Withdrawing a paper from an academic conference can seem daunting, but following the proper process ensures a smooth experience.

This guide provides a clear step-by-step plan for academic paper withdrawal, including four key steps, a professional withdrawal email template, and answers to frequently asked questions to help you navigate this process smoothly and effectively.

Step 1: Carefully Review the Conference Withdrawal Policy and Deadlines

Before taking any action, your first step is to visit the official conference website or review any submission-related emails you have received. Pay close attention to the following details:

• Official Withdrawal Policy: Look for a specific page or section detailing the conference's policy on withdrawals.
• Withdrawal Deadlines: Many conferences have a firm deadline for withdrawing a paper without penalty. It is critical to be aware of this date, as missing it could lead to complications, such as your paper still being included in the proceedings.
• Designated Contact: Identify the official contact person or email address for handling withdrawals, such as the Conference Chair or Program Chair.

Step 2: Prepare a Clear and Professional Withdrawal Email

Your email is the formal request for withdrawal, so it needs to be clear, concise, and professional. Ensure your message includes the following elements:

• A Direct Subject Line: The subject should immediately inform the organizers of the email's purpose. For example: "Withdrawal of Paper Submission: [Your Paper ID] - [Your Paper Title]".
• Your Information: State your full name, affiliation, and contact details.
• Specific Paper Details: Clearly mention the full Paper Title and the Submission ID number. This is the most important information for helping organizers locate your work quickly.
• A Brief Reason (Optional but Recommended): While not always required, providing a brief, polite reason (e.g., "the study requires substantial revisions," "new data has emerged," or "unable to attend due to personal circumstances") is a professional courtesy.
• Polite and Thankful Tone: Thank the organizing committee and reviewers for their time and consideration.

 Withdrawal Email Template

Feel free to use or adapt the following template for your needs:

Subject: Withdrawal of Paper Submission – [Your Paper ID] – [Your Paper Title]

To: [Name of Conference Chair/Organizer],

Dear Professor/Dr. [Last Name of Chair],

I hope this message finds you well.

I am writing to formally request the withdrawal of my paper titled, “[Your Paper Title]” (Submission ID: [Your Submission ID]), from consideration for the [Full Name of Conference].

Unfortunately, due to [briefly state your reason, e.g., significant revisions required for the study / a change in personal circumstances], I will be unable to present this work at the conference.

I sincerely apologize for any inconvenience this may cause. I greatly appreciate the time and effort that the organizing committee and reviewers have dedicated to the conference and to my submission.

Could you please proceed with the withdrawal and send me a confirmation once it is completed?

Thank you for your understanding.

Best regards,
[Your Full Name]
[Your Affiliation]
[Your Contact Information]

Step 3: Send the Email and Request Confirmation

Send your composed email to the designated address you found in Step 1. After sending it, two things are crucial for your records:

• Explicitly Ask for Confirmation: As shown in the template, your email should end with a clear request for a confirmation message once the withdrawal has been processed.
• Keep Records: Save a copy of your sent email and the final confirmation you receive. This serves as proof that your paper was officially withdrawn.

Step 4: Follow Up Appropriately

If you do not receive a reply or confirmation within a reasonable timeframe (e.g., 3-5 business days), it is a good idea to send a polite follow-up email to ensure your request was received and is being processed.

Frequently Asked Questions (FAQ)

Q1: Will withdrawing a paper harm my academic reputation?

A: Generally, no. If you follow the official process, communicate politely, and withdraw before the deadline, it is highly unlikely to negatively affect your reputation. It is common for researchers' publication plans to change for valid reasons. However, a pattern of withdrawing papers late or without good reason could be viewed unfavorably by organizers.

Q2: What if the withdrawal deadline has already passed?

A: You should still contact the conference organizers immediately. By this point, your paper may already be in the layout process for the conference proceedings. Explain your situation honestly and ask if it is still possible to have the paper removed.

Q3: After withdrawal, can I submit the paper to another conference or journal?

A: Yes. Once your paper has been officially withdrawn from a conference (and you have received confirmation), you regain the full right to submit it elsewhere. Ensure the withdrawal is complete before you make a new submission to avoid any issues related to "dual submission," which is considered academic misconduct.

Conclusion

Withdrawing a paper from an academic conference is a formal process that requires careful attention. By reviewing policies, communicating professionally, and ensuring you receive confirmation, you can handle paper withdrawal professionally and efficiently.