Academic publishing is a cornerstone of scholarly communication. Budding researcher, a Ph.D. student, or a seasoned academic, understanding journal submission guidelines is vital for ensuring that your research reaches the right audience, gets accepted without delays, and contributes to the body of knowledge in your field.
Explore the journal submission guidelines every author should know, providing a comprehensive roadmap from manuscript preparation to final submission. Formatting tips, common pitfalls, ethical practices, and insider strategies to increase your chances of acceptance.
Importance of Journal Submission Guidelines
The term journal submission guidelines refers to the specific set of instructions provided by academic or scientific journals for authors submitting manuscripts. These guidelines ensure uniformity, readability, and quality in all submissions and help streamline the review process.
Ignoring these submission guidelines can lead to immediate rejection—even before peer review. Hence, familiarizing yourself with the journal submission guidelines is the first and most crucial step of the publishing journey.
Choosing the Right Journal
Before diving into formatting and structure, the most strategic decision is selecting the right journal for your work. When choosing a journal:
- Scope and Aim: Ensure your research aligns with the journal’s focus.
- Impact Factor: Consider the journal’s influence and reach in the academic community.
- Audience: Who reads this journal? Are they the right audience for your work?
- Open Access or Subscription-Based: Decide based on how widely you want your work accessible.
- Submission Guidelines: Read their specific journal submission guidelines thoroughly.
Many journals now offer tools like journal finders or manuscript matchers that help authors choose the right journal based on their title, abstract, and keywords.
Reading Author Instructions Thoroughly
Every journal has an “Instructions for Authors” or “Author Guidelines” section. This page includes critical information like:
- Formatting style (APA, MLA, Chicago, Vancouver)
- Word limits
- Required sections (Abstract, Introduction, Methods, etc.)
- Referencing style
- Figures and table formats
- File types accepted (DOCX, PDF, LaTeX)
- Plagiarism policies
- Ethical declarations
Following these journal submission guidelines down to the smallest detail showcases professionalism and respect for editorial policies.
Manuscript Formatting
Proper formatting is the backbone of successful submission. Let’s explore the formatting norms most journal submission guidelines include:
Title Page
Includes:
- Article title (concise and informative)
- Author names and affiliations
- Corresponding author details
- Acknowledgements (if any)
Abstract and Keywords
- Structured or unstructured abstract depending on journal preference
- Usually 150–300 words
- Keywords: 4–7 key terms to help indexing and discovery
Main Text Structure
Most scientific papers follow the IMRAD format:
- Introduction
- Methods/Materials
- Results
- Discussion
Ensure you separate these clearly with headings and subheadings, as instructed in the journal submission guidelines.
References
- Use the referencing style specified.
- Double-check accuracy: wrong references reflect poorly on your work.
- Use reference management tools like Zotero, EndNote, or Mendeley to align with the required style.
Figures and Tables
Most journals specify how to submit figures and tables:
- High-resolution images (TIFF, JPEG, PNG)
- Tables in editable format (not images)
- Clear labeling (Figure 1, Table 1, etc.)
- Provide legends and captions
Check if the journal submission guidelines require figures embedded in the text or uploaded separately.
Ethics and Compliance
Ethical standards are paramount. Common ethical elements found in journal submission guidelines include:
- Informed Consent: For studies involving human participants.
- Animal Welfare Compliance
- Conflict of Interest Disclosure
- Funding Acknowledgement
- Plagiarism Check: Use tools like Turnitin, Grammarly, or iThenticate.
Some journals require submission of ethical approval documents from your institution.
Cover Letter Essentials
Compelling cover letter can help your paper stand out. Many journal submission guidelines request one. What to include:
- Your article title and journal name
- Brief background on your research
- Importance of your findings
- Reason for choosing this journal
- Confirmation that the manuscript is original and not under review elsewhere
Authorship and Contributions
Clearly define who contributed to the paper and in what way. Many journals follow the CRediT (Contributor Roles Taxonomy) which includes roles like:
- Conceptualization
- Data curation
- Writing – original draft
- Supervision
- Funding acquisition
Make sure every co-author agrees to the submission and is aware of their listed role.
Language and Style
Most journal submission guidelines specify the language style—usually British English or American English. Keep the following in mind:
- Be concise and clear
- Avoid jargon
- Ensure proper grammar
- Proofread thoroughly
Use professional editing tools or consider hiring an academic editing service.
Supplementary Materials
Some journals allow or request supplementary files such as:
- Raw data
- Detailed methodology
- Audio/video files
- Code/scripts
These are typically uploaded separately and mentioned in the main manuscript.
