# The 'Response Letter vs. Cover Letter' Confusion: What Goes Where and Why ## Quick Answer - A response letter addresses peer reviewer comments point by point, while a cover letter introduces your manuscript to the editor and states why it matters. - Send the cover letter with your initial submission and the response letter with your revised manuscript, keeping each document separate. - Do not combine both documents into one file, as editors and reviewers expect distinct formats for distinct purposes. ## Understanding the Two Documents Researchers often conflate the response letter and the cover letter when preparing manuscript submissions. This confusion creates practical problems. Editors receive documents that either repeat the same information twice or omit critical details entirely. The two letters serve different audiences, answer different questions, and follow different conventions. The cover letter speaks to the editor. It introduces the manuscript, explains its significance, and confirms that the submission meets journal requirements. The response letter speaks to the editor and the reviewers. It shows how you addressed each comment from the peer review process and where the changes appear in the revised manuscript. The [Committee on Publication Ethics Core Practices](https://publicationethics.org/core-practices) describe peer review as a process that requires transparency and integrity from all parties. Your response letter is the primary record of how you engaged with that process. Your cover letter is the primary record of how you presented your work for consideration. Each document serves a distinct function in the publication workflow. ## At a Glance | Document | Primary Audience | Purpose | When You Send It | Typical Length | | --- | --- | --- | --- | --- | | Cover Letter | Editor | Introduce the manuscript, state its significance, confirm compliance with journal requirements | Initial submission and resubmission | One page | | Response Letter | Editor and reviewers | Address each peer review comment, explain changes, and identify revised sections | With the revised manuscript | As long as needed to address every comment | | Combined Letter | Editor | Introduce the revision and summarize the main changes | Sometimes requested by journals | One to two pages | ## The Cover Letter ### Purpose and Function The cover letter is your first direct communication with the editor. It answers three questions. What is this manuscript about? Why does it matter? Why is it a good fit for this journal? The editor uses this information to decide whether to send the manuscript for peer review. The [National Library of Medicine Research Methods Resources](https://www.ncbi.nlm.nih.gov/books) describe the publication process as a structured pathway from research design to dissemination. The cover letter is the formal entry point into that pathway. It frames the manuscript for the editor and provides context that may not be obvious from the title and abstract alone. ### What to Include A well-constructed cover letter includes the manuscript title, the type of article, a brief statement of the research question, and a summary of the main findings. It also states why the manuscript is appropriate for the journal and confirms that the work has not been published elsewhere. The cover letter should also address practical matters. These include confirming that all authors approve the submission, stating that the manuscript is not under consideration at another journal, and noting any prior discussions with the editor about the work. The [Committee on Publication Ethics Core Practices](https://publicationethics.org/core-practices) emphasize that authors must be transparent about competing interests and prior publication. The cover letter is the appropriate place to make those disclosures. ### Tone and Style The tone of the cover letter is professional and direct. It does not argue the case for the manuscript in detail. It states the case clearly and lets the manuscript speak for itself. Avoid excessive claims about the importance of the work. Editors read many cover letters and respond to clear, factual statements. ### When to Send It Send the cover letter with the initial submission. If the journal requests a revision, you may need to send a new cover letter with the revised manuscript. That cover letter should be brief and state that you are submitting a revised version of the manuscript. The detailed response to reviewer comments belongs in the response letter, not in the cover letter. ## The Response Letter ### Purpose and Function The response letter is the document that accompanies your revised manuscript. It addresses every comment from the peer review process and explains how you responded to each one. The response letter is the primary record of your engagement with peer review. The [Committee on Publication Ethics Core Practices](https://publicationethics.org/core-practices) describe peer review as a process that depends on the integrity of all participants. The response letter is where you demonstrate that integrity. It shows the editor and the reviewers that you took their comments seriously and that you made a genuine effort to improve the manuscript. ### Structure and Format The response letter follows the structure of the reviewer comments. You address each comment in order, using the reviewer's numbering system. For each comment, you provide a response that states what you changed and where the change appears in the revised manuscript. A common format is to quote the reviewer comment and then provide your response below it. This format makes it easy for the reviewer to verify that you addressed the comment. It also creates a clear record of the