When all editors use the same email templates, they can compare responses at scale and more quickly pinpoint potential causes of confusion and address them. Ultimately, your goal should be for all editors to send the same email templates to ensure uniformity in peer review communication and make it easier to optimize emails over time. Among common challenges to implementing email templates are editors either forgetting ( or not knowing) about them or saving scattered versions on their devices. ![]() What’s the best way to make and store email templates to ensure editors actually use them?Īfter taking the time to make peer review email templates, you’ll want to be sure your editors are using them. Remember, if you have to spend a significant amount of time editing or adding to email templates before sending them, it will defeat the purpose. We include some ideas in the examples below.Īs a general rule, we recommend only creating templates for emails you send at least three times a month on average (to ensure you’ll use them) and emails that require minimal customization. Once you have templates for the recurring correspondences above, meet with your editorial team to consider other frequent communications for which you may be able to use templates. Manuscript rejection letter following peer review.To start, we recommend creating email templates for the following: So it’s worth putting some extra time and care into template development to communicate key information as clearly and concisely as possible with all necessary context to stay ahead of common questions or sources of confusion that could result in publication delays. Remember, once you draft email templates, you’ll be able to keep getting value from them indefinitely. Templates work best for emails relaying standard journal updates and requests that rarely change and, as such, could likely benefit from more uniformity.įor example, you can save email writing time and potentially improve the quality of the peer reviews you receive by creating a review request email template that outlines your journal’s reviewer guidelines and includes links to related resources such as a reviewer checklist. ![]() The key to crafting effective email templates is to focus on making them for the most common peer review correspondences your journal sends. ![]() When should journals use peer review email templates ( and when shouldn’t they)?įirst things first, let’s talk about email template use cases. The timesaving benefits of peer review email templates are pretty plain to see - but you may be wondering when to use templates, what to include in them, and how to strike the right balance between email automation and personalization.īefore we dive into examples, here are a few tips for developing peer review email templates based on FAQs we hear at Scholastica. Let’s get to it! Peer review email templates: the what, why, and how Whether you’re new to email templates or looking to expand your collection, this blog post breaks down everything you need to know to create effective ones, including examples you can customize to fit your needs. With how often you and your team are drafting near duplicate messages for authors and reviewers, have you thought about creating peer review email templates for the manuscript requests and updates you most frequently send to save time? Or, if you already have email templates, have you considered whether there may be opportunities for you to make more to streamline your peer review processes even further? As a scholarly journal editor, you likely go through a weekly (or perhaps daily!) circuit of emailing out review requests, manuscript decision letters, submission status updates, and other common peer review correspondences.
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