Online Submission Portals
Most journals use online portals like:
- Editorial Manager
- ScholarOne
- Elsevier’s EVISE
- Springer’s SNAPP
- Wiley’s Manuscript Central
Peer Review Process
Once submitted, your manuscript enters peer review:
- Initial Check: Editor ensures submission follows journal submission guidelines
- Peer Review: Experts evaluate the scientific quality
- Decision: Accept, reject, or revise
You may receive:
- Minor Revisions
- Major Revisions
- Rejection with Feedback
Responding to Reviewers
If revisions are required:
- Prepare a detailed response letter
- Address every comment
- Be respectful, even if you disagree
- Highlight changes in the manuscript (with track changes or colored text)
Most journal submission guidelines will specify how to prepare a revised manuscript and rebuttal letter.
After Acceptance
Once accepted:
- You may need to approve a proof version
- Check for errors
- Submit final high-res images or files
Some journals request payment of article processing charges (APCs), especially for open access publications.
Promoting Your Published Work
Don’t stop after publication. Promote your article by:
- Sharing on LinkedIn, Twitter, ResearchGate
- Presenting at conferences
- Emailing colleagues and institutions
- Adding to your ORCID or Google Scholar profile
This not only increases citations but also builds your research identity.
Common Mistakes to Avoid
- Ignoring formatting requirements
- Wrong referencing style
- Submitting to the wrong journal scope
- Missing ethical declarations
- Unclear author contributions
- Incomplete cover letter
- Submitting plagiarized content
Always revisit the journal submission guidelines before the final click.
To journal submission guidelines is not merely a bureaucratic requirement; it’s a reflection of the quality, seriousness, and professionalism of your research work. By following these comprehensive guidelines step by step, you increase your chances of not just acceptance, but also positive reception among your peers.
FAQs
1. What are journal submission guidelines?
Journal submission guidelines are a set of rules and instructions provided by academic journals for authors who wish to submit their manuscripts for publication. These guidelines ensure that submitted work meets the journal’s formatting, content, and structural standards, making the peer-review process smoother and more efficient.
2. How do I submit my manuscript to a journal?
To submit your manuscript to a journal, first ensure that your paper follows the journal’s submission guidelines (such as format, length, and referencing style). Then, visit the journal’s submission portal (often an online system like ScholarOne or Editorial Manager), create an account if necessary, and upload your manuscript and any required documents (e.g., cover letter, figures, data sets). After submission, you may receive an acknowledgment email.
3. What should be included in a journal submission cover letter?
A journal submission cover letter typically includes:
- A brief introduction of your research and its importance.
- A statement of why your manuscript is a good fit for the journal.
- Confirmation that the manuscript is original and has not been submitted elsewhere.
- A list of potential conflicts of interest (if any).
- A brief mention of the corresponding author’s contact details.
- A statement of the manuscript’s novelty and significance.
4. What formatting should be followed in a manuscript submission?
Most journals will provide specific formatting guidelines. Common formatting requirements include:
- Manuscript length (e.g., word count limits for articles, abstracts, and references).
- Citation style (APA, MLA, Chicago, etc.).
- Use of section headings (Introduction, Methods, Results, Discussion, etc.).
- Font type (usually Times New Roman) and font size (usually 12 pt).
- Line spacing (usually double-spaced).
- Margin sizes (typically 1 inch on all sides).
5. How do I prepare figures and tables for journal submission?
Figures and tables must be clear, well-labeled, and easy to read. Specific requirements vary by journal but generally include:
- High-resolution images (300 dpi for photographs and 600 dpi for line art).
- Consistent formatting (e.g., fonts, styles).
- Properly labeled axes, units, and legends.
- Tables should be presented with minimal text and clear column headings.
- Submit separate files for each figure or table if required.
6. Do I need to include references in my journal submission?
Yes, most journals require authors to include a list of references to support their research. The references should follow the journal’s specific citation style (e.g., APA, MLA, or Chicago). Ensure that every reference in the text is included in the reference list and vice versa, and check that each reference is accurate and formatted correctly.
7. What is the peer review process?
Once a manuscript is submitted, it undergoes peer review, where experts in the field evaluate the paper’s quality, relevance, and originality. Peer reviewers provide feedback on the paper’s strengths and weaknesses and recommend whether it should be accepted, revised, or rejected. The feedback is then sent to the author for revisions if needed.
8. How do I handle revisions requested by the journal?
If the journal’s reviewers suggest revisions, you must carefully address each comment. Prepare a detailed response to reviewers, explaining the changes you’ve made or justifying why certain suggestions were not incorporated. Revise your manuscript according to the feedback and resubmit it within the given timeframe.
9. What is the best time to submit a manuscript?
The best time to submit your manuscript is when it is complete and polished, ensuring that it meets all the journal’s requirements. Avoid submitting it in a rush, as this may lead to errors. You should also consider journal deadlines for special issues, themed collections, or conference proceedings that may impact submission timing.
10. How do I track the status of my journal submission?
Most journals provide an online submission system that allows authors to track their manuscript’s status. Log in to the system to check whether your manuscript is under review, has been accepted with revisions, or has been published. The system will also notify you of decisions or required actions.
