Did You Know? Admissions committees often spend less than 5 minutes reviewing your motivation letter, making a clear and impactful letter crucial to your success.
A motivation letter is a key document when applying to universities or jobs, where you explain why you are the perfect fit. Knowing how to write a motivation letter effectively can boost your chances of admission or hiring. In fact, studies show that admissions officers spend only a few minutes on each letter, so making a strong impression fast is crucial. This letter highlights your goals, skills, and passion, helping you stand out among thousands of applicants.
In this guide, you’ll learn the proper motivation letter format, expert tips to make your letter compelling, and a sample letter to model your own. Whether you’re applying for a university or a job, mastering this skill will help you communicate your unique story clearly and confidently.
Check out expert guides on writing a motivation letter for:
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When and Why You Need a Motivation Letter
A motivation letter is commonly required for several purposes, such as university admission, scholarship applications, internships, volunteer roles, and job applications. Motivation letters are also a mandatory requirement for admission to master’s and PhD level degrees abroad.
A motivation letter helps the admission committees to evaluate your candidature and determine whether you are a good fit for the role. It demonstrates your academic background, professional experience, commitment, and suitability for the opportunity. Therefore, it is an essential part of the application.
A motivation letter is typically required for the following reasons:
To demonstrate enthusiasm for the role.
To highlight relevant skills, qualifications, and experience for the position.
Creates a strong first impression in front of the selection committees.
Helps to stand out among other applicants and improves chances of selection.
If you're applying for higher education in an English-speaking country, a motivation letter isn’t just a formality. It’s kind of your chance to show why this matters to you and what you bring to the table.
You don’t need to overthink the structure, but some parts are kind of expected. Here’s how you can break it down without sounding fake:
Contact Info
Start the letter with your basic details. Keep it clean.
Name
Email (avoid the old school ones like coolguy123@gmail.com)
Phone number (with +91 if you're applying abroad)
LinkedIn, only if it looks good
Don't clutter it. Just enough so they know who you are and how to reach you.
Addressing the Person
If you know the name of the person who’s going to read it, use it. It shows effort. So instead of writing To whom it may concern, just go with:
Dear Ms. Patel Dear Hiring Manager
If you’re unsure who it is, better to say “Dear Selection Committee” than something that sounds like a template. This one small thing makes a huge difference.
Your Intro (First Paragraph)
This is your “Hi, this is who I am and here’s what I’m applying for” moment. No fluff. Just straight-up tell them:
I’m a second-year B.Com student at Delhi University, and I’m applying for the Summer 2025 internship at [Company Name].
Then, maybe one line on why you’re excited. That’s it. Keep it personal, not over-formal.
The Middle (Body Paragraphs)
This is where you say what you’ve done and why you care. Be specific.
Mention any projects, internships, or stuff you've actually worked on
Talk about skills you genuinely enjoy using (not just buzzwords like “team player”)
Show them you’ve read about the company or org – maybe one line about why it stood out to you
Don’t make it a resume in paragraph form. Pick 1–2 things you’re proud of, and explain how they connect to this opportunity.
Your Sign-Off (Last Paragraph)
Wrap up with a short, genuine thank you. You can say something like:
Thanks for considering my application. I’d love the chance to learn and contribute to your team.
Then sign off with: Sincerely, Your Full Name
Reminder: You’re not writing a legal contract. You’re telling your story in a clean, respectful way. That’s what people want to read.
My name is [Write Your Name], and I have recently completed my higher secondary education in [Study Stream, e.g., Science] from [Your School Name]. I am writing to express my interest in the [Program Name, e.g., Bachelor of Science in Mathematics] at [University Name].
From my school days, I have strong passion for Mathematics. Throughout my academic journey, I have been enthusiastic about logical reasoning, mathematical laws, and their real-life applications. Therefore, I believe admission to [University Name] will definitely provide me with a strong theoretical foundation and practical exposure to deepen my knowledge and understanding of the subject.
During my school years, I took part in various [mention activities, e.g., mathematics competitions, science fairs, and coding workshops. Additionally, I have achieved 2nd and 3rd ranks in the Mathematical Olympiad organized by the State authorities, which improved my analytical skills. I am eager to join your institution [University Name] due to its consistent academic rigor and decades of excellence. I believe joining the institution will definitely help me build strong theoretical and practical knowledge for my future goals.
