Application writing resource

Motivation Letter Examples 2026: Format and How to Start

Q: What is the correct motivation letter format?

A standard motivation letter format is one page, 400 to 800 words, in a professional font. It has a header with your contact details, a date, the recipient's details, a subject line, a greeting, an introduction that states the opportunity and who you are, two to three body paragraphs on your background and fit, a closing paragraph with next steps, and a sign-off.

Q: How do I start a motivation letter?

Start by stating the exact opportunity you are applying for and one strong sentence about why you are the right candidate. Avoid generic openers like 'I am writing to apply for'. A strong first line names the programme and connects it to a specific goal or experience immediately.

Q: How many paragraphs should a motivation letter have?

A motivation letter typically has four to five paragraphs: an introduction, one paragraph on your academic or professional background, one paragraph on your motivation and fit for the programme, and a closing paragraph. Keep every paragraph focused and avoid repeating your CV.

Q: What is the difference between a motivation letter and a statement of purpose?

A motivation letter is shorter and focuses on why you want a specific opportunity and why you are a good fit. A statement of purpose is longer and explores your academic trajectory, research interests, and plans in more depth. Submit whichever document the programme requests.

Q: How long should a motivation letter be?

Most motivation letters should be one page, roughly 400 to 800 words. Many programmes specify an exact word limit, so follow the instructions precisely. If no limit is given, aim for around 500 words.

Q: What should I avoid in a motivation letter?

Avoid generic openings, repeating your CV, vague phrases like 'I have always been passionate', spelling errors, irrelevant personal details, and mentioning the wrong university or programme. Also avoid being overly emotional or boastful.

Q: Do I need a separate motivation letter for each application?

Yes. Every motivation letter should be tailored to the specific programme, university, or scholarship. A generic letter signals that you have not done your research and reduces your chances significantly.

Q: Should a motivation letter be signed?

For emailed or portal-submitted letters, a typed name is sufficient. If you submit a printed copy, add your signature above your typed name. Use 'Sincerely' or 'Best regards' as the closing phrase.

Q: How do I write a motivation letter in Japanese style?

Japanese motivation letters (志望動機書) follow a similar structure but tend to be more modest and polite. Open with 拝啓, introduce yourself formally, explain your 志望動機 (motivation), connect your experience to the opportunity, and close with 敬具. Keep it concise and humble, and avoid self-praise.

A motivation letter can make or break a scholarship, university, or exchange application. This page gives you the standard motivation letter format, proven opening lines, and full example letters for scholarships, Erasmus Mundus, and internships that you can adapt to your own experience. Every example is a template, not a script to copy.

Reviewed by Abdullah Ijaz AbbasiFact checkedUpdated 2026-07-3112 min read

Scholarship example How to Write a Motivation Letter guide

Motivation letter format

Most motivation letters follow the same basic structure. Stick to it unless the programme gives different instructions.

Section	What to include
Header	Your full name, email, phone, city and country, and the date
Recipient	Name of the committee or organization, programme name, and address if printed
Subject line	Application for [Programme] - [Your Full Name]
Greeting	Dear Selection Committee / Dear Professor [Name]
Introduction	The opportunity you are applying for and who you are, in 2-3 sentences
Body paragraph 1	Your academic or professional background and key achievements
Body paragraph 2	Why this programme and why you are a strong fit
Closing	Future plans, thanks, and a professional sign-off

Formatting rules of thumb

One page, 400-800 words (follow any stated limit)
Professional font such as Arial or Calibri, size 11 or 12
Single spacing with a blank line between paragraphs
Save as PDF and name it clearly, e.g. Motivation_Letter_[YourName].pdf
Proofread for spelling, grammar, and the correct university name

How to start a motivation letter

The opening is the first thing the committee reads, so avoid clichés. Do not begin with "I am writing to apply for the..." unless you have no alternative. Strong openings do two things at once: they name the opportunity and immediately give one concrete reason you are the right person.

Opening lines that work:

"Applying to the DAAD Study Scholarship is the next step in a path I started when I built a water-purification pilot for my hometown."
"The Erasmus Mundus Joint Master in Security and Cloud Computing is the only programme I found that combines both sides of my research interest, and I want to contribute to it."
"Growing up in a farming family in Kenya, I saw firsthand how agricultural policy shapes lives, which is why I am applying to the Helmut Schmidt Programme."
"When I led my university's first AI literacy workshop for 300 students, I realized that my skills matter most when they are shared, and your programme is where I want to take that further."

