How to Write a Motivation Letter

A motivation letter, otherwise referred to as a letter of motivation, is a way for you to enhance your job applications or applications for a place on a university course. The content of your motivation letter should differ slightly depending on the job or course you are applying to; however, there are some key structural components to consider, some of which will be covered in this article and discussion on how you can develop your well-written motivation letter.

What is a motivation letter?

A motivation letter is a single-page document explaining why you’re an ideal candidate for the position or course you’ve applied for. While a motivation letter may sound similar to a cover letter, they are distinct documents. In a cover letter, you further explain how the skills and achievements included on your resume translate to the job you’ve applied for. In a motivation letter, on the other hand, you are writing about the specific motives behind why you are interested in the position you’ve applied for. It’s a more personal statement than describing what you are good at and what you have done. 

Do you need to write a motivation letter?

While employers may not require a motivation letter as part of your application, a well-written one can improve your chances of landing a job offer. For new graduates or applicants who similarly may have shorter a resume than more experienced workers, providing a motivation letter can help hiring managers better understand the value you can bring to their company—having a strong “why” behind your reason for applying to a position can be the final critical factor that propels you ahead of other applicants. 

Before writing your motivation letter, research the company you are applying to get a feel for their workplace culture. This can help establish the tone and style of language in your letter, whether formally written or slightly more casual.

A motivation letter is a common part of the university application process, and in this setting, it is an opportunity to demonstrate more personally the reasons behind wanting to gain acceptance into a programme. When writing your motivation letter, take the time to learn about the institution and course you are applying for. This will help demonstrate your interest and allow you to form a letter designed precisely for that specific university. It’s best to avoid using any generic or controversial statement and instead be clear and direct when stating your purpose. 

How to write a motivation letter, step by step

When writing a motivation, remember some important details. Follow these tips to ensure you have everything covered. 

Choose the structure

A letter of motivation is usually a single page. Still, your format will depend on your experience, how much you have to say, and a possible word count if your letter of motivation is for academic pursuit. 

While some motivation letters are up to seven paragraphs long, a three or five-paragraph letter is often best to ensure you’re precise with your points and can keep it to one page. A three-paragraph letter will include an introduction, a single body paragraph, and a concluding paragraph. A five-paragraph letter will consist of an intro paragraph, three body paragraphs, and a concluding paragraph. 

Include the date and recipient details

Proper motivation letter format should include your name, the name and address of the company/department you are applying to, and the date before addressing the letter to a named recipient. 

Introduction

Briefly describe who you are and why you’re writing in your introduction. There’s no need to go into too much detail here, as that will be done later in your letter. In two to three sentences, articulate clearly what has drawn you to apply to the job or course with a personal detail about yourself and your experience that can be tied to the position or course.

Body

Depending on your chosen format, you will have one to three paragraphs explaining your motivation for applying to the position or course. If you want to discuss multiple points, use a new paragraph for each, keeping to a single page. When writing the body of your motivation letter, ensure you’re using a positive tone so the reader can feel your excitement and interest in the position. It can help tell a brief story about your experience, demonstrating your motivation.

Concluding message

The conclusion of your motivation letter is important for making sure the reader doesn’t soon forget your letter. Carefully construct three to four sentences that summarise and reiterate your previous points while remembering to thank them for their consideration. It’s practical to include a call to action, inviting the reader to call you or expressing your interest in meeting them. Remember to proofread your letter to ensure there are no mistakes. 

Sample motivation letter

Here is a sample of a properly written motivation letter to help demonstrate the correct structure and content. 

8 November 2024

Rajesh Singh

ABC Hospital

123 1st Street

Delhi, India

Dear Mr Singh,

My name is Prisha Sharma, and I am writing to express my motivation for the pediatric nurse position that has opened at your hospital. I graduated from the University of Delhi, earning my Master of Science degree in Nursing. I have known for many years that I wanted to pursue pediatric nursing, and I’m excited to apply for this position. 

Prioritising the health and well-being of others has always come naturally to me. I love doing what I can to make a person’s day better. As a child, I came to ABC Hospital for a procedure and loved interacting with the pediatric nurses who made my time there pleasant. It was then that I knew I wanted to be a nurse when I grew up. Since then, I have dedicated myself to my studies and volunteered with children at various programmes in my community. 

My passion and persistent work ethic make me an asset to your team. I look forward to meeting with you to discuss in more depth how I can contribute to the pediatric care team at ABC Hospital. I appreciate your time and consideration.

Sincerely, 

Prisha Sharma

Next steps

Consider taking courses on Coursera to help you prepare for your next career move. With practice, you can learn how to navigate this process more confidently. The University of Maryland’s Successful Interviewing course can help you better understand what hiring managers are looking for in their hiring process. It covers everything from resume building to how to answer questions you are likely to be asked. 

Writing and Editing: Word Choice and Word Order from the University of Michigan is another highly rated course to help you develop critical persuasive writing skills for a well-designed motivation letter.