revision process. ### What to Include For each reviewer comment, your response should state whether you agree with the comment, what you changed, and where the change appears in the manuscript. If you disagree with a comment, you should explain why and provide evidence to support your position. The response letter should be specific and factual. The response letter should also address comments from the editor. Editors often provide their own comments in addition to the reviewer comments. These comments should receive the same level of attention as the reviewer comments. ### Tone and Length The tone of the response letter is respectful and professional. You are not arguing with the reviewers. You are explaining how you addressed their comments. Even when you disagree, you should acknowledge the reviewer's perspective and explain your reasoning. The length of the response letter depends on the number of comments and the complexity of the revisions. A response letter that addresses every comment thoroughly is longer than a response letter that addresses a few minor comments. There is no fixed length. The response letter should be as long as needed to address every comment. ## Key Differences Between the Two Letters ### Audience The cover letter is addressed to the editor. The response letter is addressed to the editor and the reviewers. This difference in audience affects the content and tone of each document. The cover letter assumes that the editor has not read the manuscript. It provides context and explains the significance of the work. The response letter assumes that the editor and the reviewers have read the manuscript and the reviewer comments. It does not need to explain the significance of the work. It needs to explain how you addressed the comments. ### Content The cover letter introduces the manuscript. The response letter addresses the peer review comments. The content of the two documents does not overlap. The cover letter does not address reviewer comments because there are no reviewer comments at the time of initial submission. The response letter does not introduce the manuscript because the editor and the reviewers have already read it. ### Timing The cover letter is sent with the initial submission. The response letter is sent with the revised manuscript. The two documents are sent at different times in the publication process. ### Tone The tone of the cover letter is confident and direct. It states the case for the manuscript. The tone of the response letter is respectful and responsive. It acknowledges the reviewer comments and explains how you addressed them. ## Practical Workflow ### Step 1: Prepare the Cover Letter Prepare the cover letter when you are ready to submit the manuscript. The cover letter should be a separate document from the manuscript. It should be addressed to the editor and should state the manuscript title, the type of submission, and the significance of the work. ### Step 2: Submit the Manuscript Submit the manuscript and the cover letter through the journal's submission system. The cover letter is typically uploaded as a separate file or entered into a text field in the submission system. ### Step 3: Receive the Peer Review Comments When the peer review is complete, you will receive the reviewer comments and the editor's decision. The decision may be to accept the manuscript, to request a revision, or to reject the manuscript. If the decision is to request a revision, you will need to prepare a response letter. ### Step 4: Prepare the Response Letter The response letter should address every comment from the peer review process. It should be a separate document from the revised manuscript. It should be saved to the file and uploaded to the submission system when you submit the revised manuscript. ### Step 5: Submit the Revised Manuscript When you submit the revised manuscript, you will upload the revised manuscript, the response letter, and a cover letter. The cover letter for the revised submission should be brief and state that you are submitting a revised version of the manuscript. ## Common Failure Patterns ### Confusing the Two Documents The most common failure is to confuse the two documents. Some authors write a cover letter that addresses reviewer comments. Others write a response letter that introduces the manuscript. Both approaches create problems for the editor and the reviewers. ### Repeating Information Another common failure is to repeat information in both documents. The cover letter states the significance of the work. The response letter repeats that statement. This repetition wastes space and does not add value. ### Omitting Information The opposite failure is to omit information. The cover letter does not state the significance of the work. The response letter does not address a reviewer comment. These omissions create problems for the editor and the reviewers. ### Not Addressing Every Comment A response letter that does not address every comment is a serious problem. The editor and the reviewers expect that every comment has been addressed. If a comment is not addressed, the editor may return the manuscript for further revision or reject it. ### Not Identifying the Changes A response letter that states that the manuscript has been revised but does not identify the changes is not useful. The reviewer needs to know where the changes appear in the manuscript. The response letter should identify the specific changes and the location of each change. ## Records and Measurements ### What to Track You should track the peer review process for each manuscript. This includes the date of submission, the date of the decision, the reviewer comments, and the response letter. This record is useful for future