Tip: write the opening last. Draft your body first, then rewrite the first sentence so it introduces the strongest idea from the rest of the letter.

Example 1: scholarship motivation letter

This example works for a master's scholarship such as a DAAD or national government award. Replace every bracketed detail with your own information.

[Your Full Name] [Your Address], [City], [Country] [Your Email] | [+Your Phone Number] [Date] The Scholarship Selection Committee [Scholarship Name / Organization] [Address] Subject: Motivation Letter - [Scholarship Name] Dear Selection Committee, I am writing to apply for the [Scholarship Name] to pursue a Master of Science in [Programme] at [University], beginning in [Year]. My goal is to become a [career goal] who applies data-driven solutions to [specific problem], and this scholarship is the bridge between that ambition and the training I need to achieve it. During my undergraduate studies in [Field] at [University], I graduated in the top [X]% of my class and developed a strong foundation in [two key skills]. Beyond grades, I led a team project that [achievement with concrete result, e.g., reduced processing time by 30%]. This experience taught me that the most valuable research answers real problems, a belief that shapes my choice of programme. I chose [University/Programme] because it is one of the few places where [specific reason: a professor, a lab, a curriculum feature, a research center]. The course on [Course Name] and the work of [Professor Name] on [Topic] align directly with my research interest in [Topic]. I am confident that my background in [skill] and my experience with [experience] will allow me to contribute meaningfully to class discussions and to the research community here. After completing the programme, I plan to return to [home country / region] and apply my training to [impact you want to make]. [Scholarship Name] support would not only fund my studies; it would multiply the impact of everything I have learned for the communities I intend to serve. Thank you for considering my application. I have attached my CV, transcripts, and reference letters, and I am happy to provide any additional information. Sincerely, [Your Full Name]

Example 2: Erasmus Mundus / exchange motivation letter

Erasmus Mundus Joint Masters are delivered by consortia of universities, so the letter should emphasize mobility, cultural adaptability, and why the specific multi-country structure appeals to you. See the Erasmus Mundus hub for the full programme guide.

[Your Full Name] [Your Address], [City], [Country] [Your Email] | [+Your Phone Number] [Date] Erasmus Mundus Selection Committee [Programme Name] Consortium [Address] Subject: Application for the Erasmus Mundus Joint Master in [Programme Name] Dear Selection Committee, The Erasmus Mundus Joint Master in [Programme Name] is the first programme I have found that treats [subject] as a genuinely cross-border discipline. Having studied in [home country] and completed an exchange in [second country], I have seen how the same problem looks different across contexts, and I am convinced that learning in [Country A] and [Country B] within one degree is the most effective way to build the international perspective this field demands. My background combines [discipline] at [University], where I focused on [topic], with practical experience as [role/activity]. My final-year project examined [topic] and resulted in [outcome], and I presented it at [conference/event]. What drew me to this consortium is the way it connects [Strength of Partner A] with [Strength of Partner B] - exactly the combination my research interests require. Mobility is not just a requirement for me; it is the reason I am applying. I have lived in [two countries/contexts] and adapted quickly to [language/culture/working styles], and I am eager to spend the [first/second] year at [Partner A] and [second/first] year at [Partner B]. I am committed to studying in at least two countries and to contributing actively to the cohort throughout the programme. After completing the Joint Master, I aim to work at the intersection of [topic] and [policy/industry] across [region], applying the comparative perspective the programme teaches. I would be honored to represent the [Programme Name] cohort as an engaged and collaborative student. Thank you for your time and consideration. Best regards, [Your Full Name]

Example 3: internship motivation letter

Internship letters should be shorter, action-oriented, and focused on what you can contribute during the placement, not only what you hope to gain.

