How to Write a Cover Letter for Resubmission to a Different Journal
By Dr. Zubair Khalid, DVM, MS, PhD ·
Quick Answer
- Write a resubmission cover letter that addresses the new journal's scope and editorial expectations without referencing the prior rejection.
- Use the annotated templates below to structure your letter for either a major revision or no revision scenario.
- Never mention the previous journal, reviewer comments, or rejection history in the new cover letter.
Understanding the Resubmission Context
When a manuscript is rejected by one journal, authors often need to submit the same research to a different publication. The cover letter for this new submission serves a distinct purpose. It must introduce the work fresh to a new editor while demonstrating that the manuscript has been strengthened through the review process. The challenge is that authors cannot reference the prior review because that information belongs to the previous journal's confidential peer review process.
The Committee on Publication Ethics Core Practices establish that peer review is a confidential process. This means the details of your prior review, including reviewer identities and specific comments, should not be disclosed to a new journal without permission. Your resubmission cover letter must therefore stand on its own merits, presenting the research as a complete and polished submission.
The practical outcome of a well-crafted resubmission letter is that the new editor understands three things clearly. First, your manuscript fits the journal's scope and audience. Second, the research has been conducted and reported according to accepted standards. Third, you have prepared the manuscript specifically for this journal, not simply forwarded a rejected file.
At a Glance
| Scenario | Letter Focus | Key Language | What to Avoid |
|---|---|---|---|
| Major revision completed | Emphasize improvements and completeness | "The manuscript has been revised to strengthen methodological clarity" | Any mention of prior reviewers or journal |
| No revision needed | Emphasize fit and originality | "This manuscript presents novel findings relevant to your readership" | References to previous submission dates or outcomes |
| Transfer from sister journal | Emphasize continuity and scope alignment | "We believe this work aligns with the journal's focus on" | Detailed accounts of the prior review process |
Core Principles of Resubmission Letters
Scope Alignment Comes First
The most important element of a resubmission cover letter is demonstrating that you understand the new journal. Editors reject manuscripts that clearly do not fit their scope. Before writing the letter, examine the journal's aims and scope statement, recent articles, and any author guidelines. Your letter should explicitly connect your research to the journal's stated interests.
The National Library of Medicine Research Methods Resources provides access to authoritative texts on research methodology. These resources emphasize that clear communication of research purpose and design is fundamental to scholarly publishing. Your cover letter should reflect this clarity by stating the research question, the methods used, and the significance of the findings in language that matches the journal's disciplinary conventions.
Confidentiality of Prior Review
The peer review process operates on trust. Reviewers provide candid assessments with the understanding that their comments remain confidential. The Committee on Publication Ethics Core Practices state that editors should protect the confidentiality of all material submitted during review. This includes reviewer comments and the identities of reviewers.
When you resubmit to a different journal, you must treat the prior review as confidential information. Do not include the previous journal's name, the reviewer comments, or your responses to those comments in the new cover letter. The new editor has no need for this information and may view its disclosure as a breach of professional norms.
Fresh Presentation of the Work
Your manuscript has likely changed since the original submission. Even if you made no revisions, the presentation to a new journal should be fresh. This means checking that the manuscript follows the new journal's formatting requirements, citation style, and structural conventions. The cover letter should reflect this attention to the new journal's requirements.
The EQUATOR Network provides reporting guidelines for health research. These guidelines help authors ensure their manuscripts include all necessary information for transparent reporting. When resubmitting to a different journal, check whether the journal recommends or requires specific reporting guidelines. Mentioning compliance with relevant guidelines in your cover letter demonstrates attention to quality standards.
Choosing the Right Journal for Resubmission
Journal Selection Criteria
Before writing the cover letter, you must select an appropriate journal. This decision affects every part of your submission strategy. Consider these factors when evaluating potential journals:
- Scope and topical fit with your research
- Audience and readership characteristics
- Publication timeline and acceptance rates
- Open access options and article processing charges
- Indexing and impact metrics
- Reputation within your field
The National Institutes of Health Grants and Funding portal provides guidance on research dissemination expectations. While this resource focuses on NIH-funded research, its principles apply broadly. Research should be disseminated to appropriate audiences through suitable venues. Your journal choice should reflect where your findings will reach the readers who can use them.
