Crafting a Professional Submission Email

While most conferences use an online system, you might occasionally need to send a submission email, especially for inquiries or special sessions. A well-written email shows professionalism and respect.

• Subject Line: Make it clear and concise. Include the conference name, your purpose, and your paper ID if you have one.

  • Good Example: Submission Inquiry for [Conference Name] - Paper ID: 123

• Salutation: Address the conference chairs or program committee members by name if possible. Otherwise, use a formal title.

  • Example: "Dear [Conference Chair's Name]," or "Dear Program Committee Members,"

• Body: Keep it brief and to the point.

  • Introduce Yourself: State your name, affiliation, and the title of your paper.

  • State Your Purpose: Clearly explain why you are writing. Are you submitting a paper, or do you have a question about the process?

  • Attach Your Files: Ensure all necessary files are attached, including your paper in the required format (PDF is standard).

• Closing: End with a professional closing.

  • Example: "Sincerely," or "Best regards," followed by your full name and contact information.

Navigating the Online Submission System

Most reputable conferences use a standardized online submission system like EasyChair, Microsoft CMT, or EDAS. While the exact steps might vary slightly, the general process is the same.

1. Create an Account: You'll need to register and create an account on the submission system's website. If you've used the system before, log in with your existing credentials.

2. Start a New Submission: Click the "New Submission" or "Submit a Paper" button.

3. Fill in Author Information: Accurately enter the details for all authors, including their names, affiliations, and email addresses. Pay close attention to the order of authors.

4. Enter Paper Details:

   • Title and Abstract: Copy and paste your paper's title and abstract into the designated fields.

   • Keywords: Select or type in keywords that best describe your research. These help the chairs assign your paper to the right reviewers.

   • Topics: Choose the relevant topics or tracks that match your paper. This is a crucial step for getting your paper to the appropriate experts.

5. Upload Your Paper: Upload your paper file (usually in PDF format) and any supplementary materials. Double-check that your paper follows the conference's formatting and anonymization guidelines (if required for a blind review).

6. Review and Finalize: Before clicking "Submit," review all the information you've entered. Once submitted, the system will provide you with a unique paper ID.

By following these steps, you can confidently navigate the submission process and ensure your hard work reaches the reviewers correctly.