A motivation letter shares some similarities with a cover letter, but it isn’t the same; instead of highlighting your skills and achievements, it focuses on your goals and aspirations. Essentially, it explains what motivates you to apply for a specific position or programme and how this step aligns with your overall goals.
In this article, we will show you how to write a motivation letter, what elements it should contain, what mistakes to avoid, and how to ensure it stands out. We will also provide a few examples to serve as inspiration when you’re working on your own.
Key Takeaways
A motivation letter is often used for internships, grants, scholarships, volunteer work, and non-profit organisations.
When writing a motivation letter, you should decide on the structure, include the date and the recipient’s details, write a strong introduction, focus on the body, and conclude enthusiastically.
Make your letter stand out by using a strong opening sentence, focusing on achievements, showing enthusiasm, and keeping the document concise and clear.
Avoid repeating the information from your CV, sounding too generic, writing too much or too little, and inadequate proofreading.
What Is a Motivation Letter?
A motivation letter is a document used to apply for internships, scholarships, grants, and similar academic opportunities, as well as non-profit organisations and volunteer work. In some cases, it can be submitted as part of a job application, but this isn’t as common as submitting a cover letter.
The purpose of a motivation letter is to convey your passion for a particular subject and outline your personal goals in relation to the position you’re applying for. As its name implies, it aims to showcase your motivation for seeking a particular role and also motivate the reader to consider you.
Cover Letter vs. Motivation Letter
Many candidates believe that motivation letters and cover letters are the same, but that’s not the case. Though similarities exist, these two documents differ in purpose, focus, content, tone, and several other aspects.
The following table will highlight their main differences:
| Motivation letter | Cover letter |
|---|---|---|
Purpose | Conveying passion for a particular subject and interest in a related position | Elaborating on the information presented in a CV and serving as an introduction |
Focus | Personal goals and motivations | Skills, qualifications, and past achievements |
Content | Experiences and aspirations | Job-related experiences and skills |
Tone | Professional, but passionate and expressive | Professional |
Target audience | Academic institutions, NGOs, employers | Employers and recruiters |
How to Write a Motivation Letter in 5 Simple Steps
To write a motivation letter in five simple steps, you need to decide on the structure, include the date and recipient details, write an introduction, focus on the body, and conclude your message effectively.
Let’s examine each step thoroughly:
#1. Decide on the Structure
Before you start writing, you should decide on the best structure for a motivation letter. We recommend following the standard business letter format, consisting of the following parts:
Motivation Letter Structure
Recipient’s address
Greeting
Introduction
Body
Conclusion
Signature
In general, this should fit onto a single page, which is the typical length of a motivation letter. However, it can also be longer, depending on the institution you’re applying to and the number of relevant experiences you want to showcase.
Still, a general rule of thumb is not to exceed 700 words, and stick to approximately 250–500. That way, you avoid becoming repetitive and including irrelevant details in your letter.
#2. Include the Date and Recipient Details
In the header of your motivation letter, you should include the date of writing and the recipient’s details, such as their full name, title, and organisation’s name and address. You may also add the recipient’s email address, but this isn’t necessary.
Most of this information should be easy to find on the institution’s website; however, the recipient’s name and title may be more challenging to obtain if you don’t know who they are. You should still do your research and find out to whom to address the letter, but if you can’t, you can omit their details and focus only on the organisation.
#3. Write an Introduction
Next comes the introduction, which begins with a polite greeting before diving into who you are and why you are writing the letter. A strong opening for a motivation letter should mention your aspirations right away and connect them to the programme or position you are applying for.
So, it might go like this:
Introduction Example
Dear Mr Smith,
I am writing to express my interest in the MA programme in English Language and Literature at the University of Oxford. I hold a bachelor’s degree in this field, and I am deeply fascinated by how literature shapes culture and identity. I would like to explore this topic further, and I believe your institution possesses the right resources to assist me.