Using Journal Finder Tools
Many publishers offer journal finder tools that match manuscripts to appropriate journals based on title, abstract, and keywords. These tools can help you identify journals you may not have considered. However, journal finder results are suggestions, not endorsements. You must still evaluate each suggested journal against your criteria.
The ORCID for Researchers resource explains how maintaining a complete researcher profile supports your publishing activities. A current ORCID record helps editors verify your identity and publication history. Before submitting to a new journal, ensure your ORCID record is up to date with your affiliations and prior publications.
Evaluating Journal Quality
Not all journals maintain the same standards. The Committee on Publication Ethics Core Practices describe expected behaviors for journals, publishers, and authors. When selecting a journal, look for evidence that it follows these practices. Check whether the journal is a member of COPE or adheres to similar ethical standards.
Be cautious of journals that promise rapid publication without peer review or that charge fees without clear policies. Legitimate journals describe their peer review process, editorial board, and publication fees transparently. If this information is difficult to find or unclear, consider that a warning sign.
Writing the Resubmission Cover Letter
Structure of the Letter
A resubmission cover letter to a different journal follows a standard professional format. Use a clear subject line, address the editor by name if known, and structure the letter in logical paragraphs. The letter should fit on one page whenever possible.
The opening paragraph states your purpose. Name the manuscript title and indicate that you are submitting it for consideration. The second paragraph explains the significance of the research and its fit with the journal. The third paragraph describes the manuscript's key features, such as adherence to reporting guidelines or data availability statements. The final paragraph thanks the editor and provides your contact information.
Language That Avoids Prior Rejection
The most common mistake in resubmission letters is referencing the prior rejection. Authors sometimes write phrases like "We have revised the manuscript based on reviewer comments" or "This manuscript was previously submitted elsewhere." Both approaches are problematic.
Instead, focus on the present submission. Describe the manuscript as a complete work ready for review. If you made revisions, describe them in terms of strengthening the work, not responding to critics. For example, "We have strengthened the methods section to provide additional detail on our analytical approach" presents the revision as an improvement without referencing external pressure.
Addressing Prior Feedback Without Mentioning Rejection
You may need to address concerns that were raised in the prior review, even though you cannot mention the review itself. The solution is to incorporate improvements into the manuscript and describe them as part of your research process.
For example, if reviewers questioned your sample size, you might write in the cover letter, "The study includes a sample of 250 participants recruited from three clinical sites, providing adequate power to detect clinically meaningful differences." This statement addresses the concern without acknowledging that anyone raised it.
Similarly, if reviewers requested additional analyses, you can mention these analyses as part of the manuscript's strengths. "We conducted sensitivity analyses to test the robustness of our findings across different model specifications" presents the work as thorough without referencing external demands.
Template One: Major Revision Completed
When to Use This Template
Use this template when you made substantial changes to the manuscript after the prior submission. This includes adding analyses, rewriting sections, collecting additional data, or restructuring the paper. The template emphasizes the completeness and rigor of the revised work.
Annotated Template
[Date]
[Editor Name]
[Journal Name]
[Journal Address]
Dear Dr. [Editor Last Name],
Subject: Submission of manuscript titled "[Manuscript Title]"
We are pleased to submit our manuscript, "[Manuscript Title]," for consideration for publication in [Journal Name]. This research addresses [brief statement of the research problem and its significance].
The manuscript presents findings from [brief description of study design and population]. Our results demonstrate [brief statement of key findings and their implications]. We believe this work will interest [Journal Name] readers because [connection to journal scope and audience].
Several features of this manuscript support its suitability for [Journal Name]. The study employed [brief description of methods and analytical approach]. We followed [relevant reporting guideline] to ensure transparent and complete reporting. The data supporting our findings are available through [data availability statement or repository].
We have prepared this manuscript in accordance with [Journal Name] author guidelines. The manuscript is original work that 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].
