Introduction
Submitting an abstract is a key step in sharing your research or ideas with a wider audience. A good abstract submission email can make all the difference in getting your proposal noticed. Whether you’re submitting to an academic conference or a professional event your email is the first impression to the conference organisers.
This article will walk you through how to write a clear and professional abstract submission email, provide templates and tips to avoid common mistakes. Follow this guide and you’ll increase your chances of success when submitting an abstract for a conference and your communication will be polished and effective.
For more on writing emails check out our guide on how to write a professional email.
Abstract Submission Emails
An abstract submission email is the formal email used to submit your research proposal or paper to a conference. It will include the title of your abstract, a short summary and any attachments required by the conference such as your bio or full abstract. It’s the first point of contact between you and the conference organisers or review committee so professionalism and clarity is key.
A good abstract submission email will help your proposal get noticed in the selection process. With many abstracts submitted for every conference committee members will prioritise well organised and direct communication. The email must make a good impression, show you pay attention to detail and respect for the submission guidelines.
Here are the reasons why writing a good abstract submission email matters:
- First impression: Your email is the first contact conference organisers have with you. A clean email shows professionalism.
- Clarity and brevity: Organisers are busy and a clear well structured email means your submission is understood without unnecessary back and forth.
- Respect for guidelines: Following the submission requirements shows you are professional and can follow the conference’s rules.
By understanding the abstract submission email and taking the time to write it well you’ll increase your chances of getting your proposal reviewed positively.
To gain deeper insights into conference abstract submissions, refer to The American Psychological Association's (APA) Abstract Submission Guidelines for tips on meeting conference requirements. Additionally, explore Springer’s Advice for Writing Effective Conference Abstracts to ensure your submission meets international standards for conferences.
Abstract Submission Email Components
When submitting an abstract to a conference you need to structure your email correctly. Each part of the email has a purpose from the subject line to the closing. Below are the components of an abstract submission email.
1. Subject Line
Your subject line should be short and to the point. Make sure to include keywords like "Abstract Submission" and the conference name so the recipient knows what the email is about.
Example:
2. Formal Salutation
Always use a formal greeting especially if you know the name of the recipient. If you don’t know the recipient’s name use a general greeting like "Dear Conference Committee" or "Dear Organising Team".
Example:
3. Introduction
Introduce yourself briefly and state the purpose of your email – submitting your abstract. Mention the title of your abstract early in the email to set the context.
Example:
4. Body
This section should provide more information about your abstract and any attachments. Include a short summary of your abstract and make sure you reference any attachments like the abstract file and your bio.
Example:
5. Closing and Contact
Close the email nicely and thank the committee for their time. Provide your contact details for follow up.
Example:
6. Footer
Sign off formally with your full name, academic title (if applicable) and any relevant affiliations.
Example:
By following these components you’ll have a professional, clear and complete email that makes it easy for the conference organisers to review and respond to your proposal.
How to Format Your Email for Submitting an Abstract
Writing your abstract submission email correctly is just as important as the content. A well formatted email looks professional and makes it easy for the recipient to quickly get your message. In this section we’ll show you the formatting tips to make your email easy to read and get noticed.
1. Subject Line: Be Clear
Your subject line should be short and to the point. It should convey the purpose of the email so it’s not ignored.
Example:
2. Use Formal Greeting
Always start with a formal greeting. Never use “Hi” or “Hello”. Use “Dear [Recipient’s Name]” if you know the person’s name or “Dear Conference Committee” if you are sending to a general email address.
Example:
3. Keep Sentences Short
Use short sentences so your email is easy to scan. Start with a brief intro, then detail, and end with a polite close. Long blocks of text can overwhelm the reader and make them miss important details.
Example:
- Intro: Introduce yourself and state you are submitting an abstract.
- Body: Describe your abstract, mention attachments and refer to conference requirements.
- Close: Thank the committee for their time and say you’ll provide more info.
4. Attach Documents Correctly
When attaching files like your abstract, bio or any other required documents make sure they are named correctly. File names should be descriptive and professional like “YourName_Abstract_Conference2024.pdf” or “YourName_Bio.pdf”.
Example:
5. Sign off Professionally
Close the email with a formal closing and your full name, title (if applicable) and contact details so the recipient can easily get in touch with you.
Example:
6. Check Before Sending
Before you hit send, take a quick look over your email for any spelling, grammar or formatting errors. Double check all attachments are included and file names are correct. A quick review will help you look professional.
Template
Follow these tips and you’ll have a professional and easy to read abstract submission email and increase your chances of a positive response from the conference committee.
Tips for Writing a Successful Abstract Submission Email
A successful abstract submission email is more than just a template. You need to get the tone right, provide the necessary info and avoid the common mistakes that can hurt your submission. Here are some practical tips to help you write a winning email.
1. Keep it Short and Sweet
Conference organisers and reviewers are bombarded with submissions. A short and to the point email is more likely to be read and liked. Don’t waffle and stick to the essentials: who you are, what your abstract is about and what you have attached.
Tip: Keep it to 2-3 short paragraphs so your main points stand out.
2. Be Formal and Polite
Your tone should always be respectful and professional. Avoid casual language or abbreviations. Using formal language shows you take the conference and the organisers seriously.
Tip: Phrases like “I would like to submit” or “Please find attached” are better than casual expressions like “I’m sending over” or “Here’s my paper”.
