Supplying contact details for authors

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Even before the readers of your paper reach the abstract, they will see your institutional affiliation and address. Readers use this address and related items of information such as the e-mail id and the telephone number when they wish to contact you. Providing this information is important because readers may want to contact you to request a copy of the article. Even more importantly, they may wish to become acquainted with you as a potential collaborator, speaker, or reviewer or to consult you on similar research. Such networking and outreach opportunities are invaluable to researchers. Therefore, it is imperative that you provide accurate and up-to-date information. This post covers a few details that are sometimes overlooked by authors in supplying these items of information.

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Sometimes, the author's current affiliation address is different from the place where the work being reported in the paper was carried out. In such cases it is customary to show the author's affiliation as the place where the work was carried out as well as supply the current address separately, usually as a footnote. This e-mail id should preferably be the workplace id of the author and not a personal id (typically given by web-based services such as gmail, yahoo, and hotmail).

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Similarly, when supplying the telephone number, it is usual to give the workplace telephone number where the author can be reached and not the author's home or mobile phone number. Make sure you include the country code and region code in all telephone and fax numbers.

It is not only readers who may wish to contact you but also journal editors. After a manuscript is submitted, journal editors use the corresponding author’s email, telephone/fax number, or postal address to send updates on the manuscript progress or to request further information. If an author gives incorrect information or gives contact details where the author may be hard to reach, it could result in delays in the publication process or even to rejection of the manuscript.

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In sum, it is important to provide accurate and up-to-date contact details to avoid delays in the submission process.

Typically, journals give detailed instructions on how to present authors’ contact information in their instructions for authors. Follow these carefully and make sure that you provide all the contact details that the journal asks for.

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