A strong motivation letter can make all the difference in competitive university admissions or job applications. It introduces who you are, highlights your goals, and explains why you're an ideal fit—all within a few impactful paragraphs. With admission officers often scanning hundreds of letters, it’s crucial to get the structure, tone, and message just right.
The key to writing an effective motivation letter lies in using a clear format, expressing genuine intent, and aligning your strengths with the opportunity. From outlining your academic or professional background to sharing personal motivations, every section should contribute to a compelling narrative.
This guide walks you through the correct format, proven writing tips, and a practical sample to help you create a letter that stands out—whether you're applying for a degree, internship, or job role.
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 a vital document required during various types of applications, especially when you're aiming for competitive positions or academic opportunities. It’s commonly requested for:
University admissions (particularly Master’s and PhD programs abroad)
Scholarship applications
Internships and exchange programs
Volunteer opportunities
Job applications in academia, NGOs, or creative fields
Unlike a resume or academic transcript, a motivation letter gives you the space to share your personal story—your ambitions, motivations, and what drives you to apply for a particular opportunity.
Why It’s Important:
Shows Genuine Interest: It expresses your motivation, goals, and why you're excited about this specific program or role.
Demonstrates Fit: Helps the selection committee assess whether your background, values, and objectives align with the opportunity.
Highlights Strengths: Offers context to your qualifications, relevant experiences, and achievements that aren’t fully captured in a resume.
Makes a Lasting Impression: A compelling letter helps you stand out in a pool of applicants, improving your chances of being shortlisted.
In short, a motivation letter is often the first impression you make—and a well-written one can set the tone for a successful application.
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!
Is a motivation letter required for student visa applications?
Yes, many countries require a motivation letter as part of the student visa process. It helps immigration officers understand your study plans, future goals, and reasons for choosing the specific course and university.
Can I write a motivation letter without work experience?
Absolutely. Focus on your academic achievements, extracurriculars, volunteer work, and personal goals. Highlight your passion for the field and how the opportunity aligns with your future aspirations, even if you don’t have formal work experience.
What’s the best format to follow for a motivation letter?
Use a clear three-part structure: an introduction explaining your interest, a body highlighting qualifications and goals, and a conclusion reinforcing your enthusiasm. Keep it organized, with short paragraphs and professional formatting.
How personal should a motivation letter be?
While a motivation letter should remain formal, it should also reflect your personality and motivations. Share relevant experiences and goals honestly, but avoid overly emotional language or unrelated personal stories.
Can I include future career plans in a motivation letter?
Yes, outlining your career goals shows long-term commitment and clarity. Universities and employers value candidates who have a clear vision for the future and can link it to the opportunity they’re applying for.
What’s the biggest mistake to avoid in a motivation letter?
One major mistake is being too generic. Avoid copy-pasting content or using vague statements. Tailor each letter specifically to the institution, program, or role to show genuine interest and effort.
Is bullet-point formatting acceptable in a motivation letter?
No, a motivation letter should be written in full paragraphs. It’s a formal narrative document that should read smoothly, unlike a resume or cover letter where bullet points are appropriate.
Do I need to attach a CV along with my motivation letter?
Yes, most applications require both. The motivation letter complements your CV by explaining your background, motivations, and goals in detail. Always follow the application guidelines provided by the institution or employer.
Should I mention specific professors or courses in a university motivation letter?
Yes, referencing professors, courses, or research aligns your interests with the program. It shows you've researched the institution and helps personalize your letter to make it more compelling.
How early should I start writing my motivation letter?
Start writing your motivation letter at least 3–4 weeks before the application deadline. This gives you time to research, draft, revise, and get feedback to ensure it’s polished and well-structured.
Can AI tools help in writing a motivation letter?
Yes, AI tools can assist with structure and grammar, but your content should remain personal and unique. Use AI for drafting ideas, but always ensure the final letter reflects your authentic voice and specific motivations.
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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