Motivation Letter: How to Write, Format & Samples for 2024 Admissions & Internships

A few days back I applied for two volunteer programs. While I got a call from one of them the next day itself, I am still waiting for a call from the other! While my resume was the same for both, there was only one difference. For one, I had written a motivation letter, and for the other, I did not.

While I knew about motivation letters all along, before this experience, I did not realize their importance and the significant difference they can make to any application.

Do you know most foreign universities require applicants to write a motivation letter as a part of their application process? Well, even if you did not. Now, you surely know that this letter, if well written, has a lot of significance and can ensure admission into your desired program.

Join me as I take you through a guide on writing an impactful motivation letter. And the bonus? You get to understand it through free motivation letter samples for different purposes - master’s, bachelor’s, study abroad, job, internship, and more.

What is Motivation Letter?

A motivation letter is a one-page letter used to make a point about what makes you a perfect candidate for a certain position in a university or an organization. You will usually be asked to attach this document with your resume. Generally, a motivation letter is written in four specific scenarios listed below:-

1. When you wish to apply for an educational program at a university.
2. When you are looking to apply to a non-profit organization (NGO).
3. When you want to work as a volunteer in an organization.
4. When you are seeking an internship in a company.

You must not confuse a motivation letter with a cover letter, whose purpose is to speak about specific information in your resume matching the job opening. A motivation letter should be seen as a strong closing pitch to your application, encompassing your resume, achievement certificates, all documents related to your credentials, and cover letter.

One may wonder why this letter holds so much importance despite there being a well-informed resume.  The answer is that, all organizations and universities are looking to filter through hundreds of applications to choose individuals with true passion. And this cannot be judged through a resume or a mark sheet. They want to finalize on people with real intent and excitement for the position.

When and Why You Need Motivation Letter

A motivation letter is needed when applying as a potential candidate for a study abroad program, job, internship, or volunteer position in an organization. Candidates often need it to help a university or institute they are applying to decide what makes the candidate a perfect fit.

Format of a Motivational Letter

Introduction

In this section, you have to introduce yourself and showcase your purpose for writing the letter. You should give an outline of the content. Start your motivation letter with greetings like “Respected/Dear Sir/Madam” if no mention of a name is there. Put a name, if available, to have a personal connection with the reader.

Academic/Professional Profile

This section should include all your achievements and professional career with a timeline view. You must point out why you have chosen a particular course and what makes you pursue that specific career. Prove that your profile matches your candidacy for the application and present facts and figures relevant to your achievements.

Why this Course

You should mention relevant information regarding your choice of a subject, the reason to choose it, and what excellence you will achieve by pursuing this course. A persuasive tone should be followed while briefing your intent about the course.

Long/Short-Term Goals

When talking about long-term and short-term goals, you must have clarity about the goals you want to achieve in that specific timeline.

Short-term goals include your reason for commitment to the course, what framework you have made to pursue during the coursework, and what skills/specialization you have set to obtain during and after the course.

On the other hand, long-term goals should include your prospects, what you want in the long run of life, and what motivates you to be consistent with your commitment. Do not forget to mention what benefits you will reap.

Conclusion

An important part of a motivation letter is the conclusion, which creates an impact on the reader. While ending the motivational letter, an applicant should summarize the main points written in the letter and mention the main goal of the letter – to be accepted for the program. The final impression is as important as the first impression.

Pro Tip: After writing your letter, ensure that it is error-free. Make it grammatically correct, with no room for spelling mistakes and ambiguous statements. Before sending it, proofread your letter many times and ensure its authenticity is maintained.

How to Write Motivational Letter

Now that you are thorough with the structure let us see how you should attempt writing a motivation letter to make it more impactful.

How to Start a Motivation Letter

While writing a motivation letter, introduce yourself and your intent in the introduction. It is essential to provide a clear picture of yourself in the letter to ensure that it goes with the purpose.  In the body, highlight and describe your achievements. You should be mindful that it does not have long explanatory sentences. Conclude the letter by thanking the reader.

