How to Write a Motivation Letter for 2025? Format, Samples & Key Tips

Struggling to put your thoughts into words when applying for a university, job, or scholarship? 

Many people find it hard to express their goals and ambitions, but that’s exactly what a motivation letter is for—it helps admissions officers, employers, and scholarship committees understand why you deserve the opportunity.

So, how to write a motivation letter? And where is it required?

A motivation letter is required for university applications (Harvard, Oxford, MIT), scholarships (Fulbright, Chevening, Erasmus), job applications, and even some visa processes. 

In fact, a 2024 Glassdoor report found that 68% of employers prefer candidates who submit motivation letters, as they help gauge a person’s intent and passion.

This blog will walk you through the correct format, writing tips, examples, and common mistakes to avoid. 

If you want to create a letter that stands out and increases your chances of success, keep reading!

Motivation Letter Format: How to Write a Motivation Letter?

A motivation letter helps universities, employers, and scholarship committees understand who you are beyond your application form. It’s your chance to explain why you are a great fit and how this opportunity aligns with your goals.

A 2024 LinkedIn Global Hiring Trends Report found that 75% of recruiters say motivation letters help them assess a candidate’s commitment and career goals. Similarly, Oxford and MIT admissions guidelines state that a motivation letter should be concise, structured, and focused on your strengths.

Here’s what every motivation letter should include:

How to Write a Motivation Letter: Motivation Letter Format & Important Sections

Section	Purpose	What to Include
Header	Provides applicant & recipient details	Your name, contact details, recipient's name & designation
Salutation	Adds a professional touch	Dear Admissions Committee / Dear Hiring Manager
Introduction	Engages the reader immediately	A brief reason for applying, your motivation, and a hook
Body Paragraphs	Highlights achievements, skills & fit	Key accomplishments, relevant skills, and why you’re a strong candidate
Conclusion	Wraps up your letter with confidence	Summary of your strengths, appreciation, and a call to action
Signature	Ends the letter formally	Sincerely, Your Name

Conversion rates may vary depending on country requirements.

Need help with a scholarship motivation letter? Check out this guide: Motivation Letter for Scholarship

How to Write a Motivation Letter: Structure

A great motivation letter keeps the reader engaged from start to finish. The structure should be clear, easy to follow, and focused on your goals.

1. Introduction: How to Grab Attention in the First Paragraph

The first few lines should make an impact. Instead of starting with a generic phrase like “I am writing to apply for...”, create a strong opening that highlights your motivation or a personal connection.

What to Include in the Introduction:

Key Focus	Why It’s Important	Example
Your Passion	Shows why you care about this field	"Since childhood, I’ve been fascinated by how data can solve real-world problems."
A Personal Hook	Makes the letter more engaging	"Working on a research project in AI made me realize the impact of technology on healthcare."
Connection to the Institution	Proves you've done research	"MIT’s Data Science program aligns perfectly with my research in machine learning."

Applying for a Master’s? Check out this guide: Motivation Letter for Master’s Program

2. Body Paragraphs: Highlight Achievements, Goals & Why You’re a Great Fit

The body of your letter should explain:

• Your background & skills relevant to the opportunity.
• Why this specific institution or employer interests you.
• How this opportunity fits into your future goals.

How to Structure Your Body Paragraphs:

Focus Area	What to Include	Example
Your Background & Achievements	Highlight skills, awards, and experiences that make you a strong candidate	"During my internship at XYZ Corp, I developed a machine learning model that improved efficiency by 30%."
Why This Opportunity?	Show why you chose this program/employer and how it aligns with your goals	"Chevening Scholarship will help me gain leadership skills to implement sustainable energy solutions in India."
Future Goals	Explain how this experience will shape your career	"This Master's program will give me the expertise to build AI-driven healthcare solutions."

Need an internship motivation letter? Check this out: Motivation Letter for Internship

3. Conclusion: How to Leave a Strong Final Impression

End with a confident, positive statement that reinforces your enthusiasm. A well-written conclusion should:

• Summarize your key strengths.
• Express appreciation.
• Include a call to action (expressing interest in an interview or further discussion).

