How to write a motivational letter in English?

A resume and knowledge gained from textbooks alone are not enough for successful employment or admission to the desired educational institution. Many universities and employers expect candidates to submit a cover letter that briefly explains what position you are applying for, why you are suitable for it, and what skills and achievements you have.

A well-written cover letter, like a well-written resume, increases your chances of getting the job you want. Therefore, you should not ignore this tool even if it is not mentioned in the job description.

Use our tips for writing such a letter in English to make your job search easier and more effective.

What is a cover letter and why is it needed?

A cover letter is a document in which a candidate argues why they are the best choice for a course or position. It is most often required in the following cases:

• when applying to an English-speaking educational institution (college, university, master's program, etc.);
• when applying for a job in a government or non-profit organization (foundations, religious, educational, sports communities);
• to participate in volunteer programs;
• when looking for your first job, internship, or apprenticeship;
• when there is a lot of competition for a position and the employer wants to see the candidate's motivation.

Important: a motivation letter is not the same as a cover letter. A cover letter is a short introduction to your resume. A motivation letter is a separate document that demonstrates the candidate's goals, ambitions, and personal interest.

The main purpose of a cover letter is to show proactivity, efficiency, a desire for development, and interest in a specific opportunity. A well-written and properly formatted letter does not guarantee success, but it significantly increases your chances of receiving a positive response.

Structure of a cover letter: how to write a cover letter in English?

Basic requirements for writing a motivation letter in English:

• Length. A motivation letter should be one page long. In most cases, it is attached to your personal file or printed together with your resume. A text longer than one page is unlikely to be read to the end.
• Structure. Optimally, it should contain 3 to 7 paragraphs. This is enough to quickly introduce yourself, explain your motivation, and justify your choice.
• Style. Be formal. Avoid slang, colloquialisms, idioms, abbreviations, and simplified constructions. Commonly used phrasal verbs and polite expressions such as “I would” and “I could” are acceptable.

Another important tip is to use a wider vocabulary than in everyday communication, but pay attention to the accuracy of your wording. All vocabulary should be appropriate, clearly convey the meaning, and not create double meanings, and the language should be rich to impress the committee.

Where to start writing a motivation letter? Motivation letter: example in English

At the beginning of the letter, you need to indicate your name, email address, phone number, postal address, and add links to your Facebook and LinkedIn pages.

After that, you should indicate the full name of the addressee and their position. It is advisable to find out this information in advance, as a personalized greeting is more effective in attracting the reader's attention than a generic “Dear Sir/Madam.” Today, this information is usually easy to find.

This contact block should be placed so that it is immediately noticeable but does not distract from the main text. For example:

Ivan Ivanenko

Ph.D. Applicant

Email: ivanenko@gmail.com

Phone: +38 067 123 45 67

Address: 12 Shevchenko Street, apt. 15, Kyiv, 01001, Ukraine

Facebook: link

LinkedIn: link

To:

Dr. Mary Johnson

Head of Admissions

Department of Applied Linguistics

University of Cambridge

Cambridge, CB2 1TN, United Kingdom

Email: mary.johnson@cam.ac.uk

Date: June 18, 2025

This is an example of a complete and concise contact information block that clearly states who is writing the letter, to whom it is addressed, and when it is addressed.

This is followed by the introductory section. In the introduction, it is important to quickly grab the reader's attention so that they read the letter in its entirety. In the first 3–4 sentences, you should:

• Indicate the specialty or position you are applying for.
• Explain why you are interested in this particular program or company.
• Add a few words about your education or professional experience.

There is no universal cover letter. Don't write one version and send it everywhere — each letter should be individual and tailored to the specific university or company.

You should use formal salutations with the name and title:

“Dear Mr Adams,” “Dear Ms Adams,” “Dear Professor Tyler,” “Dear Dr Jackson.”

General salutations such as “Dear Sir/Madam” or “To whom it may concern” should be used only as a last resort — they often have the opposite effect, as they indicate a lack of personal approach and interest.

Example of an introductory paragraph in English:

Dear Professor Johnson,

Joining the PhD program at Stanford GSB would be a major step toward my professional and academic goals. For some time now, I’ve envisioned myself working as a financial strategist at a global investment firm, and I see this program as the ideal path to get there.

My interest in financial research really took shape during my Master's studies in Financial Economics at the London School of Economics. I graduated with distinction, but more importantly, I discovered how much I enjoy working through complex economic questions. In particular, I became intrigued by the way risk assessment models behave in unstable markets — not just as abstract tools, but as systems with real-world consequences.

