How to write a cover letter and respond to reviewers

1. Communicating with Journals
Prof. Dr. Ron Martinez
PRPPG7000 - Academic Writing in English

3. Syllabus outline
• 15/08 - Introduction
• 22/08 - IMRaD, Most common errors,
electronic tools
• 29/08 - Strategic planning for your article:
CARS and other approaches
• 05/09 - Title, Abstract e Introduction
• 12/09 - Writing your Introduction
• 19/09 - Coherence, cohesion and clarity, and
use of authorial voice
• 26/09 - (Introduction due) The Results
section
• 03/10- No class (SIEPE)
• 10/10 - The Discussion section
• 17/10 - Discussing and Concluding
• 24/10 - Writing (no class)
• 31/10 - Plagiarism (Students exchange
articles)
• 07/11 - Predatory journals
• 14/11 - (Feedback due) The submission
process

4. Today...
•Brief recap of last week (predatory journals)
•Cover letters
•Responding to reviewers
•How to submit your article (1st draft!)

28. October 30, 2017
By Gina Kolata

36. Cover letters

37. Usually required (sometimes in
a electronic form)
"Each manuscript is to be
accompanied by an electronic
cover letter outlining the basic
findings of the paper and their
significance."

38. Usually required (sometimes in
a electronic form)
"Each manuscript is to be
accompanied by an electronic
cover letter outlining the basic
findings of the paper and their
significance."

39. Usually required (sometimes in
a electronic form)
"Each manuscript is to be
accompanied by an electronic
cover letter outlining the basic
findings of the paper and their
significance."

40. Cover letters: what we will focus on today...
1. Why is a cover letter important?
2. What is a typical structure?
3. Important tips
4. Example

41. Why important?

42. Why important?
• First impression! (Extra care with English/Portuguese)

43. Why important?
• First impression! (Extra care with English/Portuguese)
• Your chance to “sell” to the editor

44. Why important?
• First impression! (Extra care with English/Portuguese)
• Your chance to “sell” to the editor
• State that your submission is original and has no conflicts
of interest

45. Why important?
• First impression! (Extra care with English/Portuguese)
• Your chance to “sell” to the editor
• State that your submission is original and has no conflicts
of interest
• Mention it comes from a thesis/dissertation (if already
published)

46. Why important?
• First impression! (Extra care with English/Portuguese)
• Your chance to “sell” to the editor
• State that your submission is original and has no conflicts
of interest
• Mention it comes from a thesis/dissertation (if already
published)
• Write it carefully, show it to others (CAPA can help, too)

47. Cover letters: typical structure
1.Brief summary of the research
2.Why important (What’s new?)
3.Why you chose this journal
4.Declaration that you have not submitted elsewhere
5.(sometimes) Recommended reviewers - or even ones you
would prefer to avoid (e.g. due to conflict)

48. Personal example

49. 1
2
3
• Brief (1-sentence) summary of research
• Why important (and what’s new)
• Why this journal
1
2
3

50. On our site: Cover Letter Template (Word)

58. How to (not) reply to reviewers

59. Coming soon to your email inbox...

61. Good news?
Read and decide...

66. How to (not) reply to reviewers
DON’T
• Be defensive
• Reply to every single point
• Automatically agree with
all criticisms
• Reply with “emotion”
DO

67. How to (not) reply to reviewers
DON’T
• Be defensive
• Reply to every single point
• Automatically agree with
all criticisms
• Reply with “emotion”
DO
• Start by thanking the reviewers
• Reply to key comments
• If you don’t agree, then stand
ground!
• Respond specifically and in an
organized way

68. On our website...

69. First say thanks

70. Briefly describe what you did

71. It may take a
while, but
you’ll get
there!

77. Dooley & Sweeny (2017): Key findings

78. Dooley & Sweeny (2017): Key findings
• Those with less experience wait editor decision most anxiously

79. Dooley & Sweeny (2017): Key findings
• Those with less experience wait editor decision most anxiously
• Those with least experience sometimes overconfident

80. Dooley & Sweeny (2017): Key findings
• Those with less experience wait editor decision most anxiously
• Those with least experience sometimes overconfident
• Having at least one “success” makes the wait easier

81. Dooley & Sweeny (2017): Key findings
• Those with less experience wait editor decision most anxiously
• Those with least experience sometimes overconfident
• Having at least one “success” makes the wait easier
• First author(s) may feel most anxious due to “investment”

82. Dooley & Sweeny (2017): Key findings
• Those with less experience wait editor decision most anxiously
• Those with least experience sometimes overconfident
• Having at least one “success” makes the wait easier
• First author(s) may feel most anxious due to “investment”
• Moderating variable is the “importance” of the manuscript

83. Dooley & Sweeny (2017): Key findings
• Those with less experience wait editor decision most anxiously
• Those with least experience sometimes overconfident
• Having at least one “success” makes the wait easier
• First author(s) may feel most anxious due to “investment”
• Moderating variable is the “importance” of the manuscript
• Those more familiar with the “cycle” of publication less likely to
give up

84. Dealing with rejection

87. Now onto your final assignment...

88. Final grade = Participation (15%),
Introduction (35%), Final Article (50%)
Remember...

89. How to submit
1. By 01/02/2019, you will send two emails:
1. One email to your “orientador” with your article and the link (online)
for him/her to evaluate your article. (As complete as possible.)
2. Another email to prppg7000duvidas@gmail.com (Assunto: “Artigo
Final”)
2. Your “orientador” must complete the evaluation by 15/02/2019.
3. You should receive final grades by the end of March.

92. THANKS FOR THE MEMORIES!