Communicating with Authors

This section offers best practices for professional and clear communication with authors. It covers how to provide constructive feedback, handle appeals, and manage expectations throughout the editorial process.

Communication Principles

When communicating with authors, always:

• Be professional: Use formal, respectful language
• Be clear: Avoid jargon and ambiguous statements
• Be timely: Respond to inquiries within 2 business days
• Be constructive: Focus on how authors can improve their work
• Be consistent: Apply the same standards to all authors

Decision Letters

When writing decision letters:

• Begin with a polite salutation and acknowledgment of submission
• Clearly state the editorial decision
• Summarize the key reasons for the decision
• Include specific feedback from reviewers (for revisions or rejections)
• Provide guidance on next steps
• Close with an offer for further clarification if needed

Handling Revisions

When requesting revisions:

• Provide a clear, itemized list of required changes
• Distinguish between major and minor revisions
• Set a reasonable deadline for resubmission
• Specify what materials should be included with the revision
• Offer guidance on how to respond to reviewer comments

Managing Appeals

When authors appeal decisions:

• Acknowledge receipt of the appeal promptly
• Review the appeal carefully and objectively
• Consult with the Editor-in-Chief if necessary
• Provide a reasoned response within 2 weeks
• Explain the rationale for upholding or overturning the decision
• Document the appeal process thoroughly

Difficult Conversations

When delivering negative news:

• Be direct but empathetic
• Focus on objective criteria rather than personal opinions
• Provide specific reasons for the decision
• Suggest alternative journals if appropriate
• Maintain professionalism even if authors respond emotionally