[Your Full Name] [Your Address], [City], [Country] [Your Email] | [+Your Phone Number] [Date] Hiring Team [Company / Organization Name] [Address] Subject: Internship Application - [Position Title] ([Start Month, Year]) Dear Hiring Team, I am applying for the [Position Title] internship at [Company] because I want to spend the next [duration] turning the skills I have built in [field] into work that supports [company mission / team focus]. Your work on [specific project or product] matches exactly the kind of problems I want to solve early in my career. In my current role as [role] at [University/Organization], I [achievement with measurable result, e.g., automated a report that saved 5 hours a week]. I am proficient in [skills: tools, languages, methods] and have completed [relevant course/project]. What I have not yet had is the chance to apply these skills inside a fast-moving team like yours, and that is the experience I am asking for. I would bring reliability, curiosity, and a habit of asking good questions. I am comfortable with [specific tool] and eager to take ownership of [a task relevant to the internship]. If selected, I can start on [date] and work [hours/days per week]. Thank you for considering my application. I would welcome the chance to discuss how I can contribute to your team. Sincerely, [Your Full Name]

Motivation letter 書き方 (for Japanese applicants)

Japanese applications often ask for a 志望動機書 (shibō dōki-sho, motivation letter). The structure is similar to Western letters, but the tone is more modest and formal. Avoid strong self-praise; instead, let your experience speak and emphasize what you can contribute to the organization.

Basic structure (志望動機書の書き方):

拝啓 (Haikei) to open, 敬具 (Keigu) to close
Introduction: introduce yourself and state the position or programme
Reason for applying (志望動機): connect the opportunity to your goals
Your experience and strengths: what you have done and learned
Future contribution: how you will contribute if accepted
Closing: gratitude and polite sign-off

Sample opening (例):

拝啓私は〇〇大学で国際関係を専攻しております[Your Name]と申します。この度、貴プログラムへの応募を決意いたしました。大学での研究とボランティア活動を通して、持続可能な開発への強い関心を持ち、海外での学びを自身の目標達成につなげたいと考えています。 Dear Sir/Madam, My name is [Your Name], and I am majoring in International Relations at [University]. I have decided to apply for your programme because, through my research and volunteer work, I have developed a strong interest in sustainable development and would like to connect study abroad with my personal goals.

For full writing guidance in English, see the motivation letter guide.

Common mistakes to avoid

Copying examples word for word. Committees can tell, and it is an immediate rejection.
Generic openings. "I have always been passionate about..." tells them nothing specific.
Repeating your CV. The letter should explain your reasoning, not list your grades again.
Wrong university or programme name. A single typo here shows you are not serious.
Ignoring the word limit. Overlong letters get skimmed or discarded.
Vague goals. "I want to help my country" without a concrete plan reads as filler.
Being boastful or overly emotional. Stay professional, specific, and confident.
Skipping the proofread. Spelling and grammar errors undermine the strongest content.

Motivation letter frequently asked questions

What is the correct motivation letter format?

A standard motivation letter is one page, 400 to 800 words, with a header, recipient details, subject line, greeting, an introduction, two to three body paragraphs, a closing, and a sign-off. Follow any format or word limit the programme specifies.

How do I start a motivation letter?

Start by naming the exact opportunity and giving one concrete reason you are the right candidate. Avoid generic openers like "I am writing to apply for". A strong first line connects the programme to a specific goal or experience.

How many paragraphs should a motivation letter have?

Four to five: an introduction, one paragraph on your background, one on your motivation and fit, and a closing. Keep each paragraph focused and avoid repeating your CV.

Can I copy a motivation letter example?

No. Use examples as templates and adapt every detail to your own experience and the specific programme. Copying sample text is easily detected and disqualifies an application.

What is the difference between a motivation letter and a statement of purpose?

A motivation letter is shorter and focused on why you want a specific opportunity. A statement of purpose is longer and explores your academic trajectory and plans in depth. Submit whichever document the programme requests.

How long should a motivation letter be?

One page, roughly 400 to 800 words. Follow any exact word limit the programme gives; if none is stated, aim for around 500 words.

What should I avoid in a motivation letter?

Avoid generic openings, repeating your CV, vague phrases, spelling errors, irrelevant personal details, and mentioning the wrong university or programme. Stay professional and specific.

Do I need a separate motivation letter for each application?

Yes. Tailor every letter to the specific programme, university, or scholarship. A generic letter signals you have not done your research.

Should a motivation letter be signed?

For emailed or portal submissions a typed name is sufficient. For printed copies, add your signature above your typed name and close with "Sincerely" or "Best regards".

How do I write a motivation letter in Japanese style?

Japanese motivation letters (志望動機書) are modest and polite. Open with 拝啓, introduce yourself formally, explain your 志望動機, connect your experience, and close with 敬具. Keep it concise and humble.