How to Write a Motivation Letter in 7 Steps
A motivation letter is read in about two minutes, often next to dozens of others for the same programme. The letters that work are specific: they show the reader you understand their programme and that your past points naturally to it. This guide takes you from blank page to finished letter in seven steps.
Research the programme, collect three pieces of evidence about yourself, then write five short paragraphs: opening, why this programme, what you bring, goals and close. Keep it to one page and rewrite it for every application.
1. Research before you write
Open the programme page and note two or three things that genuinely attract you: a module, a lab or professor, an internship scheme, a teaching method or a value in the mission statement. Also note what the call asks for — some programmes list questions the letter must answer, or set a word limit.
2. Collect your evidence
Pick three experiences that prove you are ready: a course result, a project, a job, volunteering or a personal challenge. For each, write one line on what you did and what changed because of it. These become the middle paragraph.
3. Write an opening that says what and who
Start with the programme name and one fact about yourself. Avoid “My name is…” — your name is already in the header.
4. Explain why this programme
Use the notes from step 1. Name the module or group and connect it to something you have done or want to do. One precise reason is worth more than three compliments.
5. Show what you bring
Turn your evidence into two or three sentences with results. Numbers help when they are real: “automated a weekly report that took two days”, “grew the society’s audience from 900 to 3,400”. Do not invent figures — interviewers ask about them.
6. State your goals
Say what you want to do after the programme and how it bridges the gap. Short-term and long-term in two sentences is enough.
7. Close politely and check
Thank the reader, mention the attached documents and offer to discuss your application. Then check: one page, the correct programme name everywhere, no typos, and every paragraph answers “why” rather than repeating your CV.
Country and language conventions
- Germany, Austria, Switzerland — a Motivationsschreiben is formal, one page, and often expected for master’s programmes and jobs alike.
- France and Belgium — the lettre de motivation traditionally follows a “you – me – us” structure: the organisation, yourself, then what you will achieve together.
- Netherlands and Nordic countries — direct and concise; get to your reasons quickly.
- Scholarships — link your goals to the funder’s mission and, where relevant, to your home community.
Ready to write? The motivation letter generator has 16 examples that follow these steps, and the builder’s text boxes are in the same order.
FAQ
How do I start a motivation letter?
Name the programme or role in the first sentence and add one fact about who you are now, such as your degree or current job. Skip “My name is” — it is already in the header.
How do I end a motivation letter?
Thank the reader, mention the documents you have attached and say you would welcome the chance to discuss your application. Then use a formal sign-off such as “Yours sincerely” followed by your name.
What should I avoid in a motivation letter?
Avoid copying your CV, generic praise, clichés like “since childhood I have dreamed”, invented achievements, and going over the length limit.
Should I mention my grades in a motivation letter?
Mention them only when they support a point — for example a top result in a module that matters for the programme. Full transcripts belong in the attachments.