submissions and for your own professional development. ### How to Track You can track the peer review process in a spreadsheet or a document. The record should include the manuscript title, the journal, the submission date, the decision date, the reviewer comments, and the response letter. This record is useful for future submissions and for your own professional development. ### What to Measure You can measure the time between submission and decision, the number of reviewer comments, and the number of revisions. These measurements can help you understand the peer review process and improve your own submissions. ## Quality Controls ### Check the Response Letter Before you submit the revised manuscript, check the response letter. Verify that every comment has been addressed. Verify that the response letter identifies the location of each change. Verify that the response letter is respectful and professional. ### Check the Cover Letter Before you submit the manuscript, check the cover letter. Verify that it states the manuscript title, the type of submission, and the significance of the work. Verify that it states that the manuscript has not been published elsewhere and that all authors have approved the submission. ### Check the Manuscript Before you submit the manuscript, check that the manuscript has been revised according to the response letter. Verify that the changes described in the response letter appear in the manuscript. ## Limitations and Professional Escalation ### Limitations The cover letter and the response letter are important documents, but they are not the only documents in the submission process. The manuscript itself is the primary document. The cover letter and the response letter support the manuscript, but they do not replace it. The cover letter and the response letter are also not the only factors in the editorial decision. The editor considers the manuscript, the reviewer comments, and the response letter. The cover letter and the response letter are part of the decision, but they are not the entire decision. ### Professional Escalation If you are uncertain about the requirements for the cover letter or the response letter, you should consult the journal's instructions for authors. The instructions for authors describe the journal's requirements for the submission process. If you are uncertain about a reviewer comment, you should contact the editor. The editor can clarify the comment and provide guidance on how to address it. If you are uncertain about the ethical requirements for the submission, you should consult the [Committee on Publication Ethics Core Practices](https://publicationethics.org/core-practices). The Core Practices describe the ethical requirements for authors, reviewers, and editors. ## Regulatory and Policy Context ### Journal Policies Each journal has its own policies for the submission process. The journal's instructions for authors describe the requirements for the cover letter and the response letter. You should follow the journal's instructions. ### Funding Agency Policies Funding agencies may have policies that affect the submission process. The [National Institutes of Health Grants and Funding](https://grants.nih.gov/) page describes the policies for NIH-funded research. These policies may affect the submission process, including the requirements for data management and sharing. The [NIH Data Management and Sharing Policy](https://sharing.nih.gov/data-management-and-sharing-policy) describes the expectations for data management and sharing. These expectations may affect the manuscript and the cover letter. The cover letter may need to state how the data will be shared. ### Reporting Guidelines The [EQUATOR Network](https://www.equator-network.org/) provides reporting guidelines for health research. These guidelines describe the information that should be included in a manuscript. The cover letter may need to state that the manuscript follows the relevant reporting guideline. ## A Decision Framework for Drafting Each Letter Researchers who understand the conceptual difference between the two letters still face a practical problem at the drafting stage. They sit down to write and hesitate over which piece of information belongs in which document. A decision framework resolves this hesitation by routing each piece of information to its correct destination before you begin writing. ### The Three-Question Routing Test Before you place any sentence into either letter, run it through three questions. The answers determine the correct document. **Question 1: Does this information describe the manuscript or the revision process?** Information that describes the manuscript belongs in the cover letter. This includes the research question, the main findings, the significance of the work, and the fit with the journal's scope. Information that describes the revision process belongs in the response letter. This includes how you addressed each reviewer comment, what changed, and where the change appears. **Question 2: Does this information need to exist before peer review or after peer review?** The cover letter exists before peer review. It introduces work that the editor has not yet seen. The response letter exists after peer review. It responds to comments that did not exist at the time of initial submission. If the information depends on the existence of reviewer comments, it belongs in the response letter. If it does not depend on reviewer comments, it belongs in the cover letter. **Question 3: Who needs to act on this information?