Thank you for considering our manuscript. We look forward to your response.
Sincerely,
[Your Name]
[Your Affiliation]
[Your Email]
[Your ORCID iD]Annotations and Explanations
The subject line clearly identifies the submission. The opening paragraph states the purpose and introduces the research. The second paragraph connects the work to the journal's scope. The third paragraph highlights manuscript features that demonstrate quality. The closing paragraph confirms originality and author agreement.
Notice that this template never mentions a prior submission. The phrase "We have prepared this manuscript in accordance with [Journal Name] author guidelines" signals attention to the new journal without referencing any other journal.
Template Two: No Revision Needed
When to Use This Template
Use this template when you are submitting a manuscript that has not been substantially changed since its prior submission. This situation may occur when the prior rejection was based on scope instead of quality, or when you believe the manuscript was sound but the prior journal was not the right fit.
Annotated Template
[Date]
[Editor Name]
[Journal Name]
[Journal Address]
Dear Dr. [Editor Last Name],
Subject: Submission of manuscript titled "[Manuscript Title]"
We submit our manuscript, "[Manuscript Title]," for consideration for publication in [Journal Name]. The manuscript reports [brief statement of the research problem and its significance].
This study [brief description of what the research involved and what it found]. The findings contribute to [broader field or ongoing conversation] by [specific contribution]. We believe the manuscript aligns with [Journal Name]'s focus on [specific area of journal scope].
The manuscript includes [brief description of key methodological features]. We have followed [relevant reporting guideline] to support transparent reporting. [If applicable: The data and analysis code are available at [repository].]
This manuscript is original, has not been published previously, and is not under consideration by another journal. All authors have reviewed and approved the submission.
We appreciate your consideration of this work.
Sincerely,
[Your Name]
[Your Affiliation]
[Your Email]
[Your ORCID iD]Annotations and Explanations
This template focuses on the manuscript's current state and its fit with the new journal. The language emphasizes originality and completeness. The phrase "We submit our manuscript" is direct and confident, appropriate for a work you believe is ready for publication.
The key difference from the first template is the absence of language about revision or strengthening. This template presents the manuscript as a finished product. Use this approach when you have not made changes or when the changes were minor and do not warrant emphasis.
Practical Implementation Steps
Step One: Assess Your Manuscript
Before writing the cover letter, review your manuscript with fresh eyes. Read it as if you were an editor seeing it for the first time. Identify any weaknesses that could undermine the submission. Consider whether the manuscript needs revision before resubmission, even if you initially planned to submit it unchanged.
The EQUATOR Network provides reporting guidelines that can help you assess whether your manuscript includes all necessary elements. Check the relevant guideline for your study type and verify that your manuscript addresses each item.
Step Two: Research the New Journal
Thoroughly investigate the journal you have selected. Read its aims and scope statement carefully. Review several recently published articles to understand the journal's style and expectations. Check the author guidelines for specific requirements about cover letters, formatting, and supplementary materials.
The National Library of Medicine Research Methods Resources can help you understand the standards expected in biomedical research reporting. Use these standards to evaluate whether your manuscript meets the new journal's expectations.
Step Three: Draft the Cover Letter
Using the appropriate template, draft your cover letter. Customize every bracketed section with specific information about your manuscript and the new journal. Avoid generic language that could apply to any submission.
Read your draft aloud to check for awkward phrasing. Ask a colleague to review the letter and provide feedback. A second reader can catch references to the prior submission that you may have missed.
Step Four: Verify Compliance
Before submitting, verify that your cover letter and manuscript comply with the new journal's requirements. Check the following:
- Manuscript formatting matches the journal's style
- References follow the journal's citation format
- Figures and tables meet the journal's specifications
- Cover letter addresses the editor correctly
- All author information is accurate and current
The ORCID for Researchers resource recommends maintaining an accurate researcher profile. Verify that your ORCID record reflects your current affiliation and includes your recent publications.
Step Five: Submit and Track
Submit your manuscript through the journal's online system. Save confirmation emails and note the manuscript number assigned by the journal. Track your submission through the system and respond promptly to any requests from the editorial office.