#4. Focus on the Body
The body can consist of several paragraphs; typically three, but you can write more if you feel you need extra space to share relevant information. Here, you can discuss your motivation in more depth, mention specific achievements from your past academic, personal, or professional pursuits, and align your goals with the institution you’re applying to.
#5. Conclude Your Message
Finally, the closing paragraph should express gratitude to the recipient for considering your application and include a short call to action. Essentially, you should reiterate your enthusiasm for joining the company or institution and state that you’re looking forward to their reply.
Here’s what that might look like:
Closing Paragraph Example
Thank you for considering my application. I look forward to your response and the opportunity to join the MA programme at the University of Oxford this fall.
Sincerely, Anne Miller
How to Make Your Motivation Letter Stand Out
To make your motivation letter stand out, you should do the following:
Use a strong opening sentence. The first sentence of your letter should serve as a hook, immediately expressing your motivation for writing it. This may seem like a safe choice, but it’s also the most effective one, as it immediately captures attention and informs the reader of your goals.
Focus on achievements, not clichés. Don’t make claims that you can’t support with achievements, as they may sound generic and cliché. For instance, if you claim to be hard-working, give an example that illustrates it; this is far more effective than using buzzwords that carry little meaning.
Show enthusiasm. Enthusiasm is a crucial ingredient of a motivation letter; after all, you’re trying to express your passion for a specific subject or position. Your language should remain professional, but don’t hesitate to use verbs like “excited,” “eager,” “fascinated,” or “thrilled.”
Be concise and clear. While you should strive to be specific, you also should avoid rambling. Once you write your motivation letter’s first draft, review it and cut out anything that seems superfluous. That way, you’ll ensure that every sentence serves a purpose.
Motivation Letter Examples
Below, you will find examples of motivation letters for various purposes, including job applications, university admissions, scholarships or grants, and internships.
Motivation Letter for Job Application
23rd June 2025 Mary Stonewall XYZ Publishing 24 Rosewood Lane Manchester, UK Dear Ms Stonewall
I am writing to express my interest in the editorial assistant position at XYZ Publishing. Due to my passion for literature and my wish to work in a related field, I graduated from the University of Oxford with a degree in English Language and Literature. Now, I want to engage closely with books and authors by joining your company. Previously, I interned at ABC Publishing, where I got hands-on experience in reviewing manuscripts, working with authors, and ensuring accuracy under tight deadlines. This significantly improved my communication and time management skills and helped me understand the publishing industry. I am excited to join a publishing house that values creativity, quality, and uniqueness, like yours. I’ve always been drawn to smaller authors with groundbreaking, impactful ideas, so I believe I will fit in perfectly with your company culture. Thank you for considering my application. I look forward to discussing my qualifications and skills in an interview. Sincerely, Joy Wallace
Motivation Letter for University Admission
17th July 2025 Admissions Committee University of Oxford Wellington Square Oxford, UK Dear Members of the Admissions Committee, I am writing to express my interest in the Bachelor’s programme in English Language and Literature at the University of Oxford. During secondary school, I developed a deep appreciation for literature, and now I am eager to explore it in relation to culture, identity, and social change, which I believe your academic environment can help me with. Pursuing my A-levels, I focused my attention particularly on stream-of-consciousness authors, such as Virginia Woolf and James Joyce. One of the papers I wrote, “The Fragmented Self: Exploring Consciousness in Modernist Literature,” won an award at a local competition. This only motivated me further to pursue a career related to literature. I’m particularly excited about your discussion classes, where I will get an opportunity to share my thoughts and hone my critical thinking and literary analysis skills. I believe that being surrounded by like-minded individuals and given the right resources will help me grow academically, which I am eagerly looking forward to. Thank you for your consideration. I hope to join the vibrant community at Oxford University starting next autumn. Sincerely, Joy Wallace
Motivation Letter for Scholarship/Grant