How to End Letter of Motivation

Mention all the essential points, and summarize your goals with all the interest that compels you to apply for that particular course of study. Showcase gratitude in advance. Mention how you will take this opportunity to work if accepted for this program and what contribution you will make to the university.

Writing the perfect motivation letter can be a hard task, but if you know how to structure yours, it will be easy for you to impress whoever is reading your motivation letter.

A perfectly structured motivation letter can be written in two styles:-

• The classic three-paragraph style with an introduction, body, and conclusion. 
• The 5 to 7-paragraph style where the content of the main body is divided into multiple paragraphs.

Your pitch should be engaging so that the reader is hooked right from the introduction. Keep your letter brief but not too harsh around the edges. Express your achievements, interests, skills and experience, goals, and objectives without writing pages and pages.

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Important Tips to Consider Before Writing a Motivational Letter

The motivation letter should have a storytelling approach and not sound too mechanical and cliche. Try to decide on a particular series of arguments and stick to that without breaking the flow of the story. Let us now look at more tips that will help you write a powerful motivation letter.

1. Research Well, Be Crisp and Concise With Information

The basic rule to follow when writing a motivation letter is to have a detailed understanding of why you are writing a motivation letter. The requirements, prospects, and expectations of an application should be reflected in a letter of motivation.

2. Convey Your Intent/Thoughts, Adding a Pinch of Impromptu Personal Information

This is one document in your application where you are allowed to be informal; use it and pen down your passion for the position and let the text reflect your personality and personal style.

When you try to connect with your reader by sharing a sneak peek of your life, your thought process, and how you stand out. But be mindful of being original and not bragging or mentioning something out of exasperation. It’s a motivational letter, not a storytelling where you put yourself in the limelight and sideline every other essential thing. It is advisable to avoid ambiguous statements.

3. Avoid Beating Around the Bush

One should set priorities while writing a letter of motivation. A motivation letter should successfully address your intent without any merry-go-round statements. Get straight to the point and avoid rambling. Ensure the document is no longer than an A-4 size page. Write the qualitative skills and achievements that are significant to your application and persuade your reader to comment positively with the feedback.

4. State Your Purpose Clearly

Purpose or intent should be fulfilled while writing a motivational letter, keeping in mind that you already have a CV/resume that furnishes all personal and professional information. You don’t need to rush with the information part; this can make it look clumsy.

Remember that the CV and the motivation letter must complement each other and should be in sync with one another in terms of the information you provide about yourself.

5. Avoid Passing Controversial Statements

While writing a motivational letter, one must avoid political or ideological jargon and write in a neutral tone without taking sides. Writing about politics may sound humorous to some but can be offensive to some. You never know what another person has to offer when talking about such scenarios or ideas. One should avoid such conflict-laced topics when writing a motivation letter.

6. Art of Persuasion 

Clearly explain what your motivation is and why you are a perfect fit for the position. Mention what puts you ahead of your competition and how you will add positive enhancement to the program. Read about the qualities sought by the recruiter and write about how they correspond to you. Highlight all your achievements you are proud of without sounding arrogant.

7. Avoid Using Generic Statements

It isn’t enough to just praise yourself randomly, support what you say, provide examples of your achievements, and try not to use run-of-the-mill phrases such as “quick to learn” or “super organized.” Being original will take you a long way.

8. Know Whom to Address

While writing a motivation letter, you should know to whom to address the letter. The basic information like name, designation, address, etc., should be properly mentioned.

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Do’s and Don’ts of Motivation Letter Writing

Do’s	Don'ts
Make sure to keep the tone less formal but professional.	Writing a generic letter for multiple companies
Start the letter with a personal paragraph	Not mentioning your motivation for a specific role
Ensure to align your personality with the post you are applying	Writing long texts and deviating from the topic
Research thoroughly about the program and use it in your letter	Use an informal font style
Check the letter multiple times for grammatical errors and silly mistakes	Make the letter too formal

How to Write Your Motivation Letter for Study Abroad

Universities abroad often have specific things they are looking for when asking you to write a motivation letter. Additionally, there is extra pressure on students trying to compose a letter for an international audience.