How to Structure Your Conclusion:

Key Element	Purpose	Example
Summary of Strengths	Reminds the reader why you’re a great candidate	"With my experience in AI research and my passion for healthcare innovation, I am eager to contribute to MIT’s program."
Appreciation	Shows professionalism and gratitude	"Thank you for taking the time to consider my application."
Call to Action	Encourages further engagement	"I look forward to the opportunity to discuss my application in more detail."

Step-by-Step Guide on How to Write a Motivation Letter

Many applicants struggle with how to write a motivation letter what to include, how to structure it, and how to make their letter stand out.

A strong motivation letter increases your chances of acceptance. 80% of admissions officers (QS World University Rankings, 2024) say a well-written letter can make a difference, even with average grades. Scholarship committees like Erasmus and Chevening prioritize candidates who clearly express their goals and impact.

Follow these steps to write a clear, compelling motivation letter that stands out.

Step 1: Research Before You Start Writing

Before writing, understand who you’re writing to and what they’re looking for. A generic letter won’t work—you need to tailor it to the specific university, scholarship, or job.

What to Research Before Writing

What to Research	Why It’s Important	Example
University/Program	Shows why you're a good fit	“Stanford’s AI research aligns with my work in deep learning.”
Company/Job Role	Demonstrates knowledge of the company	“Tesla’s focus on sustainable tech matches my engineering background.”
Scholarship Goals	Proves you align with their mission	“The Chevening Scholarship’s leadership focus aligns with my goal of policy change.”

Looking for detailed motivation letter examples? Check out this guide: Motivation Letter Samples

Step 2: Start with a Strong Introduction

Your opening should immediately grab attention. Avoid generic lines like “I am writing to apply for…” Instead, start with:

• A personal story connected to your field.
• A passion-driven statement about why this opportunity matters to you.
• A connection to the institution or company that makes you a strong fit.

How to Write a Strong Introduction

Approach	Why It Works	Example
Personal Story	Makes your application more relatable	“Growing up in a remote village, I saw firsthand how lack of technology limits access to education. This inspired me to pursue AI in education.”
Passion for the Field	Shows genuine motivation	“My first coding project in high school sparked my interest in AI, leading to my research on machine learning.”
Connection to Institution	Demonstrates research and alignment	“MIT’s research on AI in healthcare aligns with my goal of developing predictive models for disease prevention.”

Step 3: Highlight Your Skills & Achievements

This is where you prove why you're the right fit. Rather than just listing accomplishments, explain how your experience makes you a strong candidate.

How to Structure Your Body Paragraphs

Focus Area	What to Include	Example
Relevant Experience	Work, internships, or academic projects	“During my internship at XYZ, I developed a predictive model that improved efficiency by 30%.”
Key Achievements	Awards, research, notable projects	“I won first place in the National Robotics Challenge, which strengthened my problem-solving skills.”
Alignment with Opportunity	Why this program/job fits your goals	“Erasmus’ focus on cross-cultural learning aligns with my goal of international policy-making.”

Step 4: Explain Why This Opportunity Matters

Admissions committees and employers want to know why this specific opportunity is important for your future. Be specific about how it fits into your long-term goals.

How to Connect Your Goals to the Opportunity

Key Element	Why It’s Important	Example
Career Aspirations	Shows long-term vision	“Pursuing an MBA at Harvard will help me develop the skills to launch my fintech startup.”
Program/Job Fit	Demonstrates alignment with your goals	“Google’s AI research division will allow me to explore healthcare applications of deep learning.”
Impact on Field	Shows how you plan to contribute	“With this scholarship, I plan to develop clean energy solutions for rural areas.”

Step 5: End with a Strong Conclusion & Call to Action

Your conclusion should reinforce your enthusiasm, express appreciation, and include a call to action.

How to Write a Strong Conclusion

Key Element	Why It’s Important	Example
Summary of Strengths	Reminds the reader why you’re a great candidate	“With my experience in AI research and my passion for innovation, I am eager to contribute to Stanford’s program.”
Appreciation	Shows professionalism and gratitude	“Thank you for considering my application. I appreciate the opportunity to apply.”
Call to Action	Encourages further engagement	“I look forward to discussing my application in more detail.”

Final Steps: Polish Your Letter Before Sending

Take time to refine and proofread your motivation letter. Small errors can create a negative impression, no matter how strong your content is.

