Motivation Letter: Structure, Example and When You Need One
A motivation letter explains why you want something: a place on a course, a scholarship, an exchange, a volunteering placement, sometimes a job. A cover letter explains why you are qualified for a job. The two overlap, and people often use the words interchangeably, but the reader is looking for different things. A committee reading motivation letters wants to understand your reasons and your plans; an employer reading a cover letter wants evidence that you can do the work. This guide explains when you need a motivation letter, how to structure it and what a good one looks like.
Motivation letter vs cover letter
| Motivation letter | Cover letter | |
|---|---|---|
| Main question | Why do you want this, and what will you do with it? | Why are you the right person for this job? |
| Typical use | Study programmes, scholarships, exchanges, volunteering, training | Job applications |
| Focus | Your reasons, interests, values and plans | Your skills, experience and results |
| Reader | Admissions or selection committee | Recruiter or hiring manager |
| Length | One page, sometimes up to two if allowed | Usually under one page |
In practice the line is not sharp. A good cover letter also says why you want the job, and a good motivation letter also proves you can manage the course or placement. The difference is in the balance.
CV vs cover letter: what each document is forWhen you need a motivation letter
- Applications for a bachelor's or master's programme that select by dossier, interview or quota.
- Scholarships and grants, where the committee compares candidates with similar grades.
- Exchange programmes such as Erasmus+, and study or work placements abroad.
- Volunteering programmes, for example the European Solidarity Corps or a gap-year placement.
- Apprenticeships and training places, especially for school leavers with little work experience.
- Some job applications in German-speaking countries, where a short motivation letter can be added after the CV as a so-called third page.
If the instructions only mention a cover letter, write a cover letter. If they ask for a motivation letter, a statement of purpose or a personal statement, the guidance below applies.
How to structure a motivation letter
1. Opening: what you are applying for
Name the programme, scholarship or placement in the first sentence, and add one sentence that tells the reader who you are. No quotations, no "Ever since I was a child".
2. Why this field or opportunity
Describe the experience, question or moment that led you here. A concrete episode is more convincing than a statement of passion.
3. What you bring
Studies, projects, work, volunteering, languages. Choose one or two and say what they taught you. This is where the motivation letter borrows from the cover letter: show that you will manage.
4. Why this programme or organisation
Name specific features: courses, a partner organisation, a research group, the location, the structure of the programme. This paragraph is what stops your letter from fitting any other application.
5. What you will do with it, and a closing
A short statement of your plan, then a polite close. Committees want to see a direction, not a fixed ten-year plan.
Example: motivation letter for a volunteering year abroad
The example below is from a school leaver applying for a twelve-month placement at a youth centre through a European volunteering programme.
Dear Selection Committee,
I am applying for the twelve-month volunteering placement at the youth centre in Valencia, starting in September. I finished secondary school in June and want to spend a year working with young people before I begin a degree in social work.
For the last two years I have helped run the homework club at our local library, where I support children aged eight to twelve, many of whom speak another language at home. I learned that a child who struggles with an exercise often needs someone to sit beside them more than a better explanation, and that patience is a skill you can practise.
The placement appeals to me because the centre combines homework support with sport and music, so I could use what I already know and also learn how to run group activities. I have been learning Spanish for three years and reached B1 level this spring; I would use the year to become fluent.
After the year I plan to study social work, and I expect the experience to show me which area of the field suits me best. Thank you for considering my application. I would be glad to answer any questions in an interview.
Yours faithfully,
Hannah Weber
Why it works: it names the placement and the person in the first two sentences, proves the motivation with real experience, connects specific features of the placement to her skills and plans, and stays under one page.
Applying for a degree? See the university letter examplesLength, format and tone
- Follow the instructions first. If a word or character limit is given, stay within it.
- Without instructions: one page, roughly 300 to 500 words, in the same layout as a formal letter.
- Address a named person if the call for applications gives one; otherwise the committee.
- Use the same font and header as your CV so the application looks like one document.
- Write in the language of the programme unless told otherwise, and have someone proofread it.
- Send it as a PDF named clearly, for example "Motivation-letter-Hannah-Weber.pdf".
Mistakes to avoid
- Retelling your CV. The committee has it; use the letter for reasons and plans.
- Claiming passion without evidence.
- Praising the organisation in general terms instead of naming what attracts you.
- Writing one letter for every application with only the name changed.
- Ignoring the deadline, the length limit or the requested format.
- Submitting a text written entirely by AI. Committees read hundreds of letters and generic ones stand out.
Frequently asked questions
What is a motivation letter?
A one-page letter that explains why you want a particular study place, scholarship, exchange, volunteering placement or training position, what you bring and what you plan to do with it.
What is the difference between a motivation letter and a cover letter?
A cover letter accompanies a job application and focuses on your skills and experience. A motivation letter is usually for studies, scholarships or programmes and focuses on your reasons and plans.
How long should a motivation letter be?
Follow any limit in the instructions. Without one, one page of about 300 to 500 words is the norm.
How do you start a motivation letter?
Name what you are applying for in the first sentence and say briefly who you are. Then move straight to the experience that led you to apply. Avoid quotations and clichés.
How do you end a motivation letter?
Summarise your plan in a sentence, thank the reader and offer to provide more information or attend an interview, then use a formal closing.