Communication with Authors

Effective communication with authors is vital for maintaining professionalism, transparency, and mutual respect throughout the editorial process. This section provides best practices for engaging with authors at each stage of manuscript evaluation, from submission decisions to revisions and final feedback.

  1. General Principles of Communication
  • Professional Tone: Always use a respectful and constructive tone, even when delivering unfavorable decisions.
  • Clarity: Ensure that all communications are clear and concise, avoiding technical jargon when possible.
  • Timeliness: Respond to author inquiries promptly and provide timely updates on the status of their manuscript.
  1. Submission Acknowledgment
  • Confirmation Email: Send an automatic or manual acknowledgment upon receipt of a submission. Include details such as the manuscript ID, expected timeline, and key next steps.
  • Support Information: Provide contact information for queries related to the submission process.
  1. Communicating Decisions
  • Acceptance: Inform authors of an acceptance decision with enthusiasm, highlighting the manuscript's strengths and contribution to the field. Include information about the next steps in production.
  • Rejection: Communicate rejections with professionalism, emphasizing the reasons for the decision while offering constructive feedback for future submissions.
  • Request for Revisions: When requesting revisions, detail the specific areas that require changes. Attach reviewer comments and clarify any additional editorial expectations.
  1. Revision and Feedback Communication
  • Detailed Instructions: Clearly outline the revision process, including the timeline and required materials, such as a response letter.
  • Supportive Feedback: Encourage authors by acknowledging their efforts and improvements in the revised manuscript.
  • Follow-Up: If revisions are delayed, send polite reminders to ensure the process stays on track.
  1. Addressing Author Inquiries
  • Accessibility: Provide a direct point of contact for authors to address their concerns or questions.
  • Conflict Resolution: If disputes arise, handle them diplomatically, referring to journal policies and ethical guidelines.
  1. Final Communication
  • Acceptance Notification: Share final acceptance with details on the production timeline, copyright agreement, and next steps.
  • Feedback Closure: If the manuscript is rejected after revisions, ensure the feedback is comprehensive and constructive to guide future submissions.
  1. Avoiding Common Pitfalls
  • Miscommunication: Double-check emails and responses to avoid misunderstandings or conflicting information.
  • Unclear Instructions: Provide specific examples when explaining revisions or feedback to avoid ambiguity.
  • Delayed Responses: Maintain a proactive communication schedule to minimize delays in the process.

By adhering to these communication practices, editors can foster a collaborative and respectful relationship with authors, ensuring a smooth and productive editorial process. For further guidance, refer to our editorial office or training materials.

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