However, there are some common characteristics that international admission offices look for in their candidates. You should be able to structure an impactful motivation letter if you simply keep following in mind:

In crafting a motivation letter for studying abroad, the journey culminates in a document that showcases not only your academic achievements and professional aspirations but also your personal journey and the unique qualities that make you an ideal candidate for the international program of your choice. 

This letter is your narrative, a canvas where you paint your intellectual curiosity, cross-cultural adaptability, and readiness to contribute to a global academic community. 

As you conclude your motivation letter, remember it's not just about persuading the admissions committee of your suitability; it's about weaving a compelling story of your past achievements, present endeavors, and future aspirations, creating a vivid picture of your potential to thrive and make meaningful contributions in a global learning environment.

1. Why do you want to Study Abroad

While the answer may seem obvious to you, you must make a valid argument to the admissions officers. Avoid saying that you wish to leave your country, you are doing it because your peers have done it, or because you want to have an international degree to brag. 

Instead, write about how you are interested in their culture and heritage, have always had a flair for communication and wish to be a part of a global student community, or can contribute to a particular industry with a specific foreign degree.

2. Whether you have any Previous International Exposure

Universities seek candidates who have experience of being far away from home. So, instead of bluntly stating that you have never lived abroad or have had bad experiences abroad, say that you are adaptable and have done enough research on the country to know that you will be able to settle there. Mention how you love to travel and new experiences and are keen on expanding your horizons.

3. Why your Personality is a match for an International Education

Give examples of why you are meant to be a part of a global community and how much importance you give to social inclusivity and cultural sensitivity. Avoid mentioning if you are extremely social or intensely reserved; instead, write about your ability to fit into groups and your appreciation of various cultures.

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Motivation Letter Samples/Examples

There are specific things you must mention when writing a motivation letter for a bachelor’s degree and a motivation letter for a master’s degree.

You will find numerous samples online but choose to use one for reference that is the most relevant to your field.  Let us now dive into sample motivation letters for university, UG & PG courses, internship, B-school, study abroad, etc.

Sample Motivation Letter for Master’s Degree

When you are applying for a master’s program, it is expected that you have already gained a sizable experience and knowledge about your field of choice from your graduate program or work experience, if any.

So, when you sit to compose a motivation letter for a master’s degree, mention all that your graduate-level education has taught you, how you have been inspired by it, and why you have chosen the specialization that you have.

Find below an example of a motivation letter for masters:-

From,

[Name of applicant,

Address,

Contact Details]

Date………………………..

To,

[Name of Recipient,

Designation/Department,

Name of Institution/Organization,

Address,

Contact Details]

Subject- ………………………………………………………………………………..

Respected Sir/Madam,

Here’s hoping that this letter reaches you in good spirit.

I am [Name of Candidate] and I would like to take this opportunity to state how truly passionate I am about pursuing my higher education at a university with such a grand heritage. The reputation of a master’s program in science from your university is world renowned and I shall be honored to be considered for a place in the program.

I hold a bachelor’s degree in Civil Engineering and my strong grades the complex projects I have undertaken make me a good candidate for your program. I have always dreamt of making impactful changes in the field of civil engineering and am determined to make it my career early on in my undergraduate years.

I have also had the opportunity to intern with [Name of Company] and that has instilled in me great appreciation for the subject and taught me valuable skills required in the industry. Additionally, I have finished a course in Computed Aided Design from [Name of Organization] which I know will give me an edge while studying the subject at a master’s level.

With this, I would like to close my Letter of Motivation and earnestly hope that my resume and the deep desire of pursuing an MS from your university will help me secure a position in the upcoming academic session starting on ………………….

Warm Regards

Sample Motivation Letter for Bachelor’s Degree

When applying for an undergraduate course, your motivation letter will be slightly different than the one above. You should mention all that you achieved in high school, the subjects you studied, what triggered your interest in the program you are applying for and how you wish to incorporate what you learn at university in your future.