** The editor acts on the cover letter by deciding whether to send the manuscript for review. The editor and the reviewers act on the response letter by verifying that each comment was addressed. If the information requires the reviewers to verify a specific change, it belongs in the response letter. If the information requires the editor to make a judgment about the manuscript's fit, it belongs in the cover letter. ### Applying the Routing Test to Common Information Types The routing test resolves the most common points of confusion. **Manuscript significance.** This describes the manuscript and exists before peer review. The editor acts on it. It belongs in the cover letter. Do not repeat it in the response letter. **Confirmation of ethical compliance.** This describes the manuscript and exists before peer review. The editor acts on it. It belongs in the cover letter. This includes statements that the work has not been published elsewhere, that all authors approve the submission, and that competing interests are disclosed. The [Committee on Publication Ethics Core Practices](https://publicationethics.org/core-practices) describe these disclosures as part of the ethical obligations of authors. **A specific change made in response to a reviewer comment.** This describes the revision process and exists after peer review. The reviewers act on it. It belongs in the response letter. Do not summarize these changes in the cover letter beyond a single sentence stating that the manuscript has been revised. **A statement that the manuscript follows a reporting guideline.** This describes the manuscript and exists before peer review. The editor acts on it. It belongs in the cover letter. The [EQUATOR Network](https://www.equator-network.org/) provides reporting guidelines that authors should identify at submission. **A statement that data will be shared according to a funding agency policy.** This describes the manuscript and exists before peer review. The editor acts on it. It belongs in the cover letter. The [NIH Data Management and Sharing Policy](https://sharing.nih.gov/data-management-and-sharing-policy) describes expectations that may need to be stated at submission. **An explanation of why you disagree with a reviewer comment.** This describes the revision process and exists after peer review. The reviewers act on it. It belongs in the response letter. ### A Drafting Sequence That Prevents Overlap The routing test prevents overlap, but a drafting sequence reinforces the separation. Draft the response letter first, then draft the cover letter. This order works because the response letter is constrained by the reviewer comments. You cannot draft it until you have the comments in front of you. The cover letter is less constrained. You can draft it after the response letter is complete. When you draft the response letter first, you see exactly what you have already written. When you then draft the cover letter, you can check each sentence against the response letter. If a sentence in the cover letter repeats information from the response letter, remove it. If a sentence in the response letter introduces the manuscript, remove it. ### A Verification Checklist for Each Document After drafting both letters, run a final verification pass. For the cover letter, confirm that it contains the manuscript title, the type of article, the research question, the main findings, the significance of the work, the fit with the journal, and the ethical compliance statements. Confirm that it does not contain any reference to reviewer comments or specific revisions. For the response letter, confirm that it addresses every reviewer comment and every editor comment. Confirm that each response states what changed and where the change appears. Confirm that it does not introduce the manuscript or restate its significance. ### A Record System for the Two Documents The routing test and the drafting sequence work best when you keep a record of what you decided and why. Create a simple tracking table with four columns. The first column lists each piece of information you considered. The second column records the answer to the three-question routing test. The third column records the document where you placed the information. The fourth column records the reason for that placement. This table serves two purposes. It prevents you from accidentally placing the same information in both documents. It also creates a record that you can review before submission to catch omissions. The [National Library of Medicine Research Methods Resources](https://www.ncbi.nlm.nih.gov/books) describe the publication process as a structured pathway. A tracking table is a practical tool for navigating that pathway without losing information. ### Common Failure Patterns in the Drafting Process The routing test identifies the most common drafting failures before they reach the editor. **Failure pattern 1: The cover letter that summarizes revisions.** Some authors write a cover letter for the revised submission that lists every change they made. This duplicates the response letter. The cover letter for a revised submission should state only that you are submitting a revised version and that the response letter addresses the reviewer comments. **Failure pattern 2: The response letter that reintroduces the manuscript.** Some authors begin the response letter with a paragraph that restates the significance of the work. This duplicates the cover letter. The response letter should begin directly with the first reviewer comment. **Failure pattern 3: The response letter that omits the location of changes.** Some authors state that they addressed a comment but do not identify where the change appears. The reviewer cannot verify the response without searching the entire manuscript. Each response should identify the specific section, paragraph, or line where the change appears. **Failure pattern 4: The cover letter that omits ethical disclosures.