There are situations where you may need to withdraw your conference paper after submission or even after acceptance. This could be due to scheduling conflicts, duplicate submissions, authorship issues, or changes in your research plans.
In such cases, it is important to inform the conference organisers clearly and professionally.
This guide provides a practical conference paper withdrawal email template, along with examples and best practices.
Conference Paper Withdrawal Email Templates
Below are two standard templates for different stages of the submission process.
Subject: Request to Withdraw Conference Paper Submission
Dear Conference Organising Committee,
I hope this email finds you well.
I am writing to request the withdrawal of our paper from [Conference Name].
Paper Title: [Full Paper Title]
Paper ID: [Paper ID, if available]
Corresponding Author: [Full Name]
Affiliation: [Institution Name]
Due to [brief reason, if appropriate], we would like to withdraw this submission from the review / presentation process.
We apologise for any inconvenience this may cause and appreciate your understanding. Please let us know if any further steps are required to complete the withdrawal.
Kind regards,
[Full Name]
[Institution]
[Email Address]
Short Conference Paper Withdrawal Email
Subject: Paper Withdrawal Request
Dear Organising Committee,
I would like to request the withdrawal of our paper from [Conference Name].
Paper Title: [Full Paper Title]
Paper ID: [Paper ID]
Thank you for your time. Please let me know if any further action is needed.
Kind regards,
[Full Name]
What To Check Before Sending
Before sending the email, make sure:
- all co-authors agree to the withdrawal
- the conference contact email is correct
- the paper title and ID are accurate
- the conference does not have a separate withdrawal process
- you may need written confirmation of the withdrawal
This matters even more if the paper has already been accepted.
Follow-Up Email Template
If the organiser does not reply after a reasonable time, you can send a short follow-up.
Subject: Follow-Up on Conference Paper Withdrawal Request
Dear Conference Organising Committee,
I am following up on my previous email regarding the withdrawal of our paper from [Conference Name].
Paper Title: [Full Paper Title]
Paper ID: [Paper ID]
I would be grateful if you could confirm receipt of this request when convenient.
Kind regards,
[Full Name]
Final Thoughts
Withdrawing a conference paper is sometimes necessary, but it should always be handled professionally. A clear and polite email helps maintain a good relationship with conference organisers and avoids unnecessary complications.
If you are reconsidering your submission or planning future conferences, choosing the right venue early can help avoid withdrawal situations. Platforms such as Aischolar allow researchers to explore conference deadlines, submission requirements, and topics in one place, making it easier to plan ahead.