You may mention incident(s) about when you first realized you wanted to study a specific field and why you chose to apply to a specific university. Write candidly about your passion for the subject and discuss your plans for your career post-graduation.

Below you will find an example of a motivation letter for a bachelor’s degree that you may refer to:-

From,

[Name of applicant,

Address,

Contact Details]

Date………………………..

To,

[Name of Recipient,

Designation/Department,

Name of Institution/Organization,

Address,

Contact Details]

Subject- ………………………………………………………………………………..

Respected Sir/Madam,

I write this Letter of Motivation to express my passion for pursuing (name of the program) at your esteemed university. With this letter, I would like to convey my wish to seek admission into the bachelor’s program in Economics and I am enclosing all related documents along with it.

I am [Name of Applicant], and I have had a keen affinity for the field of economics since I was introduced to the subject in the ninth grade. The theories of how the commercial world functions have intrigued me to take a closer look at the field from a young age and I had decided early on to explore the subject in depth in my under graduation.

My interest in the subject has always been encouraged by my school and I have regularly participated in inter-school debates in Economics. You will find all relevant certificates attached. Additionally, my articles on current economic affairs have also been published several times in the school newspaper, excerpts of which I have attached along with this letter.

I sincerely believe that an education from a university of your stature will help me realize my dreams of making worthwhile contributions to the field of economics and I too can add positive energy to the student body I would be a part of.

With this, I would like to close the letter stating that I shall be greatly honored to be considered for a seat at such an esteemed institution.

Looking forward to hearing from you.

Warm Regards.

Writing a strong and impactful motivation letter will ensure your application is considered sincerely by the admission offices and that you have an edge in the race for a seat at the university of your choice.

Consider reading various samples of motivation letters available online, consult people who have written successful letters to gain admission to foreign institutes, and do all the research you can about the specifications mentioned by each university. You will find a variety of articles discussing studying abroad in detail on upGrad Abroad.

Sample Motivation Letter for University

To Whom It May Concern,

I am writing this letter to express my interest in the Master of Arts in English program at (institution name). I hold a Bachelor of Arts in English from (university name) in (location, country), having graduated with a GPA of 3.80. After completing my undergraduate program, I also completed a three-month internship at the National Library Archives.

As a keen literature student from high school, I developed an abiding passion for Romantic poetry, American literature, and contemporary Indian writing. I was fortunate to have participated in several conferences, seminars, and workshops, having presented a paper on Chaucer and Socio-Economic Dynamics in my final year at my institution. My stint as an intern at the National Library Archives was enriching, giving me exposure to first-hand research-based cataloging and enabling an opportunity to peruse rare literary works dating back to the mid-17th century. The curriculum at your institution fascinates me with its modules on postmodernism, American war literature, and several other intriguing options. The Master of Arts in English at your institution is a stepping stone towards broadening my literary exposure. It will help me gain invaluable insights into literary icons across periods and build academic research and critical analysis skills- all of which will help me become an English professor.

Given my experience and education, I believe I would be a good fit for the Masters of Arts in English program at (name of the university). I have not only researched the program but have also determined that the research profile and coursework of the institution match strongly. I am also impressed by the university library and its excellent collection, which is of special interest to me, along with the reputed faculty. I am confident of making a positive contribution to your institution's ethos of deep learning and research should I get an opportunity to enroll in the program.

If you have any further questions, please get in touch with me using the information at the top of this letter.

Kind Regards,

(Name)

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Sample Motivation Letter for Study Abroad

Given below is a letter of motivation sample which can be used as a reference for students aspiring to study abroad:-

From,

[Name of applicant,

Address,

Contact Details]

Date………………………..

To,

[Name of Recipient,

Designation/Department,

Name of Institution/Organization,

Address,

Contact Details]

Subject- __________________________________

Respected ma’am/sir,

My name is _____________, and I am writing this letter to seek the opportunity to pursue my master’s degree from your esteemed university. As a second-year student studying International Relations, I am at a juncture where I must begin to think about my post-college plans. Throughout my academic programs, I have always reflected on how every ounce of the knowledge I have gained would benefit me in the future. Now, I wish to take my education to the next level with a chance to enhance my current understanding by studying one of the most prestigious International Relations programs in the world. Spending a year in ______________ would allow me to not only receive exceptional training in the field but also enable me to gain new perspectives on international diplomacy.

