Applying for a student exchange program abroad is a multi-stage process that is taken over several months. During the application process, exchange programs typically require the same documents, including recent transcripts, recommendation letters, and, most importantly, a motivation letter for the exchange program itself.
A motivation letter for an exchange program is a one-page letter that explains your interest in the program you are applying to and the reasons for your candidacy to the program.
In the consideration process, admissions committees place enormous importance on candidates’ motivation letter, or sometimes known as motivation essay, for the exchange program. While grades and outstanding recommendations are great, the motivation letter for the exchange program application is a more personal document that provides key information that other documents are unable to. Well-written motivation letters for exchange programs will connect with the reader and thoroughly convince them that you are the ideal candidate for the exchange opportunity!
If you are looking to take a step out of your comfort zone and leap on the opportunity of a lifetime, this article will tell you everything you need to know about motivation letters for exchange programs. We will cover everything from tips to writing a killer exchange program motivation letter, to sample motivation letters for student exchange programs so that you can get a comprehensive understanding of how to write your own!
TABLE OF CONTENTS
Before we begin, it is necessary to first distinguish between a cover letter and a motivation letter.
Cover letters are often conflated with motivation letters but are, in fact, completely different and are used in different scenarios. A cover letter is a one-page letter that is written as a part of a job application or other form of an employment application. Cover letters go into detail on an individual's work experience and qualifications that make them the most suitable candidate for a job.
On the other hand, a motivation letter is a more personal letter that delves deeper into an individual's interests and suitability for a program. Motivation letters focus less on professional experience and more on personal accomplishments that align with the overall purpose of the letter.
To further illustrate the contents of a motivation letter, here is an example of an exchange program motivation letter.
I am writing to express my interest in the 2022 Rotterdam University exchange program. For over a decade, I have dreamed of traveling to the Netherlands, both for its natural beauty and vibrant culture, and would like the opportunity to realize my dream through this unique exchange program.
There is no better way to learn about a culture than through physically experiencing it. To this end, I would like to experience the culture of the Netherlands while pursuing my Master’s Degree in Architecture and Interior Design from the University of Rotterdam, whose Architecture Department is a trailblazer in the field throughout Europe. From an early age, my parents instilled the importance of learning about new cultures and languages. Of all the countries that I have learned about, the Netherlands has stood out due to its rich history, architecture, and culture. My desire to experience this first-hand translated into me double majoring in Architecture and Dutch in college. During my degree, I also completed an apprenticeship in CallisonRTKL as an Architect's apprentice, where I worked with a team of 7 in designing 6 buildings set for construction in Washington State. I believe that my experience and skills will lend a great hand in my acclimation to life in the Netherlands and will allow me to thrive in my studies during the exchange program itself.
Please take a moment to review my attached resume, recommendations, and transcripts. I look forward to sitting down with you to further talk about how this experience will change my life forever! Thank you for your evaluation and I enthusiastically anticipate your forthcoming response!
Let’s break it down. In this section, we will explain the various parts of a motivation letter for an exchange program.
Start a motivation letter for an exchange program with a brief introduction of yourself. Include critical information including your motivation for applying and, optionally, the experiences that you have had that makes you a viable candidate for the exchange program.
Here is an example of a brief self-introduction from a motivation letter for a university exchange program:
“I am writing to express my interest in the student exchange program at Washington University. This program has captivated my attention for years, and I am jumping on the opportunity to realize my dreams into reality.”
A motivational essay for an exchange program should, above all, convince the admissions board of your enthusiasm for the program and your ability to succeed and constructively apply your experiences. You can develop this from early in your exchange program motivation letter by building on your reason for wanting to participate in an exchange program in the first place.
While this reason is highly personal, it should be worded in an impactful way. Here is an excerpt from a motivational letter for an Erasmus exchange program application:
“The Erasmus Mundus program offers a once-in-a-lifetime opportunity to get the European Experience while studying at world-class universities. The Master’s in Data Science program at Rotterdam University, in particular, is the reason why I am applying to this exchange program. I believe that under the tutelage of Professor John Doe, a pioneer in the technology and programming fields, I would gain valuable experience and insight that would otherwise be impossible at my current university.”
Although motivation letters for exchange programs place great importance on the illustration of your motivation and capacity to excel in a foreign environment, you are still going for a reason! Mention achievements that are relevant to the purpose of the exchange program.
For example, if you are writing a motivation letter for a university exchange program, you would highlight academic achievements. Conversely, if you are writing a motivation letter for a cultural exchange program, you would include achievements that testify to your ability as a cultural ambassador.
Let’s expand more on the latter through this excerpt from a motivation letter for a cultural exchange program:
“From an early age, my parents found it necessary to provide me with the space to become aware of my culture and its wonders. I have spent most of my childhood and formative years working with my local UNESCO branch to provide cultural presentations to international exchange students and represent my country on the international stage through presentations and performances. I believe that participating in this cultural exchange program in Taiwan is a unique opportunity for me to spread awareness of my country to others, and hopefully learn from the Taiwanese experience in the process.”
Your motivation letter for the exchange program you are applying to should show your vision beyond receiving the exchange opportunity. You can do this by elaborating on your personal/professional goals concerning the exchange program.