In the future, I aspire to become a [specific career goal], and I believe joining your college/university [University Name] can help me achieve my dream.
Thank you for considering my application. I am excited about the possibility of studying at [University Name] to fulfill my career goals.
Here are some significant tips that can help you increase your chances of selection for your dream course, job, or program.
Be honest: Do not include false information to impress the admission committee members. Be true to your personality and write only correct information regarding your academic achievements and experience. You should write what is correct, not what is best.
Keep it short: Only include necessary information. Motivation letters are generally a single-page document. Do not write excessive information to convey your message to the reader. Try to include all details compactly within one page.
Don’t repeat your CV: A motivation letter is not a resume/CV. So, do not include information that is already mentioned in the CV. Try to focus on achievements, skills, experience, main purpose, and suitability for the role.
Use examples: Do not include mere statements. Include examples based on real-life experiences to write your motivation letter.
Personalize every letter: Write a personalized letter based on the requirements of the role. Do not write a generic letter. Include relevant information to express yourself.
Here are some common mistakes you should avoid while structuring your motivation letter. Avoiding these mistakes can comprehensively improve your chances of selection.
Being too generic: If your letter can be sent to any program, it's too bland.
Overusing big words: Keep it natural. Do not use complex English words and phrases. Write the letter using simple, easy sentences.
Copy-pasting from the internet: Do not copy information and writing samples from the internet or any other sources. Write it by yourself to express yourself truly. Committees can spot copied writing instantly.
Ignoring what they asked for: Do not ignore any specifics provided in the prompt. Stick to the given prompt and write accordingly. Writing a motivation letter without following the given terms and conditions can lead to the rejection of the application.
Being too formal or too casual: Always find a formal tone while writing the letter. Do not use too casual a tone.
If you are the one who is planning to study, work, or do an internship abroad, writing a good motivation letter is very important. The motivation letter should show your goals, skills, and why you are a good fit for the program or job. This will make you stand out from other applications. One should include the tips to write a motivation letter as aforementioned. If you are still facing any issues or have any queries, you can always reach out to upGrad Abroad. They can guide you at every step and help you reach your goals!
A motivation letter is a single-page document that includes your purpose, qualifications, and motivation for applying to any specific program or course.
How is a motivation letter different from a cover letter?
A motivation letter generally highlights the goals, motivation, interests, and qualifications to apply for jobs, education, and other opportunities. A cover letter typically includes the qualifications, skills, and experience of candidates for the role.
What should I include in a motivation letter?
You should include your academic background, professional experience, commitment, and suitability for the opportunity in a motivation letter. It helps the selector to select the potential candidates for specific roles.
How do I start a motivation letter effectively?
Start your motivation letter with an impactful introduction. Write about your interest in the opportunity briefly. Mention your passion, goals, qualifications, and interests that match the job role.
How long should a motivation letter be?
A motivation letter should typically be single-paged. The word limit for a standard motivation letter is about 500 to 800 words. Try to write the letter concisely without including extra information.
Can I use the same motivation letter for multiple applications?
No, you should not use the same motivation letter for multiple applications. Always provide a motivation letter to match the specific opportunity. Write the letter following the given prompt.
Should I mention my weaknesses in a motivation letter?
No, you should not mention your weaknesses in a motivation letter. Instead, highlight your strengths, experiences, and motivations for applying.
What tone should I use in a motivation letter?
You should use a professional tone in a motivation letter. Do not use a casual tone. Try to balance your tone throughout the letter.
Do I need to include references in a motivation letter?
No, you do not need to include references in a motivation letter. Focus on including your motivations, goals, and why you're a strong candidate for the opportunity.
How do I end a motivation letter professionally?
Always end your motivation letter professionally with a closing statement. For example, “Thank you for considering my application. I am excited about the opportunity to contribute and learn from this experience."
Pragya Sharma is a content developer and marketer with 6.5+ years of experience in the education industry. She started her career as a social media copywriter for NIELIT, Ministry of Electronics & IT,...
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