Cover Letter For APA Format | Submission Letter Steps

You’ve finished the manuscript, the figures are labeled, and the reference list is tidy. Now the submission portal asks for one more file: a cover letter. This page shows what a cover letter for APA format needs to say, how to lay it out, and how to keep it clean, direct, and editor-friendly.

Two points help you aim right. A journal cover letter is not your APA title page. It’s a short business letter that travels with your manuscript and speaks to the editor. Also, each journal can add its own requirements, so your letter should match the journal’s author instructions plus the basics that APA Style lists for cover letters.

Cover Letter For APA Format With A Submission Checklist

Use the table below as a build list. It shows the parts editors scan for, what to write, and what can trip a submission.

Cover Letter Part	What To Include	Common Slip-Up
Sender Block	Corresponding author name, affiliation, mailing location, email, phone	Using an email you may lose access to after graduation
Date And Recipient	Date, editor’s name (if known), journal name, journal office details	“To whom it may concern” when the editor is listed
Manuscript Identification	Full title, article type, word count if requested, any extra files (tables, figures, supplements)	Leaving out the article type, so the editor guesses
Fit Statement	1–2 sentences on why the paper matches the journal’s scope and readers	Copying the abstract into the letter
Novelty And Reader Value	What is new, what question it answers, what readers gain	Big claims with no anchor in the results
Originality And Prior Posting	Confirm the work is not under review elsewhere; note any prior posting if the journal asks	Skipping a disclosure that the journal requires
Author Approval	State that all authors approve submission and byline order	Submitting before coauthors sign off
Disclosures	Conflicts of interest, funding, human/animal approvals if relevant, data notes when requested	Adding disclosures only after review starts
Closing Request	Polite request to send the manuscript to peer review; thank the editor	Sounding like a sales pitch

What A Journal Editor Wants From Your Cover Letter

Editors scan the cover letter for two basics: what the paper is and why it fits. A clear letter cuts extra emails and moves the manuscript faster.

Keep the core job in mind: identify the manuscript, show fit, and give required assurances. If you do those three well, you’re ahead of many submissions.

Format Basics That Still Feel Consistent

A cover letter does not follow the full APA paper layout (no running head, no abstract page). Still, you can keep a consistent look by using the same font family and size as your manuscript, standard margins, and clean spacing.

• Margins: One-inch margins work well for a business letter.
• Spacing: Single-space within paragraphs is common; add a blank line between blocks.
• Alignment: Left align the text. Skip full justification.
• File name: Use a clear label like “CoverLetter_LastName_JournalName”.

If you want the APA list of expected content in one place, the APA Style page on cover letters for journal submission spells out the standard items editors look for.

The Four Paragraph Plan That Works In Most Cases

If the journal gives no strict template, use a four-paragraph structure. It reads like a normal business letter, and it keeps you from drifting into extra pages.

Paragraph 1: Identify The Manuscript

Open with the manuscript title, the type of article, and the journal name. If the journal asks for word count or notes about extra files, add them here.

Paragraph 2: Show Fit In Two Sentences

State what topic the paper tackles and why it matches the journal’s scope. Tie the work to the kind of readers the journal serves. Name the field, population, setting, or approach in plain words.

Paragraph 3: State What’s New And What The Reader Gets

Give the editor a crisp reason to care. Mention the main result or contribution and what it changes for readers. Skip grand language. A calm, direct claim is easier to trust.

Paragraph 4: Give Assurances And Close Politely

Confirm that the manuscript is not under review elsewhere, all authors approve the submission, and disclosures are complete. Then close with a courteous request for review and your contact details.

A Fill-In Template You Can Copy Into Your Own Letter

Use the template below as a starting point. Replace bracketed text with your details, then remove any line the journal does not want. Keep the tone professional and plain.

[Your Name], [Degree]
[Department], [Institution]
[Street Line]
[City, State/Province ZIP/Postal Code]
[Email] | [Phone]

[Month Day, Year]

[Editor First Last Name], [Role]
[Journal Name]
[Journal Street Line 1]
[City, State/Province ZIP/Postal Code]

Dear [Editor Last Name],

I am submitting the manuscript “[Full Manuscript Title]” to [Journal Name] as a [Article Type]. [If requested: Word count: ____; Figures: ____; Tables: ____; Supplemental files: ____].

This manuscript studies [one-sentence topic statement]. It fits [Journal Name] because [one-sentence fit statement tied to scope and readers].

The work adds new evidence on [what is new]. We found [main finding stated plainly], which suggests [clear takeaway in one sentence].

This manuscript is original, is not under review elsewhere, and has been approved by all authors in the byline order shown. [Add required disclosures: conflicts of interest, funding, ethics approval, data notes, prior posting, prior conference version.]

