When submitting an abstract or paper to an academic conference, a well-written submission email can make a strong first impression. In this guide, you'll learn the key components of a professional academic conference submission email, see a sample template, and get extra tips to avoid common mistakes.

Key Components of an Academic Conference Submission Email

To ensure your email is professional and complete, make sure it includes the following key sections. Organizing your message this way streamlines the process for the review committee.

1. A Clear and Informative Subject Line 

The subject line is the very first thing the recipient sees. It must clearly state the email's purpose.

Recommended Format: "Submission for [Full Conference Name]: [Your Paper/Abstract Title]"

2. A Respectful Greeting 

Use a polite and professional salutation. If you know the specific contact person’s name (e.g., the conference chair or secretary), use their last name.

If you know the name: "Dear Dr. [Last Name]"

If you don't: "Dear Conference Committee" or "Dear Conference Organizers"

3. A Brief Introduction 

Start the body of your email by briefly introducing yourself and your institutional affiliation. This provides immediate context.
Example: "My name is [Your Name], and I am a [Your Position, e.g., PhD Candidate, Assistant Professor] at [Your University/Institution]."

4. A Clear Statement of Purpose 

State directly that you are writing to submit your abstract or paper for consideration at the upcoming conference.

5. Details of Your Submission 

Provide the full title of your manuscript and, if relevant, a few keywords that align with the conference themes.

6. A Note on Attachments 

Clearly mention that your submission files are attached to the email. Double-check that they are named and formatted according to the conference guidelines.

7. Your Contact Information 

Ensure the committee has a way to contact you for any follow-up questions.

8. A Polite Closing and Signature 

End with a professional closing, thanking the committee for their time and consideration. Your signature should include your full name, title, and affiliation.

Conference Submission Email Template

Here is a conference submission email template that you can adapt for your own use.

Subject: Submission for [Full Conference Name]: [Your Paper Title]

Dear [Dr. Last Name / Conference Committee],

I hope this email finds you well.
My name is [Your Name], and I am a [Your Position] at [Your Institution]. I am writing to formally submit my paper (or abstract) titled, "[Your Paper Title]," for consideration at the upcoming [Conference Name], which will be held in [Conference Location] on [Conference Dates].

My research focuses on [briefly summarize your research topic and key findings in 1-2 sentences]. I believe this work is a strong fit for the conference, particularly for the [mention relevant track, theme, or session] session.

As per the submission guidelines on the conference website, I have attached my manuscript [or abstract] for your review. The file has been named and formatted according to the specified requirements.

Please do not hesitate to contact me if any additional information is required.

Thank you for your time and consideration. I look forward to the opportunity to contribute to the conference.

Best regards,

[Your Full Name]
[Your Title/Position]
[Your Department, University/Institution]
[Your Email Address]
[Your Phone Number] (Optional)
[Link to your academic profile or LinkedIn] (Optional)

Additional Tips for Writing a Strong Submission Email

• Always Follow the Guidelines: Before you hit "send," go back to the conference website and re-read the submission guidelines. Check for deadlines, required file formats (e.g., PDF, .docx), and file-naming conventions.
• Triple-Check Your Attachments: Ensure you have attached the correct, final version of your file. Sending an email without the attachment is a common and embarrassing mistake.
• Proofread Everything: Read your email and your attached documents carefully to catch any spelling or grammatical errors. A polished, error-free submission appears far more professional.

Frequently Asked Questions (FAQ) 

Q: How long should I wait before sending a follow-up email if I don't get a confirmation?

A: Give it one to two weeks. If the conference website states that you should receive an automated confirmation and you haven't, you can follow up sooner. Your follow-up email should be a polite inquiry to confirm they received your submission.

Q: What is the best time to send a conference submission email?

A: Try to send it during regular business hours on a weekday. This increases the chance it will be seen during the workday. Most importantly, do not wait until the last minute of the deadline day to submit.

Q: Should I send both an abstract and a full paper?

A:Check the conference's guidelines. Some only require abstracts; others need full papers.

Conclusion

A strong academic conference submission email should be clear, professional, and aligned with the conference's requirements. By following the structure and sample template above, you will make a positive impression and increase the chances of your paper being accepted.

Looking for more academic writing resources? Check out our related guides on How to Respond to Academic Conference Invitations and What to Wear to an Academic Conference.

For more international academic conference resource, please visit Aischolar.