank you for your consideration. We look forward to your decision.
Sincerely,
[Your Name]
[Your Affiliation]
Sample 4: Cover Letter for a Brief Report
Brief reports are shorter manuscripts that present concise findings, often preliminary or negative results. The cover letter for a brief report should emphasize the brevity and the specific contribution of the work, and confirm that it fits the journal's format for brief reports.
Use this sample when submitting a brief report. It highlights the concise nature of the work and explains why it merits publication despite its length.
[Your Affiliation]
[Your Address]
[City, State, ZIP]
[Your Email]
[Your Phone]
[Date]
[Editor's Name]
[Editor's Title]
[Journal Name]
[Journal Address]
[City, State, ZIP]
Dear Dr. [Editor's Last Name],
I am submitting our brief report entitled "[Manuscript Title]" for consideration in [Journal Name] as a Brief Report. This manuscript presents [briefly describe the study, e.g., a preliminary investigation, a replication, or a negative finding] that we believe will be of interest to your readers.
Despite its brevity, this report offers [explain the key contribution, e.g., a novel finding, a methodological innovation, or a timely replication]. We have kept the manuscript concise to focus on the core message, and it adheres to the journal's guidelines for brief reports (word count: [X]; tables/figures: [Y]).
The work has not been published elsewhere and is not under consideration by another journal. All authors have approved the submission and agree with its consideration by [Journal Name]. We have no conflicts of interest to disclose.
Thank you for considering our brief report. We look forward to your response.
Sincerely,
[Your Name]
[Your Affiliation]
Before you send your cover letter, double-check the journal's author guidelines for any specific requirements, such as a particular salutation, a required statement about ethical approval, or a specific format for the cover letter. Personalize each letter to the journal and editor; a generic letter is easy to spot.
Keep your letter to one page, use clear and concise language, and proofread carefully. A well-crafted cover letter can make a positive first impression and help your manuscript move smoothly through the editorial process. If you're unsure about any aspect of submission, consider seeking advice from a mentor or colleague who has published in the journal.