A structured literary experience outside of the country is crucial to my plan of eventually becoming an ambassador. I have traveled extensively for volunteer work and pleasure, and I have found that each occasion has strengthened my view of the world and given me new problems to contemplate. One of my most unforgettable experiences was spending three months in the jungles of Brazil working with Indigenous communities to form a record of traditional beliefs and medicines. This catalog was not merely a source of information for anthropologists and historians but also illustrated a rapidly declining population’s cultural history. These experiences abroad have certainly enlightened me about the humanity inherent in every person, and I am determined to do my best in the future to present the best for those I represent. 

The university of _____________ boasts one of the most challenging and well-rounded International Relations programs in the world. I look forward to taking classes at your great university, where some of the greatest diplomats and thinkers present their thoughts. The emphasis of this program on recognizing diversity and population modulation truly sets it apart from the rest. As a student, I would endeavor every day to excel in my classes and fully immerse myself in a world that I have never encountered before. I know the road to serving my country overseas will be difficult. Still, I know that my experience at the university of ______________ will provide me with the skills and unforgettable experiences that I could not attain anywhere else.

Warm Regards.

Sample Motivation Letter for Top B-Schools

Dear Sir/Madam,

I wish to apply for [Course Name] at [College Name] for the 2024 autumn intake. With a keen interest in business and management, I am excited to pursue my education at your esteemed institution.

This is a program that will help me take a step ahead in my future career and help me achieve my career goals. I look forward to seeing myself at a [Desired Job Position] in the peak days of my career.

As an undergraduate student in [Field Name], I have worked on my [Name 5-6 Skills] through various projects and extracurricular activities. Regarding my professional career, I have also had an opportunity to work in [Name of Field] and gain relevant experience along with gaining expertise in it.

I am particularly drawn towards the unique teaching style and innovative learning culture of [Name of B School]. Additionally, a strong network of alumni and industry connections will also help me take a step ahead toward achieving my professional goals.

I am confident that with a relevant academic background, professional experiences in [Name of Field], and my personal aspirations and objectives of [Name of B School], I will be able to touch new heights in my professional career. I am committed to leveraging this opportunity and seeking a positive impact on personal and professional growth.

Thank you for considering my application. I am truly excited about the possibility of joining the prestigious community of [Name of B School].

Sincerely 
[Your Name]

Sample Motivation Letter for Job Application

Certain key considerations must be included in your motivation letter template when applying for a job. Here is a short motivation letter example for a job application.

Sample of a Short Motivation Letter for Job Application

Dear [Hiring Manager],

I am excited to apply for the role of [Job Role] at [Company Name]. I feel confident enough to make valuable contributions to your team with [X years] of experience in the [Name of Field]. Throughout my career, I have developed a keen interest in [Name of Field], and have mastered [3-4 Skills related to the field].

I feel confident that my experience and skills will make me a valuable asset at [Company Name].

Thank you for considering my application. I look forward to discussing any qualifications further.

Sincerely

[Your Name]

Sample Motivation Letter for Internship

A motivation letter for an internship is a key document that outlines a candidate's enthusiasm, qualifications, and reasons for wanting to join a specific internship program. Unlike a standard job application, this letter should focus on how the internship aligns with the candidate’s educational pursuits and career goals.

It's an opportunity to express passion for the field, demonstrate an understanding of the organization's work, and highlight relevant skills or experiences. The letter should be concise, well-structured, and personalized to the internship and the organization.

It serves as a means to introduce oneself to potential employers, showcasing why one stands out as an ideal intern candidate. The objective is to convince the reader of one's potential to contribute meaningfully to their team while gaining invaluable practical experience.