Records and Measurements
What to Document
Maintain a submission tracking record for each manuscript. This record should include:
- Manuscript title and version
- Date of original submission
- Journal name and manuscript number
- Date of decision and decision type
- Date of resubmission to new journal
- New journal name and manuscript number
- Any correspondence with editorial offices
The National Institutes of Health Grants and Funding resources emphasize the importance of maintaining accurate records of research activities. This principle applies to publication activities as well. A complete submission record helps you track your work and provides documentation if questions arise.
Measuring Success
Track the outcomes of your resubmissions. Note which journals accept your work and which reject it. Over time, this record can reveal patterns in journal selection and manuscript preparation that inform your future submission strategies.
If a manuscript is rejected by multiple journals, consider whether the manuscript itself needs more substantial revision. Repeated rejections may indicate problems with the research design, analysis, or presentation that require attention before further submissions.
Common Failure Patterns
Mentioning the Prior Journal
The most common failure in resubmission cover letters is mentioning the prior journal or the rejection. Authors sometimes write "We previously submitted this manuscript to [Journal Name]" or "This manuscript was rejected by [Journal Name]." Both statements are problematic.
The prior review is confidential. Mentioning it breaches that confidentiality and signals to the new editor that you do not understand professional norms. Even mentioning the prior journal without describing the review can raise questions about why the manuscript was rejected there.
Copying the Original Cover Letter
Some authors reuse the cover letter from the original submission with only the journal name changed. This approach fails because the new letter should reflect the manuscript's current state and the new journal's specific focus.
Editors can often tell when a cover letter was not written for their journal. Generic language about the manuscript's importance without specific connection to the journal's scope suggests that the author did not research the journal.
Overemphasizing Revisions
Authors who made substantial revisions sometimes write cover letters that focus heavily on what was changed. This approach can backfire because it draws attention to the fact that the manuscript was previously reviewed elsewhere.
Instead of describing changes, describe the manuscript's current strengths. Write about what the manuscript contains, not what it previously lacked.
Submitting Without Checking Journal Requirements
Each journal has specific requirements for submissions. These may include formatting standards, reporting guidelines, data availability statements, or conflict of interest disclosures. Failing to follow these requirements can lead to immediate rejection or requests for revision before review.
The EQUATOR Network provides a searchable database of reporting guidelines. Use this resource to identify the appropriate guideline for your study type and verify that your manuscript complies.
Limitations and Professional Escalation
When to Seek Additional Guidance
Some situations require guidance beyond what a cover letter template can provide. Consider seeking advice from mentors, colleagues, or institutional research offices when:
- You are uncertain about the appropriate journal for your research
- The manuscript has been rejected multiple times and you are unsure why
- You have questions about authorship or publication ethics
- You are considering submitting to a journal with unfamiliar policies
The Committee on Publication Ethics Core Practices describe expected behaviors for authors. If you have questions about ethical requirements, consult these practices and seek guidance from appropriate sources.
Recognizing When to Revise instead of Resubmit
Not every manuscript should be resubmitted to a different journal. Sometimes the appropriate response to rejection is substantial revision or even abandoning the manuscript. Signs that revision is needed include:
- Reviewers consistently identified the same fundamental problems
- The research design has flaws that cannot be fixed with additional analysis
- The manuscript does not make a sufficient contribution to warrant publication
- The findings are not supported by the data
The National Library of Medicine Research Methods Resources can help you evaluate whether your research methods meet accepted standards. If your methods have fundamental flaws, no cover letter will make the manuscript publishable.
Professional Escalation Criteria
If you believe a journal has treated your submission unfairly or violated publication ethics, you have options for escalation. The Committee on Publication Ethics provides guidance for addressing ethical concerns in publishing. You may contact the journal's publisher, COPE, or other relevant bodies.
Before escalating, document your concerns carefully. Maintain copies of all correspondence and submission records. Be specific about the ethical violation you believe occurred. Escalation should be reserved for genuine ethical concerns, not for disagreements with editorial decisions.
