Strategies to Prevent Delays for Your Journal Submission

Introduction

Submitting a research paper to an academic journal is an essential step in scholarly publishing, but delays in the submission and review process can hinder progress. Delays can occur for various reasons, including incomplete submissions, failure to follow journal guidelines, lack of timely responses to revisions, and issues in manuscript preparation. Addressing these challenges proactively can significantly reduce submission delays and increase the chances of a smooth review process.

This article explores effective strategies to prevent delays for journal submissions, ensuring timely manuscript preparation, adherence to guidelines, and smooth communication with journal editors and reviewers.

1. Choosing the Right Journal Early

Selecting an appropriate journal before starting manuscript preparation helps streamline the submission process.

1.1 Identifying Suitable Journals

Use journal finder tools like Elsevier’s Journal Finder, Springer’s Journal Suggester, or Web of Science to find the best-fit journal for your research.
Consider impact factor, target audience, and acceptance rate.
Ensure your paper aligns with the journal’s scope and research focus.

1.2 Checking Journal Requirements

Review the author guidelines for formatting, word count, citation style, and manuscript structure.
Identify whether the journal requires structured abstracts, specific data presentation formats, or supplementary materials.
Determine open-access policies, submission fees, and ethical guidelines.

✅ Tip: Keeping a shortlist of journals helps avoid last-minute decisions that delay submission.

2. Preparing the Manuscript Efficiently

A well-prepared manuscript minimizes the chances of delays due to formatting errors, missing sections, or content inconsistencies.

2.1 Following Journal Formatting Guidelines

Use the correct file format (e.g., Word, LaTeX, PDF).
Structure the paper according to the journal’s sections (e.g., Introduction, Methods, Results, Discussion).
Ensure figures and tables are numbered and referenced correctly.
Use the required citation style (APA, MLA, Chicago, etc.).

2.2 Writing a Clear and Concise Paper

Keep the writing clear, concise, and free of jargon.
Ensure logical flow between sections.
Include a strong conclusion that summarizes key findings.

✅ Tip: Using reference management software (Zotero, EndNote, Mendeley) ensures accurate citations and reference formatting.

3. Conducting Thorough Internal Review and Proofreading

Many manuscripts face delays due to minor grammatical errors, unclear language, or missing references.

3.1 Engaging Co-Authors for Review

Share the draft with co-authors for feedback.
Ensure each author has reviewed and approved the final manuscript before submission.

3.2 Using Language Editing Services

If English is not your first language, consider using professional editing services to improve clarity and readability.
Tools like Grammarly, Hemingway Editor, and Paperpile help refine writing quality.

✅ Tip: Ask a colleague outside your field to review the manuscript for clarity.

4. Preparing Supplementary Materials in Advance

Missing supplementary materials can delay manuscript processing and review.

4.1 Common Supplementary Materials Required

Cover letter: A professional and concise letter addressed to the journal editor, highlighting the significance of your study.
Ethical approval documents (for studies involving human or animal research).
Data availability statement (if the journal requires data sharing).
Figures and tables in high-resolution format (TIFF, PNG, or EPS).
Author contribution statement (if required by the journal).

✅ Tip: Keep a checklist of required materials to ensure nothing is missing.

5. Managing Co-Author Contributions and Approvals

Disagreements or delays in co-author contributions can slow down submission.

5.1 Establishing Roles Early

Define each co-author’s responsibilities and contributions at the beginning.
Use tools like Google Docs, Overleaf (for LaTeX users), or Microsoft Word with tracked changes to facilitate collaboration.

5.2 Obtaining Final Approvals

Ensure all co-authors review and approve the final version before submission.
Avoid last-minute disputes by setting clear deadlines for co-author feedback.

✅ Tip: Use project management tools like Trello or Asana to keep track of progress.

6. Avoiding Ethical and Compliance Issues

Failure to comply with ethical standards can lead to rejection or delay.

6.1 Checking for Plagiarism and Self-Plagiarism

Use plagiarism detection tools such as Turnitin or iThenticate to check for similarity with published work.

6.2 Addressing Authorship and Ethical Concerns

Ensure that all listed authors meet authorship criteria.
If the study involves human participants, include ethics approval and informed consent details.

✅ Tip: Address all potential ethical issues in the cover letter to avoid unnecessary questions from editors.

7. Submitting a Complete and Well-Organized Manuscript

Ensuring a smooth submission process minimizes the risk of editorial desk rejection or return for missing elements.

7.1 Using Online Submission Portals Correctly

Register an account with the journal’s submission system (e.g., Editorial Manager, ScholarOne, or Manuscript Central).
Fill in all required fields accurately, including keywords and funding sources.
Upload all necessary files in the correct format and order.

7.2 Writing an Effective Cover Letter

A well-crafted cover letter should:

Address the editor by name.
State the title of the manuscript and its significance.
Explain why the manuscript is suitable for the journal.
Include a declaration of no conflicts of interest.

✅ Tip: Many journals provide submission checklists—review these before clicking “submit.”

8. Following Up on the Submission

After submission, tracking the manuscript’s status and responding promptly can help avoid unnecessary delays.

8.1 Monitoring Submission Status

Most journals allow authors to track their manuscript’s progress.
If there is no update after 6–8 weeks, a polite inquiry can be sent to the editor.

8.2 Responding to Editorial Requests Promptly

If the editor requests additional information or corrections, respond as soon as possible.
If revisions are required, follow the point-by-point response format addressing each reviewer comment.

✅ Tip: Keep a record of correspondence with the journal for reference.

9. Preparing for Possible Resubmission

If the manuscript is rejected, be prepared to submit it to another journal.

9.1 Revising Based on Feedback

Address any major concerns raised by reviewers before submitting elsewhere.

9.2 Selecting an Alternative Journal Quickly

Have backup journals identified in case the initial submission is unsuccessful.

✅ Tip: Avoid multiple simultaneous submissions unless permitted by journal policies.

Conclusion

Delays in journal submissions can be frustrating but are largely preventable with proper planning, thorough manuscript preparation, and proactive communication. By selecting the right journal, following formatting guidelines, ensuring complete submissions, and engaging co-authors effectively, researchers can streamline the submission process and improve the likelihood of timely publication.

Implementing these strategies will not only prevent delays but also increase the overall success rate of journal submissions. The key to successful academic publishing is organization, attention to detail, and effective collaboration.