Thank you for your time and for reviewing our submission. I can be reached at [email] or [phone].

Sincerely,

[Typed Name]
  

One Sample Letter With Clean APA Style Wording

Seeing the pieces in a full letter helps. The sample below follows the same content points APA Style lists for a manuscript cover letter, with straightforward phrasing you can adapt.

Jordan Ahmed, PhD
Department of Education, Northlake University
100 College Avenue
Northlake, IL 60000
j.ahmed@northlake.edu | +1 (555) 010-2030

March 6, 2026

Dr. Maria Chen, Editor-in-Chief
Journal of Applied Behavioral Research

Dear Dr. Chen,

Please send our manuscript, “Sleep Timing and Exam Performance in First-Year Students,” to peer review for possible publication in the Journal of Applied Behavioral Research as a Research Article. The manuscript includes 2 tables and 1 figure; total word count is 6,140.

The study tests a preregistered model of sleep timing and academic performance in a first-year college sample. It matches the journal’s emphasis on applied findings for higher education settings.

Across two semesters, later weekday sleep timing predicted lower exam scores after controlling for prior GPA and study hours. The pattern held across sections and instructors, suggesting that sleep timing is a stable risk marker during the first year.

This manuscript is original, is not under review elsewhere, and all authors approve submission and the byline order. The research received IRB approval, and the authors declare no conflicts of interest. Funding was provided by the Northlake Research Fund (grant NR-2217).

Thank you for your time. I can be reached at j.ahmed@northlake.edu.

Sincerely,

Jordan Ahmed
  

Disclosures Lines You May Need

Many journals require disclosures, even when there’s nothing to declare. Write these lines in plain language. Put them in the final paragraph or in a short block, based on the journal’s portal fields.

Conflict Of Interest

• “The authors declare no conflicts of interest.”
• “Author A received speaker fees from [Organization] unrelated to this study.”

Funding

• “This work was funded by [Funder Name] (grant [number]).”
• “No external funding was received.”

Ethics Approval And Consent

• “The study was approved by the [Institution] IRB (protocol [number]).”
• “Participants gave consent to take part.”

If you are submitting to an APA journal, their publishing policies page summarizes disclosure expectations and authorship basics.

How To Tighten Your Letter Without Losing Substance

When a letter feels bloated, it usually has extra background, repeated claims, or too many adjectives. Tightening is mostly subtraction.

1. Cut the abstract redo: Keep results to one or two sentences.
2. Swap hype for facts: Use one concrete contribution, not a string of praise words.
3. Delete throat clearing: Start with the submission sentence, not personal backstory.
4. Keep the close clean: One thanks, one contact line, then sign off.

Common Mistakes That Slow Review

A cover letter can’t fix a mismatched manuscript, yet it can create avoidable delays. Watch these common slips.

• Wrong journal name: This happens after reuse. Double-check each mention.
• No fit line: Editors need a fast reason the paper belongs.
• Hidden prior posting: If the journal asks, state it plainly.
• Missing author approval line: Portals often flag this.
• Overlong claims: Keep it grounded in the results you can show.

Cover Letter Language That Sounds Professional, Not Stiff

You don’t need fancy phrasing. Editors read hundreds of letters. Plain sentences land best. Aim for “clear and calm” and you’ll sound confident.

Try these swaps when you’re tempted to write in a résumé tone:

• Instead of “We are pleased to submit,” write “Please send our manuscript to peer review.”
• Instead of “This paper is novel,” write “This paper tests [specific claim] using [approach].”
• Instead of “This study will transform practice,” write “The findings suggest [one practical takeaway].”

A Final Check Before You Upload

Run this list right before submission. It catches small things that cause a desk return.

Check	Pass Test	If Not
Journal Name Matches	Journal name is correct in greeting and body	Edit each mention, then re-export PDF
Manuscript Title Matches	Title matches the manuscript file title page	Paste from the manuscript to avoid typos
Article Type Stated	Research Article, Brief Report, Review, or other type is named	Add the type in paragraph one
Assurance Lines Included	Originality and author approval lines are present	Add a two-sentence assurance block
Disclosures Complete	Conflicts, funding, ethics approvals are stated as required	Use the portal prompts as your list
Contact Details Included	Email and phone are in the sender block	Add them under your name
File Name Clear	File name identifies the paper and author	Rename to a clean pattern
Tone Stays Neutral	No hype words, no flattery, no pressure	Swap to plain verbs and facts

Putting It All Together

Once you’ve built the blocks, read the full letter out loud. If you trip over a sentence, shorten it. If you hear the abstract again, cut it. If you’re missing an assurance, add it. Then you can upload.

Use this page as your baseline the next time you need a cover letter for APA format. Save a clean template, tailor the fit paragraph for each journal, and submit without last-minute scrambling.