Here is an example of describing your personal goals in this extract from a motivational letter for an Erasmus exchange program:
“Given my major in East European Studies, I believe that participating in the Erasmus program would be an incredibly valuable experience and will provide a unique perspective on my studies that I am not able to get in my American university. I wish to apply what I learn directly and experience from the Erasmus program to my master’s degree thesis on European integration theory, which I would ultimately like to leverage into a future job in the EU private sector.”
Finally, close off your exchange program motivation letter by expressing your appreciation to the admissions committee for evaluating and considering your application. Be proactive in your closing by indicating your excitement to hear from them and to continue communications through further correspondence and interviews.
To demonstrate a strong closing, here is an excerpt taken from a motivation letter for a university exchange program:
“Per your request, please take a moment to review my attached resume, recommendations, and transcripts. I look forward to sitting down with you and the admissions committee to discuss in greater detail exactly how I can excel in this unique experience. Thank you for your evaluation and I enthusiastically look forward to speaking with you soon!”
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Let’s take your exchange program motivation letter to the next level with these tips to boost the effectiveness and impact of your letter!
Fulfill the fundamental purpose of your motivation letter for the exchange program by ensuring that your reasons for applying are well-explained. Oftentimes, exchange program motivation letters are filled with word filler (to reach a word limit) or stray from the original focus of the letter.
Student exchange motivation letters are typically one-page in length (unless explicitly stated otherwise) for the sake of brevity and conciseness. This means that you have very limited space to convince the admissions committee of your candidacy for your program of choice. To this end, you must make sure that every sentence of your student exchange motivation letter is purposefully and intentionally written!
We recommend reviewing your motivation letter for your student exchange program several times after writing to check for pertinence. You can also ask friends, family, or your professors for their opinions.
An individual may be the most academically qualified candidate for an exchange program but lack the personal maturity to thrive in a foreign environment. That said, if you have any experience traveling (or living) abroad, it's usually a great addition to any motivation letter for an exchange program!
Experiences abroad, especially those taken on your own (or, at least, without parental supervision) are a great way of convincing admissions officers that you will be able to live and thrive in a foreign environment. In your motivation essay for your exchange program, including one or two of your formative international experiences and detail how they have helped you develop as a person. Avoid including extraneous information that does not contribute to the point of your motivation letter. Below are examples of how you should and shouldn't phrase this part of your motivation letter for an exchange program.
Build on the previous section of your exchange program motivation essay by connecting your international experiences, your personality, and how the combination suits living and studying abroad. School is hard enough without the burden of living away from home, so show that you have what it takes!
But what if you lack international experience? No problem! Although having and mentioning your experiences abroad is a great way to boost the message of your motivation letter for an exchange program, it is definitely not a must-have. In its place, describe personal experiences and how they have built your personality to be independent and fully capable of thriving in a foreign environment.
Here are some ways you can (and also shouldn’t) include these ideas in your motivation essay for an exchange program.
Although altruism exists in an ideal world, it very rarely does so in reality. The motivation letter for your exchange program of choice should clearly outline how you intend to apply the knowledge and experiences you had throughout your exchange program to your society and the society of the place you are going to. Admissions officers need to know that you are applying to their program with a purpose in mind, rather than just doing so for the traveling it brings!
Here are a few ways you can phrase this in a motivation letter for an exchange program.
Finally, pay attention to the application’s contents before writing your motivation letter for the exchange program. Some programs provide essay prompts for you to base your motivation letter on so that exchange program applicants can create a focused essay that provides the exact information that is desired!
Finally, combine everything you have learned and use this template of a motivational letter for an exchange program as a guide to writing your own!
[Your name]
[Your job title/position] (if any)
[Your home address]
[Your email address]
[Your telephone number]
[Name of Admissions Officer]
[Job title of Admissions Officer]
[University/Organization name]
[University/Organization address]
Dear [Mr./Ms./Mrs.][Admissions Officers last name],
I am writing to express my interest in the [name of exchange program] at [university name]. [give a brief reason for your candidacy]. This exchange program, as described, is the perfect opportunity for me to develop both personally and professionally. I believe that my interests and qualifications make me an ideal candidate for this unique opportunity.
For years, I have [expanded on the reasons that you are applying for the exchange program]. [Talk about your experience and professional qualifications and how it translates to your candidacy for the exchange program you are applying to]. My [connect 1 or 2 personal achievements that relate to the exchange program and how they will help you survive and thrive in the foreign country and the program]. [if you are fluent in the native language, you can also include that here]. I believe that these skills and experiences will allow me to thrive and excel in this program.
Please take a moment to review my [list the attached documents that were requested as part of the application package for the exchange program]. Should the need for further documentation for clarification of existing material arise, I can be contacted at any time through my [email and telephone information]. [Thank the admissions officer/committee for reading your letter]. [Include a call to action that expresses how much you look forward to hearing from them].
[Your full name]
Writing an impactful motivation letter for an exchange program is no easy task, but it's well worth the time! Here are some key takeaways for you to consider when writing your own:
— Originally written by Alexander Coye —
