{"id":3980,"date":"2022-09-06T12:19:22","date_gmt":"2022-09-06T12:19:22","guid":{"rendered":"https:\/\/www.editage.com\/insights\/communicating-effectively-with-journals-what-authors-need-to-know\/"},"modified":"2026-03-19T11:44:43","modified_gmt":"2026-03-19T06:14:43","slug":"communicating-effectively-with-journals-what-authors-need-to-know","status":"publish","type":"post","link":"https:\/\/www.editage.com\/insights\/communicating-effectively-with-journals-what-authors-need-to-know","title":{"rendered":"Communicating effectively with journals: What authors need to know"},"content":{"rendered":"

Writing to a journal can be stressful for authors. They\u2019re faced with many questions: How long should the email be? How quickly should I expect a response? Will the journal take offence if I follow up multiple times? Here are some tips to keep in mind when you have to communicate with a journal about your manuscript.<\/span><\/span><\/span><\/p>\n

See also: 10 tips to write an effective cover letter<\/a><\/em><\/p>\n

1. Use the Right Channels<\/b><\/span><\/span><\/span><\/h2>\n

Some journals provide an email address on their websites while others ask authors to communicate using built-in features of their manuscript submission system. It\u2019s worthwhile to spend a few minutes making sure you are using the right channel, because this ensures your communication reaches the right people. <\/span><\/span><\/span><\/p>\n

2. Include All Relevant Information Each Time<\/b><\/span><\/span><\/span><\/h2>\n

If communicating via email, it\u2019s a good idea to include any relevant information in each email, rather than force the recipient to scroll down through trailing emails to find, for example, your manuscript ID. It\u2019s also preferable to keep your subject line specific, such as \u201cStatus of Manuscript ABCD1234\u201d rather than \u201cInquiry about delay.\u201d <\/span><\/span><\/span><\/p>\n

3. Be Polite, But Concise<\/b><\/span><\/span><\/span><\/h2>\n

Statements like \u201cI expect a response immediately\u201d or \u201cWhy is my paper still awaiting the editor\u2019s decision even after 3 months\u201d will not be perceived well. Frame your requests politely, for example, \u201cI look forward to hearing from you soon\u201d or \u201cI would like to ascertain the current status of my paper.\u201d Also, be brief as this shows you value the journal editorial team\u2019s time. Lengthy unsolicited emails are generally not appreciated. <\/span><\/span><\/span><\/p>\n

4. Proofread Your Writing<\/b><\/span><\/span><\/span><\/h2>\n

While journals generally don\u2019t reject manuscripts because their authors have poor English communication skills, it\u2019s possible that typographical errors and other basic mistakes in your communications could create a negative impression of you as an author. Proofreading your email is an essential step, as well-written and articulate communication creates a favorable impression of the writer.<\/span><\/span><\/span><\/p>\n

5. Use a Professional Format<\/b><\/span><\/span><\/span><\/h2>\n

Treat emails to a journal as any other type of formal or business communication. Use a professional-looking font and follow the standard guidelines for business emails, such as dividing lengthy paragraphs into shorter ones and ending with a proper signature line. <\/span><\/span><\/span><\/p>\n

6. Allow Time for Responses<\/b><\/span><\/span><\/span><\/h2>\n

Most journal staff and peer reviewers are busy and probably inundated with submissions. It’s good to be realistic about timelines when communicating with them; most cannot get back in 24 hours. Ideally, wait at least a week before sending a follow-up email.<\/span><\/span><\/span><\/p>\n

7. Where Applicable, Acknowledge the Journal<\/b><\/span><\/span><\/span><\/h2>\n

It\u2019s nice to thank the journal for any inputs they have provided about your paper, even if they are cursory or negative. A single sentence, such as \u201cThank you for your time and consideration,\u201d will do. <\/span><\/span><\/span><\/p>\n

Examples<\/span><\/b><\/span><\/span><\/span><\/h2>\n

To help you out, here are templates for a few situations in which authors generally need to communicate with their journals. <\/span><\/span><\/span><\/p>\n