Motivation Letter or Statement of Purpose. Always customise your motivation for the vacancy, internship, your open application and the organisation. Or for example to the event you are interested in, such as a business course or career fair which applies a CV selection. Your motivation letter or Statement of Purpose supports your CV.
When applying for a graduate programme leading to Master’s degree in Germany, applicants are requested to submit a motivation letter (sometimes also called “statement of purpose”). Motivation Letter plays an important role in the selection process. Regrettably, however, they often fail to convince any member of a selection committee.
Write a convincing Motivation Letter/ statement of purpose in four steps
Step 1 – The concept
First, you should think about (a) why you are pursuing a PhD, (b) what qualities you bring to the program, and (c) why the graduate school you are applying to is the right one for you. Brainstorm for ideas, collect them and shape them into a convincing concept. Make sure that everything is perfectly tailored to the specific graduate school’s expectations, for example, the location, research opportunities or faculty at the university you are applying to.
- Take your time and start early. The letter of motivation is a crucial document in your application. Never try to write it down in one evening
- Do not start your letter of motivation by repeating your CV.
Step 2 – Layout/Formalities
Just like the rest of the application materials, the motivation letter or statement of purpose should have a personalized, consistent letterhead. Use the setup function of your word processor to ensure that the font, line spacing (1,5 or 2), and margins convey your professionalism. And: Make sure you are aware of the graduate school’s preferred formatting expectations and standards. Do they ask for one or two pages? Is there a maximum number of words? Do they prescribe font size or line spacing? Of course, you should adhere to such standards. If no such standards exist, we recommend submitting a letter of motivation no longer than two double-spaced pages (ca. 750 words).
Step 3 – The structure
Just like every academic essay, your motivation letter or statement of purpose should open with an introduction that can be recognized as such and be followed by the main body of your writing. However, it makes sense to start writing the main part first and then formulate the introduction to your letter of motivation last. After writing the body, you will have a better understanding of how to summarize its contents. After all, the first sentences usually briefly summarize the arguments that are discussed in the main part. This strategy will help you create a common thread that will run through your letter and culminate in an effective conclusion, which once more indicates your personal advantages.
- The motivation letter or statement of purpose should answer the following questions:
- What is your professional goal? In which sector would you like to work after obtaining your Master’s degree?
- In which way do you intend to contribute to the social, political or technical development of your home country once you are in a respective position? (You may refer to knowledge from books and newspapers as well as to your professional or personal experience. Some facts and figures are highly welcome.)
- Why do you apply for the chosen Master’s programme? Which of the courses offered in this programme are particularly beneficial in pursuing your professional goals? (Make sure you are well informed!)
- Why do you think you are the right person for this programme?
- What knowledge and skills gathered in your previous education will be useful?
- Have you already gathered any relevant professional experience?
- Have you gathered any relevant experience as a member of any organization? (Students association, NGO, political party, volunteer service…If so, submit proof of your membership/ your social involvement.)
- How do you estimate your own personality? Do you think you are a good leader? Are you somebody who can make a difference? What makes you think so? (Emphasize your strong points, but be realistic.)
- Why do you want to study in Germany?
- What do you know about the German university system and the specifics of studying in Germany? (Visit www.study-in.de to learn more.) Do you expect it to be different from studying at your home university? If so, in which way? (Gather more information and talk to people who studied at a German university.)
- Is there anything in Germany (society, political system, economy…) which you think could serve as a model for your own country? Try to get some reading material from German organizations, visit the website www.facts-about-Germany.de (also make use of the links) or the website of the German Embassy (https://india.diplo.de/in-en) and try to make contact to Germans or people who have lived in Germany.
- (For technical subjects) Is there any technology developed in Germany which you would like to apply in your home country (like India or any other country)? Which one exactly? Why?
- Are there any German organizations, institutions or companies you would like to visit or learn more about? Why?
- Make sure your motivation letter or statement of purpose is well composed. First, reflect on all the above questions, take notes, read more, discuss with friends. Then write an outline. Then write the text. (Not all of the above questions have to be addressed!) Do not include the outline or the questions in your text.
Step 4 – Fine-tuning
Even though complex syntactical constructions are popular among academics, you should avoid them in your letter of motivation. Instead of unnerving the reader with long sentences, you should keep them short and simple. Try to get feedback from friends and fellow students, who will give useful advice and find spelling errors that may have escaped your attention. Spelling and grammar are critical factors in every application: Overlooking mistakes in your own application demonstrates a lack of thoroughness that may lead the selection committee to conclude that you are not a careful researcher. Such errors are seen as indicators that the applicant’s work lacks quality and are frequent reasons for a candidate’s rejection.
- Apply an appropriate style of writing:
- Avoid all kind of platitudes, flowery phrases and flattery.
- Deal with your topics in a reflective and factual way. Do not campaign for your beliefs.
- Proofread the text and delete all dispensable and redundant parts. In the end, your letter of motivation should comprise not more than two or three pages. Pay attention to grammar and spelling!
Keep in mind that your letter of motivation may be discussed with you during pre–selection interviews.
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