Writing Effective Letters to Editors of Scholarly Journals

For most researchers, the hardest part of the publication process is the research itself: conducting the study, analysing the data and drafting the manuscript. However, an often underestimated component of scholarly publishing is the formal communication that accompanies these stages. Letters to journal editors—whether cover letters, response letters or clarification requests—play a crucial role in shaping how editors perceive your submission.

These letters are not administrative afterthoughts. Instead, they are professional documents that reflect your scholarly identity. Clear, respectful and well-structured correspondence builds trust with editors and ensures your communication is taken seriously. Poorly written, overly casual or unfocused letters, by contrast, risk undermining the credibility of even a strong manuscript.

This article provides a comprehensive guide on how to write effective letters to editors of scholarly journals, drawing on best practices in academic communication.

Why Letters to Journal Editors Matter

Letters to editors serve several important purposes in the publication process:

• They frame your submission. A clear, concise cover letter helps editors understand your manuscript’s value immediately.
• They establish your professional tone. Editors interact with hundreds of authors—professionalism stands out.
• They demonstrate respect for the editorial process. Editors are overworked; efficient communication is appreciated.
• They help resolve misunderstandings. Polite and precise clarification requests help avoid unnecessary delays.

In all cases, your goal is the same: to communicate effectively, efficiently and respectfully.

1. Maintain a Formal Tone

Editorial correspondence should always be written formally. While email feels casual, the context is not. Address the editor correctly—use titles such as “Dr.”, “Professor” or “Editor-in-Chief”—and avoid overly informal greetings such as “Hello” or “Hi there.” If the editor’s name is available, use it. If not, “Dear Editor” is perfectly acceptable.

Your letter should demonstrate:

• Correct grammar, punctuation and spelling
• Proper paragraph structure
• Complete sentences, not conversational fragments
• A polite and professional tone throughout

Even minor errors can create a negative first impression, making your work appear rushed or careless.

2. Be Clear About Your Purpose

Editors appreciate clarity. In the first paragraph, state your purpose immediately.

For example:

• Submitting a new manuscript
• Responding to reviewer comments
• Clarifying revision instructions
• Appealing a decision
• Requesting a deadline extension

Avoid burying your main message in unnecessary background information. Editors need to understand quickly why you are writing.

3. Keep Your Letter Concise

Editors handle a heavy volume of correspondence, so brevity is essential. Long, unfocused paragraphs risk being skimmed—or skipped entirely. Aim for letters that are no longer than one page unless circumstances require more detail.

Ask yourself:

• Does this sentence help the editor make a decision?
• Can this point be stated more concisely?
• Is this paragraph necessary?

Clear, concise communication saves time for everyone involved.

4. Be Respectful and Express Appreciation

Editors perform demanding work with tight deadlines. Acknowledging this—even briefly—shows professionalism and respect.

Examples include:

• “Thank you for taking the time to consider our manuscript.”
• “We appreciate the thoughtful comments provided by the reviewers.”
• “Thank you for your guidance as we prepare our revised submission.”

A respectful tone never means excessive flattery. Simply acknowledge the editor’s effort in a balanced, sincere way.

5. Avoid Emotional or Confrontational Language

Rejection and criticism are part of academic life, but emotional responses have no place in correspondence with editors. Never send letters that:

• criticise the editor or reviewers personally,
• express anger or frustration,
• include sarcasm or passive-aggressive remarks,
• attempt to pressure the editor into a different decision.

If you disagree with a reviewer or editorial decision, state your position calmly, factually and professionally.

6. Structure Your Letter for Readability

A well-structured letter improves clarity and helps editors process information quickly. Consider the following structure:

1. Opening greeting (“Dear Dr Smith,”).
2. Purpose statement summarising why you are writing.
3. Relevant details (manuscript ID, title, dates, reviewer comments).
4. Explanation or response written professionally and factually.
5. Closing statement expressing appreciation.
6. Full contact information for follow-up.

Because editors scan text quickly, paragraphs should be brief and focused.

7. Include Complete Contact Information

Always include your full contact details. Depending on journal requirements, this may include:

• full name;
• institutional affiliation;
• department;
• email address;
• phone number;
• mailing address.

Clear contact information ensures the editor can reach you easily if further details are needed.

8. Reference Specific Parts of Your Manuscript When Needed

If your letter concerns revisions or clarifications, refer directly to the manuscript:

• section numbers,
• figure or table numbers,
• line numbers,
• supplementary materials.

This avoids long explanations and helps editors follow your reasoning quickly.

9. Responding to Reviewer Comments

One of the most critical letters authors write is the response to reviewer comments. A strong response letter should:

• Thank reviewers for their time;
• Address each comment individually using a numbered list;
• Quote or summarise the reviewer’s comment to provide context;
• Explain the revision made or give a clear justification if no change was possible;
• Remain respectful even when disagreeing.

This letter is often as important as the revised manuscript itself, as it demonstrates your diligence and responsiveness.

10. Requesting Clarification from an Editor

Occasionally, authors may need clarification on reviewer feedback, revision deadlines or procedural questions. When writing such letters:

• state the question clearly;
• avoid lengthy explanations;
• provide context such as manuscript ID and submission dates;
• ask politely how you should proceed.

Editors prefer authors who seek clarification rather than making assumptions.

11. Appealing Editorial Decisions

An appeal should be rare and carefully considered. If you believe a genuine error occurred in the review process, you may request a reconsideration. When writing an appeal:

• remain calm and professional;
• explain clearly why you believe the decision should be revisited;
• provide evidence (e.g., misinterpretation of data, factual inaccuracies);
• avoid blaming or criticising reviewers personally.

Editors appreciate well-reasoned appeals, not emotional requests.

12. Closing Your Letter Professionally

A concise, polite closing leaves a strong final impression. Appropriate closings include:

• “Sincerely,”
• “With appreciation,”
• “Kind regards,”

Follow this with your full contact details.

Conclusion

Writing effective letters to editors of scholarly journals is a key skill for researchers. These letters shape the editor’s first impression of your work, clarify your intentions and influence how smoothly the submission or revision process unfolds. By writing formally, clearly and respectfully—and by structuring your letters with intention—you demonstrate professionalism and strengthen your standing as a scholarly communicator.

If you want support in preparing polished, professional communication with editors, specialist manuscript editing services and journal article editing can ensure your documents are clear, accurate, consistent and ready for submission.