1. Formatting Matters

• Stick to a professional font (Arial, Times New Roman, Calibri), size 11 or 12.
• Keep margins 1 inch on all sides for readability.
• Use line spacing of 1.15–1.5 for a clean look.

2. Proofread Carefully

• Read your letter out loud to check for awkward phrasing.
• Use tools like Grammarly or Hemingway Editor to catch typos and improve clarity.
• Ask a mentor, professor, or friend to review it for feedback.

3. Stay Within the Word Limit

• Ideal length: 300–500 words (one page max).
• Be clear, concise, and relevant—don’t add unnecessary details.

Need More Application Documents?

Along with a motivation letter, you may also need a letter of recommendation or a statement of purpose for your application. Check out these guides for detailed formats and tips:

• Letter of Recommendation Format
• Statement of Purpose Format

How to Write a Motivation Letter for University Admissions?

Top universities like Harvard, Oxford, and MIT use a motivation letter to understand a student’s academic background, career goals, and reasons for choosing their institution. The Common Application (CommonApp) reports that over 80% of universities consider motivation letters a key part of the selection process (CommonApp, 2024).

Here’s how to write a motivation letter that stands out in university admissions.

How Universities Assess Motivation Letters

Criteria	What They Look For	Example
Academic Background	Strong foundation in your chosen field	“My research on climate change modeling was published in a national journal.”
Career Goals	Clear vision for the future	“I aim to develop AI-driven solutions for medical diagnostics.”
Why This University?	Knowledge of program offerings & faculty	“Oxford’s AI research lab aligns with my goal of exploring deep learning applications.”

Need a detailed university motivation letter sample? Check out this guide: Motivation Letter for University

Points to Include in Your University Motivation Letter

Section	What to Include
Strong Opening	A compelling introduction that explains your passion for the field
Academic Achievements	Relevant coursework, research, projects, or internships
Career Goals	How this degree aligns with your future plans
Why This University?	Specific professors, research labs, or unique program features that interest you
Conclusion	A confident closing statement, thanking the admission committee

Common Mistakes Students Make

Mistake	Better Approach
Generic Statements	Instead of "I am passionate about business," say: "My experience launching a startup in high school sparked my interest in entrepreneurship."
Lack of University-Specific Interest	Mention specific courses, research labs, or faculty members related to your field
Repeating Resume Points	Explain how experiences shaped your academic journey rather than listing achievements

Applying for a PhD? Here’s a specialized guide: Motivation Letter for PhD

How to Write a Motivation Letter for a Job or Internship?

A motivation letter for a job or internship is different from one for a university. Recruiters at McKinsey, Google, and Amazon say that the best letters showcase your strengths without repeating your resume (Glassdoor Hiring Insights, 2024). According to LinkedIn’s Job Application Report, 75% of hiring managers value motivation letters that explain why a candidate is a strong cultural fit (LinkedIn, 2024).

Here’s how to tailor your motivation letter for jobs and internships.

How to Adapt Your Letter for a Job Role

Section	What to Include	Example
Introduction	State why you're interested in the role	“I’m excited about this role at Google because of its focus on AI innovation.”
Your Skills & Experience	Highlight key strengths related to the job	“At XYZ Corp, I improved project efficiency by 20% through automation.”
Why This Company?	Show knowledge of company culture and values	“McKinsey’s approach to problem-solving aligns with my experience in business analytics.”
Closing Statement	Express enthusiasm and request an interview	“I look forward to the opportunity to discuss my application further.”

Need a cover letter instead? Here’s a helpful guide: Cover Letter Examples for Freshers & Experienced

How to Make Your Motivation Letter Stand Out

Tip	Why It’s Important
Customize It for Every Application	Mention the specific role, company projects, or values that interest you
Show, Don’t Just Tell	Instead of saying “I’m good at problem-solving,” give a real-life example
Use Action-Oriented Language	Replace “I was responsible for” with “I led a team that increased sales by 30%.”
Keep It Short & Impactful	Ideal length: 300-400 words

How to Write a Motivation Letter for a Scholarship?

Scholarship committees go through thousands of applications. A strong motivation letter can help you stand out. Programs like Erasmus, Fulbright, and Chevening look for students who show academic excellence, financial need, leadership skills, and clear future goals.

Your letter should explain why you deserve the scholarship, how it will support your education, and what impact you plan to make in the future.