25th August 2025 Scholarship Committee University of Oxford Wellington Square Oxford, UK Dear Members of the Scholarship Committee, I am applying for the ABC Scholarship in support of my studies in English Language and Literature at the University of Oxford. Literature has always been my inspiration, but particularly since I discovered modernist authors, whose experimental narratives motivated me to pursue a career in the field. In the past year of studying at the University of Oxford, I led a research project titled “Exploring Fragmentation and Consciousness in Modernist Literature,” which was published in a student newspaper. I am eager to undertake more similar projects, where I can utilise my critical thinking and research skills to the fullest. Receiving this scholarship would ease the financial challenges of pursuing higher education and allow me to dedicate myself to academic research. My goal is to use my studies as preparation for a future career in publishing or education. Thank you for your consideration. I look forward to continuing my studies with the support of this scholarship. Sincerely, Joy Wallace
Motivation Letter for Internship
11th May 2025 Max Bloomfield ABC Publishing 17 Maple Grove Bristol, UK Dear Mr Bloomfield, I am writing to apply for the Editorial Assistant Internship at ABC Publishing. As a student of English Language and Literature at the University of Oxford, I have a deep passion for books and want to gain hands-on experience in publishing and editorial work. During my studies, I’ve completed numerous papers and projects, the most prominent of which is “Exploring Fragmentation and Consciousness in Modernist Literature,” published in a student newspaper. Working on this project helped me develop strong communication, critical thinking, and research skills. Now, I want to put them to good use in a real-world setting and take my first steps on the publishing career path. I believe your company is the ideal choice because you work with some of the most prominent professionals in the industry and can, therefore, teach me a lot. Thank you for your consideration. I look forward to the chance to discuss my skills and achievements with your team. Sincerely, Joy Wallace
4 Common Mistakes to Avoid in Your Motivation Letter
The most common mistakes to avoid in your motivation letter are the following:
Repeating information from your CV. A motivation letter should act as a supplement to your CV, not a slightly more detailed copy. In other words, try to include new information and focus on your goals and aspirations, aspects that you certainly didn’t mention in a CV.
Being too generic. Motivation letters that lack personality are unlikely to stand out and achieve a positive outcome. That’s why it’s essential to be detailed, specific, and personal; essentially, you should share your story rather than simply writing something you hope might please the recipient.
Writing an overly long or short letter. Always strive for balance in terms of length when writing a professional document. Overly short motivation letters may not convey enough compelling information about you, while excessively long ones might ramble too much and lose the reader’s interest.
Failing to proofread. A motivation letter should present you as a professional, so typos and glaring grammar mistakes are unacceptable. Make sure to proofread your letter at least once after completion and run it through a grammar checker.
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Final Thoughts
Hopefully, this article has helped you better understand when to submit a motivation letter instead of a cover letter and how to create an effective one. Remember, its primary purpose is showcasing how your aspirations align with the position you’re applying for, so you need to be specific, personal, and enthusiastic in your writing.
Motivation Letter FAQ
#1. How long should a motivation letter be?
A motivation letter should be one page long; typically, that’s enough to convey your genuine interest in the position or programme you’re applying for. This limit isn’t a strict one, though, so you can exceed it slightly when necessary.
#2. What is the best way to start a motivation letter?
The best way to start a motivation letter is by greeting the reader and introducing yourself in the opening paragraph. Your introduction should state basic information about you, like your job title or qualifications, and clearly express your interest in the position.
#3. Can I use AI for a motivation letter?
You can use AI for a motivation letter, and many candidates resort to its assistance; however, be cautious. A motivation letter should be personal and specific, reflecting your individual experiences and goals. This isn’t something AI can replicate, so be sure to review and edit the letter once it’s generated to avoid sounding generic.
#4. What not to write in a motivation letter?
In a motivation letter, you shouldn’t write irrelevant information that doesn’t tie into the position or programme you’re applying for. You should also avoid exaggerating or using overly complex language, as that’s likely to have the opposite of the intended effect.
#5. Which font should I use for a motivation letter?
You should use a professional font for a motivation letter; for instance, Calibri, Arial, Times New Roman, or Georgia. These fonts are clear, sleek, and readable, so they are most commonly used in professional and business communication.
