Best Practices for Withdrawing a Manuscript – Free Sample Letters

Introduction

Withdrawing a manuscript from a journal is sometimes necessary due to delays in peer review, submission errors, or the need to submit to a different journal. Whether due to personal reasons, ethical concerns, or editorial conflicts, authors must formally notify the journal’s editorial office of their decision in a professional and respectful manner.

A well-written withdrawal letter should be clear, concise, and polite, ensuring that the relationship between the author and journal remains professional for future submissions. This article provides guidelines and free sample letters for withdrawing a manuscript, along with best practices to ensure a smooth process.

1. When Should You Withdraw a Manuscript?

There are several legitimate reasons why an author may need to withdraw their submission from a journal:

1.1. Delays in the Peer Review Process

• If the review process is taking too long, authors may opt to submit elsewhere.
• Before withdrawing, it is advisable to check the journal’s average review timeline.

1.2. Submission to the Wrong Journal

• Sometimes authors mistakenly submit to a journal that is outside their research scope.
• Withdrawing early prevents wasting the editor’s and reviewers’ time.

1.3. Manuscript Errors or Changes in Research Findings

• If the manuscript contains significant errors or the authors wish to update data, it is best to withdraw and revise the study before resubmitting elsewhere.

1.4. Ethical Concerns

• Issues such as plagiarism, duplicate submission, or conflicts of interest may necessitate withdrawal.

1.5. Acceptance by Another Journal

• If a manuscript has been submitted to multiple journals simultaneously, which is generally against journal policies, the author must withdraw it from one of the journals before it is reviewed or published.

2. How to Withdraw a Manuscript Properly

2.1. Steps for a Smooth Withdrawal Process

1. Check the Journal’s Withdrawal Policy

   • Some journals require formal requests before withdrawal is processed.

2. Notify the Editor as Soon as Possible

   • If the paper is under review, withdrawing early prevents wasting reviewer effort.

3. Write a Formal Withdrawal Letter or Email

   • A professional and respectful tone ensures a smooth withdrawal process.

4. Confirm Receipt of Withdrawal

   • Request written confirmation from the journal to avoid disputes.

5. Avoid Resubmitting Immediately

   • Wait until the withdrawal is officially acknowledged before submitting elsewhere.

3. Free Sample Letters for Withdrawing a Manuscript

Below are several sample withdrawal letters tailored to different situations.

3.1. General Withdrawal Letter (Before Peer Review)

Subject: Request to Withdraw Manuscript Submission – [Manuscript Title]

Dear [Editor’s Name],

I hope this email finds you well. I am writing to formally request the withdrawal of my manuscript, “[Title of Manuscript]”, submitted to [Journal Name] on [Submission Date]. Due to unforeseen circumstances, we have decided to withdraw our submission and pursue alternative publication options.

We sincerely appreciate the time and consideration given to our manuscript and apologize for any inconvenience caused. Kindly confirm that our withdrawal request has been processed.

Thank you for your understanding.

Best regards,
[Your Name]
[Institution Name]
[Your Email Address]

3.2. Withdrawal Letter Due to Delays in the Review Process

Subject: Urgent Request to Withdraw Manuscript – [Manuscript Title]

Dear [Editor’s Name],

I hope you are doing well. I am writing to request the withdrawal of my manuscript, “[Title of Manuscript]”, which was submitted to [Journal Name] on [Submission Date]. While we appreciate the opportunity to submit to your journal, we have not received an update on the peer review process despite our follow-up inquiries.

As a result, we have decided to withdraw our manuscript and explore alternative publication options. We sincerely appreciate your editorial team’s efforts and apologize for any inconvenience this may cause.

We kindly request confirmation of the withdrawal at your earliest convenience.

Best regards,
[Your Name]
[Institution Name]
[Your Email Address]

3.3. Withdrawal Letter Due to Manuscript Errors or Revisions Needed

Subject: Withdrawal of Manuscript – [Manuscript Title]

Dear [Editor’s Name],

I am writing to formally request the withdrawal of my manuscript, “[Title of Manuscript]”, submitted to [Journal Name] on [Submission Date]. After further internal review, we have identified substantial errors in our data analysis that require significant revision before resubmission.

To ensure the accuracy and integrity of our work, we have decided to withdraw our manuscript from consideration. We apologize for any inconvenience this may cause and sincerely appreciate your time and effort.

Please confirm once the withdrawal request has been processed.

Sincerely,
[Your Name]
[Institution Name]
[Your Email Address]

3.4. Withdrawal Letter for Ethical Reasons (Duplicate Submission)

Subject: Withdrawal Request – [Manuscript Title]

Dear [Editor’s Name],

I hope you are well. I regret to inform you that my manuscript, “[Title of Manuscript]”, submitted to [Journal Name], was inadvertently submitted to multiple journals simultaneously. I take full responsibility for this mistake and, in accordance with ethical publication standards, I am formally withdrawing this manuscript from your journal.

I sincerely apologize for this oversight and any inconvenience caused. Please confirm that my withdrawal request has been processed.

Thank you for your time and consideration.

Best regards,
[Your Name]
[Institution Name]
[Your Email Address]

3.5. Withdrawal Letter After the Manuscript Has Been Accepted

Subject: Withdrawal of Accepted Manuscript – [Manuscript Title]

Dear [Editor’s Name],

I hope this email finds you well. I am writing to formally request the withdrawal of my manuscript, “[Title of Manuscript]”, which was recently accepted for publication in [Journal Name]. Unfortunately, due to unforeseen circumstances, we are unable to proceed with publication at this time.

We deeply appreciate the time and effort invested by the editorial team and reviewers. We sincerely apologize for any inconvenience this may cause and hope to have the opportunity to submit future work to your journal.

Please confirm the withdrawal process at your earliest convenience.

Sincerely,
[Your Name]
[Institution Name]
[Your Email Address]

4. Best Practices for Withdrawing a Manuscript

4.1. Act Promptly

• The sooner you request a withdrawal, the better—especially if the manuscript is still under review.

4.2. Maintain Professionalism and Courtesy

• Always express gratitude for the editor’s and reviewers’ time.
• Avoid negative remarks or unprofessional language.

4.3. Confirm Withdrawal Before Submitting Elsewhere

• Wait for written confirmation from the journal before resubmitting to another journal.

4.4. Ensure Ethical Conduct

• Avoid simultaneous submissions, which violate journal policies.
• If withdrawing for ethical reasons, acknowledge and rectify the mistake transparently.

Conclusion

Withdrawing a manuscript is sometimes necessary, whether due to delays, submission errors, ethical concerns, or major revisions. A well-written withdrawal letter ensures a smooth and professional interaction with the journal editor.

By following these free sample templates and best practices, authors can maintain good relationships with journal editors and uphold ethical research standards.