What Scholarship Committees Look For

Criteria	Why It Matters	Example
Academic Record	Shows strong background in your field	“I graduated top of my class with a 4.0 GPA and won the National Science Award.”
Financial Need	Justifies why financial support is necessary	“With a single-income household, funding my studies abroad would be difficult.”
Future Plans	Explains how the scholarship will help	“With this scholarship, I aim to develop renewable energy solutions for rural areas.”
Leadership & Social Work	Highlights community impact	“I started an education project that has helped 500+ underprivileged students.”

Applying for a German student visa? Check out this detailed guide: Motivation Letter for German Student Visa

Points to Include in a Scholarship Motivation Letter

Section	What to Include
Opening Paragraph	Explain why you are applying
Academic Achievements	Mention grades, research, awards, and projects
Financial Need	Clearly state why you require financial assistance
How the Scholarship Helps	Show how it aligns with your goals and future plans
Conclusion	Thank the committee and express enthusiasm

Mistakes That Can Lead to Rejection

Mistake	Better Approach
Vague Statements	Be specific about achievements and goals
Focusing Only on Financial Need	Also highlight academic merit and future aspirations
Poor Structure	Use clear sections to make the letter easy to read
One-Size-Fits-All Approach	Personalize the letter for each scholarship

How to Write a Motivation Letter for Visa Application?

If you’re applying for a study, work, or research visa, you may need to write a motivation letter. Immigration officers check these letters to understand why you want to travel, how your plans align with your qualifications, and whether you have strong ties to your home country.

According to USCIS Visa Guidelines, Canada Immigration Policies, and the UK Home Office, a well-written motivation letter can improve approval chances.

How to Explain Your Purpose of Travel

Purpose	What to Include	Example
Study Visa	Explain why you chose the course and institution	“I have been accepted into the Master’s in Renewable Energy program at XYZ University due to my interest in sustainability.”
Work Visa	Show how the job matches your skills	“I have been offered a position at ABC Company as a data analyst, where I will use my experience in machine learning.”
Research Visa	Describe how your research benefits the field	“My study on solar energy storage solutions will contribute to the development of cost-effective renewable power.”

Pursuing a Master’s in Renewable Energy? Check out this guide: Motivation Letter for Master’s in Renewable Energy

How to Show Strong Ties to Your Home Country

Visa officers want to know that you plan to return home after your study or work period. Mention your connections to your country, such as family, career plans, or financial commitments.

Factor	What to Mention	Example
Family & Social Ties	Close family connections, community involvement	“I have family responsibilities, including supporting my younger siblings’ education.”
Career Plans	Future job opportunities or business goals	“After my studies, I plan to work in India’s growing renewable energy sector.”
Financial Stability	Assets, investments, or responsibilities	“I own property in my home country, which I manage with my family.”

Documents That Support Your Visa Application

Document	Why It Helps
University Admission Letter	Confirms acceptance into a study program
Job Offer Letter	Verifies employment for work visas
Financial Statements	Proves ability to cover expenses
Property or Business Ownership Papers	Shows strong economic ties
Return Flight Bookings	Indicates intent to return after the visa period

Do’s & Don’ts When Writing a Motivation Letter

A motivation letter can set you apart from other applicants if written well. It should be clear, engaging, and directly relevant to the program, scholarship, or job you're applying for. A 2024 QS University Admissions Report found that over 70% of universities value well-structured motivation letters that showcase a candidate’s unique strengths (QS, 2024).

Here’s what works—and what doesn’t.

Do’s: What Makes a Motivation Letter Stand Out?

Do’s	Why It Matters
Start with a strong opening	Grabs attention and makes the reader want to continue
Be specific about achievements	Shows how your background is a good match
Personalize the letter	Demonstrates that you’ve researched the institution or company
Use a clear structure	Makes the letter easy to read and follow
Keep it concise	Ensures only relevant details are included

Need help with a Letter of Recommendation? Check out this guide: LOR Samples

Don’ts: Common Mistakes That Weaken Applications

Don’ts	Why It Hurts Your Application
Using generic statements	Admissions officers and recruiters see thousands of similar applications
Repeating your resume	The letter should explain why your experiences matter, not list them
Writing too much	Long letters lose the reader’s attention
Focusing only on financial need	For scholarships, highlight achievements and future impact too
Ignoring grammar and formatting	Spelling errors and poor structure make a bad impression

Applying for a Master’s? Check out this guide: Letter of Recommendation for Master’s

How Long Should a Motivation Letter Be?