Welfare and Safety Context
Research Integrity and Publication Ethics
The resubmission process operates within a framework of research integrity. The Committee on Publication Ethics Core Practices address authorship, peer review, data handling, and conflicts of interest. Your cover letter and submission should demonstrate compliance with these practices.
Authorship is a particular concern. All authors must have made substantial contributions to the work and must approve the submission. The cover letter should confirm that all authors have reviewed and approved the manuscript. If authorship has changed since a prior submission, you must ensure that all current authors consent to the submission.
Data Management and Sharing
Many journals now require data availability statements or encourage data sharing. The National Institutes of Health Data Management and Sharing Policy describes expectations for NIH-funded research. Even if your research is not NIH-funded, following similar practices demonstrates good research citizenship.
Your cover letter can mention data availability. If your data are deposited in a repository, include the repository name and accession number. If data are available upon request, state this clearly. Transparency about data availability supports the credibility of your research.
Avoiding Duplicate Submission
Submitting the same manuscript to multiple journals simultaneously is a serious ethical violation. The Committee on Publication Ethics Core Practices state that manuscripts should not be submitted to more than one journal at a time. Your cover letter should confirm that the manuscript is not under consideration elsewhere.
If you are resubmitting after a rejection, ensure that the prior submission has been formally withdrawn or rejected before submitting to the new journal. The new journal will assume that your manuscript is available for their consideration.
Frequently Asked Questions
Should I mention that my manuscript was rejected by another journal?
No. The prior review is confidential, and mentioning it breaches professional norms. The new editor does not need this information and may view its disclosure negatively. Present your manuscript as a fresh submission.
How do I address reviewer comments from the previous journal?
You cannot mention the prior review, but you can incorporate improvements into the manuscript. Describe these improvements as part of your research process. For example, mention additional analyses or expanded methods sections as features of the current manuscript.
What if my manuscript was rejected for being out of scope?
If the rejection was based on scope instead of quality, your cover letter should emphasize the manuscript's fit with the new journal. Connect your research explicitly to the journal's stated aims and scope. This demonstrates that you have selected the journal deliberately.
How long should a resubmission cover letter be?
Aim for one page. Editors read many submissions and appreciate concise letters. Include the essential information: manuscript title, research significance, journal fit, and confirmation of originality. Avoid lengthy descriptions of the research itself.
Should I use the same cover letter for every journal?
No. Each cover letter should be tailored to the specific journal. Research the journal's scope, read recent articles, and customize your letter to demonstrate that you understand the journal's audience and interests.
What if I made no changes to the manuscript?
You can still submit the manuscript to a different journal. Your cover letter should focus on the manuscript's strengths and its fit with the new journal. Do not draw attention to the fact that the manuscript was previously submitted elsewhere.
How do I know if a journal is legitimate?
Check whether the journal follows the Committee on Publication Ethics Core Practices. Look for transparent policies on peer review, publication fees, and editorial processes. Verify that the journal is indexed in recognized databases and that its editorial board members are identifiable researchers.
Can I submit my manuscript to a journal that is not in my field?
Submitting to a journal outside your field is possible but risky. The journal's editors and reviewers may not have the expertise to evaluate your research properly. Your cover letter must make a compelling case for why the journal's readers would be interested in your work.
Using the Evidence
| Source | Best use in this topic | Important limitation |
|---|---|---|
| Research Methods Resources | official guidance | Check the linked page for current local requirements |
| EQUATOR Network | official guidance | Check the linked page for current local requirements |
| Core Practices | official guidance | Check the linked page for current local requirements |
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References and Further Reading
- Research Methods Resources. National Library of Medicine.
- EQUATOR Network. EQUATOR Network.
- Core Practices. Committee on Publication Ethics.
- NIH Grants and Funding. National Institutes of Health.
- ORCID for Researchers. ORCID.
- Data Management and Sharing Policy. National Institutes of Health.
- NCBI Literature Resources. National Center for Biotechnology Information.
- PubMed. National Library of Medicine.
This article is educational and does not replace institutional policy, professional advice, or applicable safety and regulatory requirements.