In just three sentences, you can show your motivation, outline your professional goals, and emphasize your suitability for the program.

Formatting the main part of the motivation letter

The main part of the motivation letter is your chance to convince the recipient that you are the best candidate.

In this section, it is important to:

• Concise mention of key achievements in your studies or professional experience.
• Describe in detail the goals you hope to achieve by enrolling in the university or joining the company.
• Add a little praise for the organization — just enough to show genuine interest, not a desperate need to get in at any cost.
• This section is the largest and usually consists of up to 10 sentences.

If you are writing a motivation letter for an internship or job, there is no need to repeat your resume in detail — just briefly outline your strengths, both professional and personal.

In the case of a student motivation letter, focus on your academic interests and clearly stated plans for the future. Planning and purposefulness always make a positive impression.

Follow the correct structure: the text should be easy to read and broken down into logical paragraphs. For example:

What excites me most about Stanford is not just its reputation, but the kind of environment it fosters — one where ideas are challenged, people come from all kinds of backgrounds, and economics is approached in both analytical and human ways. I’ve always believed that real learning happens when you're surrounded by people who see the world differently than you do, and that’s exactly what I hope to find there.

I did my Master’s in Financial Economics at the London School of Economics, and that experience really shaped how I think — it was intense, demanding, and at times overwhelming, but it also gave me a strong foundation to build on. During that time, I realized how fascinated I was with how global markets are impacted by fast-moving political or environmental changes — and how economic models can fall short when faced with real-world complexity. That’s what made me want to dig deeper.

My goal is to work in a strategic role in international finance, ideally at a global investment firm where economic insight meets real-world action. To get there, I know I need more than just theoretical knowledge. I want to be able to ask better questions — the kind that challenge assumptions and lead to new approaches. That’s why I see the PhD program at Stanford as not just a degree, but the next step in figuring out how I can contribute meaningfully to the field.

Throughout my studies, I’ve kept a consistent track record — good grades, no failed exams, and a genuine curiosity that hasn’t let up. I’m someone who enjoys the hard work that comes with research, especially when it leads to unexpected insights. I don’t expect the PhD to be easy, but I’m ready for the challenge.

What to write in the closing section of your motivation letter

At the end, it would be appropriate to summarize what you have said, reaffirm your desire to get this particular place or position, and thank the recipient for their attention to your letter. Three to four sentences should suffice.

Studying English Literature at Stanford is something I’ve dreamed about for quite a while, and now that I have the chance to apply, I’m genuinely excited. I see this not just as another academic step, but as a way to grow, to challenge myself, and to be part of a community that truly values ideas and creativity. 

If provided the opportunity, I’ll give it my full commitment and do everything I can to contribute, both in and outside the classroom. Thanks so much for considering my application — I really appreciate your time and hope I get the chance to prove myself.

Thank you very much for reviewing my application.

Kind regards,
Ivan Ivanenko

That's it. The result is a high-quality motivation letter in English. It fully meets all formal requirements, fits on one page, and makes the reader want to learn more about the candidate.

Useful vocabulary for writing a motivation letter in English

The first lines of the letter should immediately attract the attention of the recruiter. Use standard phrases in English to set a formal tone: Dear Sir/Madam, Dear Mr/Mrs/Ms + surname, but it is better to use a more personal form of address.

You can start with the following words:

• I am writing to apply for the position of...
• I am interested in the position of... at your company, as advertised on...

To describe your experience and skills without duplicating your resume, briefly explain how they benefit you as a professional:

• I have 5 years of experience in...
• Both my experience and skills meet the requirements for the position of...
• As you can see from my résumé, my qualifications match this position’s demands.
• I am well versed in...
• I believe my experience and skills will help me succeed and achieve results...

Praise your personal qualities, but do so lightly, without exaggeration, so as not to come across as conceited. It is best to highlight up to five qualities:

• communication skills;
• analytical skills;
• logical thinking;
• good interpersonal skills;
• negotiation skills.

To make the text flow smoothly, use transitional phrases:

• Firstly, secondly, thirdly — first, second, third.
• Regarding… — regarding...
• Moreover — moreover.
• On the one hand..., on the other hand... — on the one hand..., on the other hand...
• However — however.
• Consequently/Therefore — consequently, accordingly.
• In my opinion — in my opinion.
• I am confident that — I am confident that.

These words will help you write a formal, logical, and convincing motivation letter in English.

We wish you success in writing your motivation letter. We believe that you will achieve your goal — get the job you want or enroll in the educational institution of your dreams!