3. What’s New in Your Abstract
Briefly state what’s new in your abstract. If your research presents new findings, a fresh perspective or fills a gap in the field, include that in a sentence or two. This gives the reviewer a reason to be interested in your submission from the get go.
Example:
4. Personalise the Email (If You Can)
If you know the name of the conference organiser or the person reviewing abstracts, address them directly. Personalisation shows you’ve done your research and aren’t sending a mass email. It also makes the email more interesting for the reader.
Tip: Use “Dear Dr. [Last Name]” or “Dear [Conference Chair’s Name]” if you can, rather than “Dear Committee”.
5. Check Twice
Grammar, spelling or formatting errors can ruin the professionalism of your email. A badly written email might suggest you haven’t put enough effort into your submission and could harm your impression.
Tip: You can use MailMaestro's Improve with AI functionality, to let your email assistant proofread the email for you.
6. Don’t Make These Mistakes
- Missing Attachments: Make sure all required documents are attached before you send.
- Vague Subject Lines: Use a clear and concise subject line so your email gets opened.
- Casual Language: Stay professional all the way to the end.
- Overwhelming the Reader: Keep it simple and relevant. Don’t bog the recipient down with unnecessary info.
7. Follow Conference Rules
Each conference has its own rules for submitting your abstract and any supporting materials. Always check these guidelines and make sure your email adheres to them. Submitting without following the rules could mean your submission gets ignored or rejected.
Tip: State in the email that you’ve followed the guidelines so the organiser knows your materials meet their requirements.
Example of a good abstract submission email:
By keeping your email professional, short and personalised you’ll make a good impression on conference organisers and increase your chances of getting your abstract accepted.
Example of a Well-Written Email for Abstract Submission
Writing a good abstract submission email requires structure, content and attention to detail. In this chapter we’ll dissect a real example of an abstract submission email and highlight what makes it work.
Example Email:
Why This Email Works:
1. Clear Subject Line: The subject line is short and to the point, stating that it’s an abstract submission, the conference name and abstract title. So the recipient knows what to expect.
Example:
2. Formal Greeting and Polite Opening:
The email starts with a formal greeting and a polite intro. The sender includes their name and abstract title early on so the recipient knows who they are and why they are writing.
Example:
3. Brief Description of the Abstract:
The sender gives a short summary of the abstract, what’s new and why it fits with the conference theme. So the recipient can quickly work out if it’s relevant.
Example:
4. Attachments Mentioned:
The email mentions the abstract and bio are attached so the recipient knows what to expect in the attachments. Also shows the sender has followed the guidelines.
Example:
5. Polite Closing and Contact Information:
The email closes with a thank you, looking forward to feedback and contact details for follow up. Professional tone.
Example:
6. Professional Signature:
The signature includes the sender’s full name, title, organisation and contact info so the recipient can easily get in touch.
Example:
Summary:
- Simple and Clear
- Formal
- Detailed but Brief
- Follows guidelines
What to do After Submitting Your Abstract
You’ve sent your abstract. Now the waiting game begins. But there are a few things to do after submitting your abstract to keep the communication flowing and increase your chances of success.
1. Check Your Submission Was Received
After sending your abstract, it’s a good idea to check it was received. Many conferences send an automated email when they receive your submission. But if you don’t get one within a few days, it’s okay to send a polite follow up to make sure your submission didn’t get lost.
Example of a Follow-Up Email:
This shows you’re on top of things without being annoying.
2. Wait
Conference organizers review hundreds of abstracts and it takes time. Be patient and wait for the deadline to pass before following up again. Most conference websites will have a timeline for when you can expect to hear back about your submission.
If the review period goes beyond the deadline, a polite inquiry is okay.
Example Inquiry:
3. Responding to Acceptance or Rejection
If Accepted: Yay! Respond quickly, thank the organizers and confirm your attendance. Review the next steps which might include preparing your presentation, registering for the conference or submitting additional materials.
Example Response to Acceptance:
If Rejected: Rejection is part of the game. Respond professionally. Thank the organizers for their time and ask for feedback if you can. Feedback is good for future submissions.
Example Response to Rejection:
4. Next Steps
After your abstract is accepted there may be deadlines for registering, finalizing presentations or submitting handouts. Make sure to meet all deadlines and submit any additional materials on time. Stay professional and organized throughout this process.
5. Get Organized
Keep all communication related to your submission including confirmation emails, acceptance notices and instructions in a folder or label in your email. This will help you stay on top of things and not miss any updates.
Takeaways:
- Check if your abstract was received if no confirmation email is sent.
- Be patient but feel free to inquire after the review period.
- Respond professionally to both acceptance and rejection emails.
- Meet all deadlines and requirements once your abstract is accepted.
By following these tips you’ll be professional and responsive throughout the whole process and increase your chances of success and good relationship with the conference organizers.
Conclusion
Writing a professional abstract submission email is key to making a good first impression. By following this guide—using clear formatting, concise writing and following the submission guidelines—you’ll be more likely to succeed. Remember to check, be patient and respond.
Following these tips ensures that your abstract submission stands out and sets you up for a positive conference experience.
To write perfect abstract submission emails, try our AI email assistant, MailMaestro. It will write messages for you from scratch or improve your existing drafts using the power of AI.
follow-up on our previous call, ask if he’s ready to start cooperation let him know that our discount ends tomorrow ask him if he had time to calculate roi
