SOPs

Difference between Letter of Intent and Letter of Motivation

Letter of Intent (LOI)

•  Also known as a letter of interest or similar to a cover letter
•  Formal and professional in tone
•  Usually addressed to a specific decisionmaker

 Focuses on:

•  Your intentions and goals for applying
•  A summary of relevant experience and background
•  Why you are interested in the institution or program
•  Commonly used for graduate school, research positions, or academic collaborations

Letter of Motivation

•  More personal and persuasive in tone
•  Emphasizes your enthusiasm, passion, and fit for the opportunity

 Focuses on:

•  Your motivation to apply
•  A narrative of your experiences and aspirations
•  How your background aligns with the role/program
•  Often required for scholarships, internships, and study programs

 

How to Write an Effective SOP (Statement of Purpose)

 Define the Purpose and Scope

•  Clarify the reason for writing the SOP
•  Identify which process or topic it covers (and what it doesn’t)

 Gather Information

Involve experts, stakeholders, or those familiar with the process use:

•    Existing documents
•    Interviews with process users
•    Observations

Choose a Format

Common formats:

•  Stepbystep instructions
•  Flowcharts
•  Checklists

 Include:

•  Title, version, date, and author
•  Purpose, scope, definitions, responsibilities
•  Detailed steps, references, and appendices

Draft the SOP

•  Use clear and simple language
• Structure the content logically and consistently

Review and Approve

• Test the process if possible
• Get formal approval

Implement and Train

• Share the SOP with all relevant staff
• Provide training to ensure understanding and correct usage

Monitor and Update

• Collect feedback regularly
• Review the SOP periodically
• Update it when processes or requirements change

Maintain Document Control

• Track version history and revisions
• Ensure only the current version is in use
• Store securely according to organizational policy