How to Write a Motivation Letter

A motivation letter is a short letter sent with your CV that explains why you are applying and why you are a good fit. Most institutions expect about one page; if they set a limit, always follow it.

The length and structure advice in this guide comes from the university and public-sector sources linked below. Rules vary by programme and country, so the instructions in the call for applications always come first.

What is a motivation letter?

Your CV lists what you have done; a motivation letter explains why: why you chose this field, what the programme or job will give you, and what you will bring to it.

Austria's public employment service (AMS) describes the motivation letter in job applications as the "third page" after the cover letter and CV, and notes that it is often optional.[5]

How it differs from a cover letter

This is a general pattern. Some institutions use the two names interchangeably, so check what the call actually asks for.[5][6]

When is it required?

• Applications to university programmes, such as master's degrees[1]
• Erasmus+ and other exchange programmes[2][3]
• University applications abroad, for example France's Études en France procedure[4]
• Scholarship and foundation applications[5]
• Some job applications: when the employer asks for one, for leadership roles, creative and social-sector jobs, or highly competitive vacancies[5]

How long should it be?

The sources set similar, but not identical, limits:

Bottom line: if the institution sets a limit, follow it. If not, one page fits within every source's limits.

Structure: what goes in each paragraph

The structures the sources recommend follow the same flow with small differences:[1][2][5]

1. Introduction: Say what you are applying for and where you are now (programme, year or job) in one or two sentences. Avoid a cliché opening line.
2. Your background and interest: Explain, with concrete examples, the study, experience or interest that led you to this application. Choose only achievements relevant to it.
3. Why here?: Explain why you chose this programme, institution or employer: courses, research areas, facilities or the company's work. Give a reason specific to them rather than praise that would fit anyone.
4. Your goals: Explain how this step fits your study or career plan and what you want to do afterwards.
5. What you bring: Briefly say what you can contribute to the programme, your classmates or the team.
6. Closing: A short summary, a sentence restating your interest and a formal sign-off. For a job, you can say you would welcome an interview.

What to avoid

• Exaggerations, grand statements and needlessly complicated sentences[3]
• Achievements and topics unrelated to the application[3]
• General claims without a concrete example ("I am very hard-working", "I am a team player")[4]
• Repeating your CV line by line
• Sending the same letter everywhere; if only the institution's name changes, it shows
• Anything untrue or that you cannot back up[4]

Templates to copy

These are skeletons, not finished letters. Fill in the square brackets and rewrite the sentences in your own words. Reviewers see the same patterns again and again; personal details are what make a letter yours.

Dear Admissions Committee,

I am applying for the [programme name] master's programme at [university]. I graduated in [subject] in [year] / I am in my final year of [subject].

[How your interest in the field began: a course, project, internship or job]. During this time I worked on [a concrete piece of work and its result] and learned [what you learned].

I chose this programme because of [a programme-specific reason: a course, research group, a professor's field or practical opportunities]. In particular, [course/research topic] connects directly to [your goal].

After graduating, I plan to [a short, concrete goal]. The programme will help me get there by [how].

I believe I can contribute to the programme through [your experience, perspective or skills].

Thank you for considering my application.

Yours sincerely,
[Full name]

Dear Erasmus Coordinator,

I am a [year] student of [subject] at [home university], applying to study at [host university] in [semester].

I chose [host university] because of [the courses you want to take or the topic you want to work on]. These courses will give me knowledge of [missing topic], which my own programme does not offer.

This semester matters for [your final project / the field you want to specialise in / your career goal] because [short explanation].

About [country/city]: [your language skills and level, any earlier connection to the country, or why you want to live there].

I am confident I will make the most of this opportunity and share what I learn with my department when I return.

Yours sincerely,
[Full name]

Dear [Name / Hiring Team],

I am applying for the [job title] position at [company].

[A piece of the company's work, product or project that genuinely interests you]. That is why I want to work at [company].

For the past [period], as [previous role/company], I [a concrete responsibility and its result]. This experience relates directly to [a requirement from the job ad].

My goal is to [your career goal], and this role fits it because [how].

I would welcome the chance to discuss my experience in an interview.

Yours sincerely,
[Full name]
[Phone] · [Email]

A complete example letter

The letter below is a fully written example of the structure above. The person, university and programme are fictional. It is meant to show how each paragraph is built, not to be copied: reviewers who see the same text from several applicants will notice.

Dear Admissions Committee,

I am applying for the MSc in Environmental Engineering at Example University. I graduated in Environmental Engineering from Example Technical University in June 2025 and have since been working as a trainee engineer at a municipal wastewater treatment plant.

My interest in the field began during a site visit in my second year. Seeing how a treatment plant runs day to day showed me how differently the processes I had studied behave in practice. For my final-year project I designed a rainwater harvesting system for a small settlement, which taught me how challenging, and how rewarding, it is to turn classroom knowledge into a working design.

At the plant I support the team with sampling, reporting laboratory results and tracking maintenance plans. This experience has shown me that I need stronger process-modelling skills to make treatment more efficient, and that a research-oriented programme is the best place to build them.

I chose your programme because its courses in water resources management and process modelling address exactly this need. For my thesis I would like to work on reducing energy use in small-scale treatment plants.

I would bring practical field experience, a habit of clear and regular reporting, and a genuine willingness to learn. After graduating, I aim to work on the design and operation of treatment plants in the public or private sector.

Thank you for considering my application. The required documents are attached, and I would be glad to answer any questions.

Yours sincerely,
Deniz Yilmaz

Checklist before you send

• I followed the institution's word, page or character limit
• The institution and programme names are correct
• Every paragraph says something specific to this application
• I can back up everything I wrote
• Someone else proofread it[4]
• I am sending it in the requested language and format (PDF, email body, form field)

Frequently asked questions

Sources

1. Goethe-Universität Frankfurt – Guideline to Motivation Letter (PDF)
2. Freie Universität Berlin – Letter of Motivation Guide, Erasmus+ (PDF)
3. ELTE (Budapest) – Motivation Letter Guide, Erasmus+ (PDF)
4. Campus France Vietnam – Guide CV et lettre de motivation (PDF)
5. AMS (Austrian Public Employment Service) – Motivationsschreiben (German)
6. Europass (European Commission) – Cover Letter

Links checked on 10 October 2026.

Related: CV rules by country · How to write a CV