When writing an email for academic conference submissions, it's important to be clear, concise, and professional. Here's a template you can follow, along with some tips to enhance your email.
Conference Submission Email Template
Subject: Submission of [Paper/Abstract Title] for [Conference Name]
Dear [Conference Chair/Committee Members/Specific Person's Name].
I hope this message finds you well. My name is [Your Name], and I am [Your Position, e.g., a graduate student at XYZ University, a researcher at ABC Institute]. I am writing to submit my [paper/abstract] titled "[Title of Your Paper/Abstract]" for consideration at the upcoming [Conference Name], which will be held on [Conference Dates] in [Conference Location].
Description of Submission:
The [paper/abstract] discusses [briefly describe the focus of your research and its significance, ideally in 2-3 sentences]. We believe that our findings contribute significantly to [mention relevant field or topic] and align well with the themes of the conference.
Submission Details:
- Authors: [List all authors with affiliations]
- Keywords: [List relevant keywords]
- Word Count (if applicable): [number of words]
- Format: [Specify if it's in PDF, Word, etc.]
I have attached the [paper/abstract] for your review. Please let me know if there are any additional materials or information required.
Thank you for considering my submission. I appreciate the opportunity to share my work at [Conference Name]. I look forward to your response.
Best regards,
[Your Name]
[Your Position]
[Your Institution]
[Your Contact Information]
[Optional: Your LinkedIn or ResearchGate Profile]
Tips for Writing an Effective Conference Submission Email
1. Your Subject Line Must Be Clear and Specific
The subject line is the first thing your recipient sees. A good one allows organizers to understand the email's purpose at a glance.
- Good Example: Submission: The Impact of AI on Modern Education - ICCE 2025
- Avoid: My paper or Conference submission
2. Strictly Adhere to Submission Guidelines
Before you start writing, carefully read the submission guidelines on the conference website. Some conferences may require a specific ID number, topic category, or format in the email subject or body. Failure to comply is a common reason for immediate rejection.
Standardize Your Attachment's File Name
Avoid generic file names like final_draft.pdf. A professional file name helps organizers manage and identify your document easily.
- Recommended Format: LastName_FirstName_Keyword_Year.pdf (e.g., Smith_John_AI_Education_2025.pdf)
4. Maintain a Professional and Polite Tone
Use formal and respectful language throughout the email. Avoid slang, contractions (like "don't" or "it's"), and overly casual expressions. This demonstrates your respect for the academic process.
5. Keep it Concise and Focused
Reviewers and organizers are busy people. Your email body should be brief and to the point. Using bullet points for the "Submission Details" is an excellent way to improve readability and present information clearly.
6. Proofread Meticulously to Avoid Errors
Before hitting "send," double-check your email for spelling, grammar, and punctuation errors. Pay special attention to the spelling of the conference name, dates, and the contact person's name. Reading it aloud or using a grammar-checking tool can be very helpful.
7. Follow Up Politely When Necessary
If you do not receive any form of confirmation (either automated or manual) within one to two weeks after the submission deadline, it is appropriate to send a short, polite follow-up email to confirm that your submission was received.
Writing an email for academic conference submissions requires clarity, professionalism, and attention to detail. By using the template above and following the best practices, you'll increase your chances of making a strong impression and ensuring your paper is reviewed promptly.
For more international academic conference resource, please visit Aischolar.
Good luck with your conference submission!
