The Proper Way to Address an Editor in the First Email for Journal Article Submissions

When you are preparing to submit a manuscript for publication in a journal, a careful consideration should be given to how you address the editor in your initial email. The right choice of salutation can make a significant difference in the way your submission is received. In this article, we'll explore the best practices and common courtesies to ensure your submission is well-received.

Understanding the Editor's Role

Competent editors, much like competent academics in general, are not overly concerned with forms and titles. Their primary concern is with the quality of research and the potential contribution of the manuscript to the academic discourse.

Therefore, your salutation should reflect this understanding. 'Dear Editor' is the most appropriate and professional approach for the initial contact and subsequent emails. It conveys formality and respect without unnecessary formality.

Types of Editors and Addressing Them

Journals often have various types of editors involved in the submission process, each with a specific role:

Editor-in-Chief and Managing Editor: These are the top editors responsible for overseeing the editorial process. They might require a more formal tone in the initial greeting, acknowledging their higher position: 'Dear Editor-in-Chief' or 'Dear Managing Editor'. Associate Editors: They typically handle specific subject areas. If the journal guidelines specify this, use the appropriate title, such as 'Dear Associate Editor for xyz subject'. For example, a specific journal might have Associate Editors for different scientific subjects. Section Editors or Guest Editors: If the submission is for a special section or is organized by a guest editor, you might also use a similar form of address, as directed in the journal's guidelines.

Reading the Author Guidelines

It is crucial to familiarize yourself with the author guidelines provided by the journal. These guidelines often include instructions about how to address the editor and where to submit the manuscript.

Typically, these guidelines will specify an email address or a form for submission. They might also inform you about the specific editor to whom you should address your email. Checking these details ensures that your message is directed correctly and increases the likelihood of a prompt response.

Avoiding Unnecessary Informality

Avoid addressing editors by their names in the initial email. Unless your communication specifically requires a personal response, it is unnecessary to use such a form of address. Editors receive multiple communications daily, and including names can be seen as superfluous.

Using 'Dear Dr. Fyfe' or 'Dear Sir/Madam' is generally seen as over-formal and might give the impression of excessive vanity. It is better to stick to 'Dear Editor,' which is both respectful and professional.

Conclusion

Properly addressing an editor in your first email for journal article submission not only demonstrates respect but also enhances the likelihood of a favorable response. By adhering to the best practices outlined above, you can ensure that your submission is treated with the care it deserves, leading to a smoother and more successful publication process.