[Your Name]

[Your Address]

[City, State, Zip]

[Your Email]

[Your Phone Number]

[Date]

[Employer’s Name]

[Organization’s Name]

[Organization’s Address]

[City, State, Zip]

Dear [Employer’s Name],

I am writing to express my keen interest in the [Internship Position] at [Organization’s Name] as advertised on [where you found the internship listing]. Currently, in my final year of studying [Your Major] at [Your University], I am eager to apply the concepts I have learned in a practical setting and am particularly excited about the opportunity to contribute to [specific project or department] at your esteemed organization.

Throughout my academic journey, I have consistently excelled in [mention relevant courses or subjects]. My coursework has not only provided me with a solid foundation in [mention relevant skills or knowledge related to the internship], but it has also spurred my interest in [specific aspect of the field or industry]. For instance, in my recent project on [mention a relevant project], I successfully [mention what you accomplished or learned from the project], an experience that solidified my interest in pursuing a career in [specific field or industry].

Moreover, my involvement in [mention any relevant extracurricular activities or part-time jobs], has honed my skills in [mention skills like teamwork, leadership, communication, etc.]. For example, [describe a situation where you demonstrated these skills]. These experiences have equipped me with a diverse skill set that I am eager to leverage in the [Internship Position].

I am particularly drawn to [Organization’s Name] because of [mention specific reasons such as its innovative approach, industry reputation, a particular project or product, company values, etc.]. The prospect of working alongside professionals in the field and contributing to meaningful projects aligns perfectly with my professional goals and academic interests.

Enclosed is my resume, which provides further details about my qualifications. I am enthusiastic about the opportunity to discuss how my background, skills, and enthusiasm make me a perfect fit for the internship position. Thank you for considering my application. I look forward to the possibility of contributing to your team and learning from the esteemed professionals at [Organization’s Name].

Sincerely,
[Your Name]
Enclosure: Resume

Motivation Letter Sample PDF

Here is a sample PDF of what an impactful motivation letter must look like when applying for any program. It perfectly follows all the checkboxes that must be included when curating a great motivation letter.

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Difference Between Motivation Letter, SOP, Cover Letter and Personal statement

An application process to study abroad involves presenting multiple documents for universities posing unique requirements. With this being the case, it is natural to get confused between the various types and formats of documents that you need to prepare for submission.

Here we have briefly explained what a motivation letter, statement of purpose, cover letter, and personal letter are and how you can differentiate between them.

Features	Motivation Letter	Statement of Purpose (SOP)	Cover Letter	Personal Statement
Purpose	This letter is written by applicants wishing to be considered for a particular position at an institution or organization outlining why they are a perfect fit.	A statement of purpose (SOP) is an essay highlighting academic interests, experiences, and future goals.	A cover letter highlights skills for a specific job, urging the reader to consider the resume that you enclose in your application.	A personal statement showcases your personality, experiences, and how you are a perfect fit for the position.
Application Context	Educational programs (undergrad, grad, postgrad), internships, and volunteer positions	Degree programs (Bachelor’s, master's, PhD)	Job applications	Undergraduate programs, scholarships
Content	Passion for the applied program or position and alignment with future goals	Academic background, research interests, relevant coursework & projects, and future career aspirations	Specific skills & experience for the position you are applying for	Relevant achievements, challenges, unique experiences
Length	1-2 pages	800-1500 words or as required by the university/college	1 page	1-2 pages
Style	Formal, persuasive	Formal, informative	Formal, concise	Formal, engaging, may include anecdotes

You must take into account these differences and avoid sending one in the place of another at all costs because that might lead to the rejection of your application.

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Conclusion

Crafting an effective motivation letter for 2024 admissions is a critical aspect of the application process. A well-written motivation letter, adhering to the appropriate format and enriched with personal insights and clear objectives, can significantly impact an applicant's prospects.

It serves as a platform to highlight one's achievements, experiences, and future goals, distinguishing the candidate from a pool of applicants.

As admission processes continue to evolve, the ability to articulate one's motivation compellingly and coherently remains a vital skill, making the motivation letter not just a formality but a powerful tool to connect with admission committees and pave the way for academic and professional success.