** Some authors focus on the significance of the work and forget the compliance statements. The [Committee on Publication Ethics Core Practices](https://publicationethics.org/core-practices) describe these disclosures as essential to the integrity of the publication process. The cover letter is the appropriate place for them. ### When to Escalate to Professional Guidance The routing test resolves most drafting decisions. If you remain uncertain about whether a specific piece of information belongs in the cover letter or the response letter, consult the journal's instructions for authors. The instructions describe the journal's specific requirements. If the instructions do not resolve the question, contact the editor directly. Editors can clarify their expectations for both documents. If the uncertainty involves an ethical obligation, such as authorship or competing interests, consult the [Committee on Publication Ethics Core Practices](https://publicationethics.org/core-practices) before submitting. If the uncertainty involves a funding agency requirement, such as data management and sharing, consult the [NIH Grants and Funding](https://grants.nih.gov/) page or the [NIH Data Management and Sharing Policy](https://sharing.nih.gov/data-management-and-sharing-policy) for the specific expectation. ## Frequently Asked Questions ### What is the difference between a response letter and a cover letter? The cover letter introduces the manuscript to the editor and explains why it is a good fit for the journal. The response letter addresses the peer review comments and explains how you revised the manuscript. The cover letter is sent with the initial submission. The response letter is sent with the revised manuscript. ### Do I need to send both a cover letter and a response letter with a revised manuscript? Yes. The cover letter for the revised submission should be brief and state that you are submitting a revised version of the manuscript. The response letter should address the peer review comments in detail. ### How long should a response letter be? The response letter should be as long as needed to address every comment. There is no fixed length. A response letter that addresses many comments will be longer than a response letter that addresses only a few comments. ### How should I format the response letter? The response letter should follow the structure of the reviewer comments. Address each comment in order and use the reviewer's own numbering system. For each comment, state what you changed and where the change appears in the manuscript. ### What should I do if I disagree with a reviewer comment? You should explain why you disagree and provide evidence to support your position. The response letter should be respectful and factual. The editor will consider your response and the reviewer's comment when making the decision. ### Should I include the response letter in the cover letter? No. The response letter is a separate document from the cover letter. The cover letter introduces the manuscript. The response letter addresses the peer review comments. The two documents should not be combined. ### What should I do if I am not sure about the journal's requirements? You should consult the journal's instructions for authors. The instructions for authors describe the requirements for the submission process, including the cover letter and the response letter. ### How do I track the peer review process? You should keep a record of the submission date, the decision date, the reviewer comments, and the response letter. This record is useful for future submissions and for your own professional development. ## Using the Evidence | Source | Best use in this topic | Important limitation | |---|---|---| | [Research Methods Resources](https://www.ncbi.nlm.nih.gov/books) | official guidance | Check the linked page for current local requirements | | [EQUATOR Network](https://www.equator-network.org/) | official guidance | Check the linked page for current local requirements | | [Core Practices](https://publicationethics.org/core-practices) | official guidance | Check the linked page for current local requirements | ## Related Articles - [Responding to Peer Review: A Structured Revision and Response Process](/blog/miscellaneous/responding-to-peer-review-a-structured-revision-and-response-process) - [Open Access Practices for Researchers: A Guide](/blog/guides/open-access-practices-for-researchers-a-guide) - [Biostatistics Missing Data Mechanisms](/blog/guides/biostatistics-missing-data-mechanisms) - [Epidemiological Study Designs: An Overview for Researchers](/blog/guides/epidemiological-study-designs-an-overview-for-researchers) - [Open Science Practices: A Guide for Researchers](/blog/guides/open-science-practices-a-guide-for-researchers) ## References and Further Reading - [Research Methods Resources](https://www.ncbi.nlm.nih.gov/books). National Library of Medicine. - [EQUATOR Network](https://www.equator-network.org/). EQUATOR Network. - [Core Practices](https://publicationethics.org/core-practices). Committee on Publication Ethics. - [NIH Grants and Funding](https://grants.nih.gov/). National Institutes of Health. - [ORCID for Researchers](https://info.orcid.org/researchers). ORCID. - [Data Management and Sharing Policy](https://sharing.nih.gov/data-management-and-sharing-policy). National Institutes of Health. - [NCBI Literature Resources](https://www.ncbi.nlm.nih.gov/). National Center for Biotechnology Information. - [PubMed](https://pubmed.ncbi.nlm.nih.gov/). National Library of Medicine. > This article is educational and does not replace institutional policy, professional advice, or applicable safety and regulatory requirements.