Q: How do I write an email to the editor sending a new version of my paper?

Detailed Question -

I would like to write an email to the editor with a new version of my paper. However, I don't know what's the best way to do this, as we have exchanged some emails earlier, but before the crisis of COVID-19. I want to write something like this:

Dear Editor,

I hope this email finds you well and safe. Please find below a new version of...

Best regards,

<Name>

My problem is with the first sentence. I am not sure if it is morally correct to ask him something like that. All remarks and advice are welcome. Thank you.

1 Answer to this question
Answer:

Actually, before helping you with the mail, it would help to understand why you wish a send a new version of the paper. It would help to know things like:

  • What is the present status of the paper? Is it in associate editor (AE) review? Peer review? Still at the admin check stage? Or has it not even been picked up yet (in case you submitted it only a few days ago)?
  • Why do you wish to send a new version? Did you notice an error or two in the initially submitted version? Has the editor asked you to submit a new version?

We ask this because it’s best not to submit a new version unless the editor has specifically asked for it. This is for the following reasons:

  • It’s best to submit the paper in the submission system, unless, again, the editor has asked you to submit it in another mode. Your initial paper would already be in the system. So, if you send this one by email, it may happen that they don’t replace that version with this one (as this is only on email).
  • It’s best to do this only based on a request by the editor. The editor may have noticed something missing, may have wanted an enhancement, or may have wanted it formatted a certain way, and therefore, requested this of you.
  • If any sort of review has begun on the paper (admin check, AE review, peer review), the journal would have already started looking at the earlier paper. When you send this version, they may either not look at it or it may add to confusion during the reviews.

Now, in case there’s a legitimate reason to send this updated version, that too, by mail, we can address your email query.

  • You are not sure if it’s okay to ask the editor whether he’s fine and safe. Actually, this is a perfectly appropriate way to begin a mail. As you are writing after a long time, that too, during a pandemic such as COVID-19, it helps to first check on how the other person is doing. It’s only human and builds a connect. However, you needn’t spend too much of the mail on this. You could simply ask how he is doing and hope that he (and possibly some others, whether at work or at home, now that most people are working from home) is doing fine.
  • You want to say you are sending a new version. Before getting immediately into saying that you are sending a new version, it would help to talk about why are you doing so. Once you provide the reason(s) for this, you can simply say that the new version is attached. Ideally, it would be best to first ask him if you could share a new version and then send that new version in the next mail, but we will leave this to you.

For more help with editor and journal communication, you may refer to the following resources:

But again, first determine why you need to send the new version. All the best!

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