The ideal motivation letter length depends on the type of application. Universities and recruiters recommend keeping it between 300-500 words—long enough to be detailed but short enough to stay engaging.

According to CommonApp data, university admissions teams spend an average of 2-3 minutes reviewing each motivation letter (CommonApp, 2024). A clear, concise letter increases the chances of making an impact.

Recommended Word Count for Different Applications

Application Type	Recommended Word Count	Format
University Admissions	400–500 words	3-4 paragraphs, formal tone
Scholarships	350–500 words	3-4 paragraphs, structured explanation of need & merit
Job Applications	300–400 words	Direct and engaging, matching job description
Internships	250–400 words	Short and to the point, highlighting key skills
Visa Applications	300–500 words	Clear reasoning, proof of intent

How to Personalize Your Motivation Letter?

A motivation letter should feel genuine and tailored to the institution, scholarship, or job you're applying for. Recruiters and university admissions teams prefer letters that clearly explain why you are a good fit instead of generic statements that could apply to anyone. A 2024 LinkedIn Hiring Report found that 65% of recruiters favor applications that show a strong connection to the role or institution (LinkedIn, 2024).

Here’s how to make your motivation letter more personal and impactful.

Avoiding Generic Statements

Many applicants use broad, overused phrases that fail to leave an impression. Instead, your letter should highlight specific reasons why you are the right choice.

Generic Statement	Stronger, More Personal Version
“I want to study business because I like finance.”	“Harvard’s Behavioral Finance program aligns with my goal of understanding how financial markets influence consumer behavior.”
“I am a hardworking and dedicated student.”	“Managing a full-time internship while leading a student research project helped me develop strong time-management skills.”
“I want this job because I am passionate about marketing.”	“I am excited about this role at Google because it combines data-driven marketing with creative storytelling—an approach I used in my recent project that increased brand engagement by 40%.”

How to Tailor Your Letter to Each Institution or Job

What to Customize	How to Make It Personal
Program or Job Role	Mention specific courses, professors, or projects that align with your interests.
Company Culture	Reference the company’s values and how they match your professional goals.
Location & Opportunities	Show how the university or company’s location benefits your long-term plans.
Industry Trends	Connect your experience to current developments in the field.

Final Checklist Before Submitting Your Motivation Letter

Before sending your motivation letter, review it carefully. Small mistakes can make a bad impression. A 2024 QS Admissions Survey found that over 30% of rejected applications contained grammar errors or lacked a clear structure (QS, 2024).

Follow this checklist to make sure your letter is polished and ready to submit.

Grammar, Formatting, and Proofreading Tips

Step	What to Check
Grammar & Spelling	Run your letter through a spelling checker or read it aloud to catch errors.
Professional Formatting	Use a 12pt font (Arial, Times New Roman, Calibri) with 1-inch margins.
Concise Sentences	Keep paragraphs short (4-6 lines max) for easy reading.
Word Count	Ensure it fits the recommended length for your application type.

Get Feedback Before Submission

Ask someone to review your letter before submitting it. Different perspectives can help catch mistakes or improve clarity.

Who to Ask?	Why It Helps
Professor or Mentor	They can assess whether your letter aligns with academic expectations.
Colleague or Industry Expert	For job applications, they can suggest improvements based on industry standards.
Friend or Family Member	They can check for clarity, tone, and overall readability.

How to Avoid Last-Minute Mistakes

Common Mistake	How to Fix It
Sending a Generic Letter	Double-check that you mention the correct university, company, or program.
Forgetting to Attach Documents	Make sure all required CVs, transcripts, and recommendation letters are included.
Submitting at the Last Minute	Give yourself at least 24 hours to proofread before the deadline.

How upGrad Abroad Can Help You Write a Strong Motivation Letter

upGrad Abroad provides 1:1 expert guidance to help you write a motivation letter tailored to your dream university, job, or scholarship. With access to successful sample letters, insider tips, and expert feedback, you’ll know exactly what works.

Get professional support to make your application shine! Check out our in-depth blogs for real examples and step-by-step strategies.