{"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":"2026-05-05T08:57:23","modified_gmt":"2026-05-05T03:27:23","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":"Tips and templates for journal communication"},"content":{"rendered":"<p>To communicate smoothly and effectively with a journal, authors should<\/p>\n<ol>\n<li><a href=\"#_Toc228863809\"> Use the Right Channels<\/a><\/li>\n<li><a href=\"#_Toc228863810\"> Include All Relevant Information Each Time<\/a><\/li>\n<li><a href=\"#_Toc228863811\"> Be Polite, But Concise<\/a><\/li>\n<li><a href=\"#_Toc228863812\"> Proofread Your Writing<\/a><\/li>\n<li><a href=\"#_Toc228863813\"> Use a Professional Format<\/a><\/li>\n<li><a href=\"#_Toc228863814\"> Allow Time for Responses<\/a><\/li>\n<li><a href=\"#_Toc228863815\"> Where Applicable, Acknowledge the Journal<\/a><\/li>\n<\/ol>\n<p><strong><a href=\"#_Toc228863816\">Templates for Journal Communication<\/a><\/strong><\/p>\n<ul>\n<li><a href=\"#_Toc228863817\">When you haven\u2019t received a response after manuscript submission<\/a><\/li>\n<li><a href=\"#_Toc228863818\">When the manuscript status has remained stuck at peer review<\/a><\/li>\n<li><a href=\"#_Toc228863819\">When you want to withdraw a manuscript<\/a><\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p>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.<\/p>\n<h2><a name=\"_Toc228863809\"><\/a>1. Use the Right Channels<\/h2>\n<p>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.<\/p>\n<h2><a name=\"_Toc228863810\"><\/a>2. Include All Relevant Information Each Time<\/h2>\n<p>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<\/p>\n<h2><a name=\"_Toc228863811\"><\/a>3. Be Polite, But Concise<\/h2>\n<p>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.<\/p>\n<h2><a name=\"_Toc228863812\"><\/a>4. Proofread Your Writing<\/h2>\n<p>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.<\/p>\n<h2><a name=\"_Toc228863813\"><\/a>5. Use a Professional Format<\/h2>\n<p>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.<\/p>\n<h2><a name=\"_Toc228863814\"><\/a>6. Allow Time for Responses<\/h2>\n<p>Most journal staff and peer reviewers are busy and probably inundated with submissions. It&#8217;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.<\/p>\n<h2><a name=\"_Toc228863815\"><\/a>7. Where Applicable, Acknowledge the Journal<\/h2>\n<p>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.<\/p>\n<h2><a name=\"_Toc228863816\"><\/a>Templates for Journal Communication<\/h2>\n<p>To help you out, here are templates for a few situations in which authors generally need to communicate with their journals.<\/p>\n<h3><a name=\"_Toc228863817\"><\/a>When you haven\u2019t received a response after manuscript submission<\/h3>\n<p><em>Dear [Editor\u2019s Name],<\/em><\/p>\n<p><em>I submitted a manuscript titled [insert manuscript title] with ID [ID number] to your journal on [Date], and the status has remained &#8220;Editor assigned&#8221; since then. Since it has been [X] months since my submission, I would like to confirm whether this is due to a technical error and whether the manuscript has been sent for peer review. <\/em><\/p>\n<p><em>Sincerely,<\/em><\/p>\n<p><em>[Your Name and Signature Line<\/em>]<\/p>\n<h3><a name=\"_Toc228863818\"><\/a>When the manuscript status has remained stuck at peer review<\/h3>\n<p><em>Dear [Editor\u2019s Name and Salutation],<\/em><\/p>\n<p><em>My manuscript [ID number] underwent one round of peer review and was revised and resubmitted on [Date]. Since then, its status has not changed in the system. Please let me know when I can expect subsequent comments from the peer reviewers. <\/em><\/p>\n<p><em>Thank you for your consideration.<\/em><\/p>\n<p><em>Sincerely,<\/em><\/p>\n<p><em>[Your Name and Signature Line]<\/em><\/p>\n<h3><a name=\"_Toc228863819\"><\/a>When you want to withdraw a manuscript<\/h3>\n<p><em>Dear [Editor\u2019s Name],<\/em><\/p>\n<p><em>I had submitted my manuscript titled XXXX [Title of paper] with the manuscript ID XXXX on [Add date of submission]. I would like to withdraw my manuscript from further consideration by your journal. My reason for requesting withdrawal is that [Provide a clear rationale. Remember that requesting a withdrawal in late stages of manuscript processing, e.g., after acceptance, may be seen as unacceptable or unethical unless you have a compelling reason.].<\/em><\/p>\n<p><em>Could you please send me a withdrawal confirmation notice once the process is complete? <\/em><\/p>\n<p><em>Thank you for your time.<\/em><\/p>\n<p><em>Sincerely,<\/em><\/p>\n<p><em>[Your name and signature line]<\/em><\/p>\n<p>Ultimately, communicating with a journal is not very different from other types of business communication, all of which are essential to a researcher\u2019s work. Working on your email writing and general communication skills will help you navigate the publication process too.<\/p>\n<p><em>Would you like a curated collection of easy templates and expert tips for 10+ situations when corresponding with journals editors? Check out <\/em><a href=\"https:\/\/upskill.researcher.life\/product\/handbook-a-practical-handbook-of-templates-for-communicating-with-the-journal\/87?refer=insights&amp;utm_source=editageinsights&amp;utm_medium=article&amp;utm_campaign=researcherlife-insights-comm-effectovely-with-journals--row\"><em>this practical handbookl<\/em><\/a><em>!<\/em><\/p>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>To communicate smoothly and effectively with a journal, authors should Use the Right Channels Include All Relevant Information Each Time Be Polite, But Concise Proofread Your Writing Use a Professional Format Allow Time for Responses Where Applicable, Acknowledge the Journal Templates for Journal Communication When you haven\u2019t received a response after manuscript submission When the [&hellip;]<\/p>\n","protected":false},"author":15,"featured_media":45579,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"categories":[2382],"tags":[2633],"new_categories":[],"new_tags":[],"series":[],"class_list":["post-3980","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-around-the-web","tag-journal-communication"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v25.0 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How authors can communicate with journals: Tips and templates | Editage Insights<\/title>\n<meta name=\"description\" content=\"Learn how to communicate with a journal and find templates for common situations during the publication process\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.editage.com\/insights\/communicating-effectively-with-journals-what-authors-need-to-know\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Communicating effectively with journals: What authors need to know\" \/>\n<meta property=\"og:description\" content=\"Writing to a journal can be stressful for authors. This article gives some useful tips for you to communicate with your journal effectively.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.editage.com\/insights\/communicating-effectively-with-journals-what-authors-need-to-know\" \/>\n<meta property=\"og:site_name\" content=\"Editage Insights\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/Editage\" \/>\n<meta property=\"article:published_time\" content=\"2022-09-06T12:19:22+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2026-05-05T03:27:23+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.editage.com\/insights\/wp-content\/uploads\/2022\/12\/ccbaeed5-6e3b-41b6-8395-5f86dc35d761-1.png\" \/>\n\t<meta property=\"og:image:width\" content=\"1024\" \/>\n\t<meta property=\"og:image:height\" content=\"1536\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/png\" \/>\n<meta name=\"author\" content=\"Marisha Fonseca\" \/>\n<meta name=\"twitter:card\" 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