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Key Takeaways
• The corresponding author is the single point of contact between the research team and the journal, from submission through publication and beyond.
• Corresponding author status is about communication responsibility, not seniority or the amount of work contributed; first authorship reflects the latter.
• Graduate students and postdocs can serve as corresponding author, but only if they can guarantee reliable, long-term access to a contact email.
• If a corresponding author loses access to their institutional email, they must update their contact details with the journal as soon as possible to avoid missed communications.
Contents
· What Does a Corresponding Author Do?
· Responsibilities Before Submission
· Responsibilities After Submission
· Tips for First-Time Corresponding Authors
· Guidelines for Journal Communication
· Corresponding Author vs First Author: What Is the Difference?
· Should Graduate Students or Postdocs Serve as Corresponding Author?
· What Happens if the Corresponding Author Loses Institutional Email Access?
· Best Practices for Corresponding Authors
Glossary of Key Terms
|
Term |
Definition |
|
Corresponding author |
The author designated to communicate with the journal and readers on behalf of all co-authors. |
|
First author |
The author, usually listed first, credited with the largest individual contribution to the research. |
|
Co-author |
Any author listed on a paper besides the corresponding and first author. |
|
Manuscript submission system |
The online portal, such as Editorial Manager or ScholarOne, used to submit and track a paper. |
|
ORCID |
A unique digital identifier that links a researcher to their publications across journals and databases. |
|
Proof |
The formatted version of an accepted article sent to the corresponding author for a final check before publication. |
|
Conflict of interest disclosure |
A statement listing any financial or personal relationships that could bias the research. |
|
Retraction |
The formal withdrawal of a published paper, usually due to errors, misconduct, or ethical violations. |
|
Reprint request |
A request from a reader or organization for a copy of a published article, sent to the corresponding author. |
What Does a Corresponding Author Do?
The corresponding author is the designated contact person for a manuscript. They manage submission, respond to editors and reviewers, and answer questions from readers once the paper is published. This role usually falls to the senior researcher who supervised the project, though this is not a fixed rule.
Because journals and readers rely on one clear contact, the corresponding author’s name and email address appear on the published paper itself, usually marked with an asterisk or a small envelope symbol next to their name.
Responsibilities Before Submission
Before a manuscript is submitted, the corresponding author takes on several coordination duties that keep the process organized and reduce the risk of delays or disputes later.
Choosing the Corresponding Author
Teams typically choose the corresponding author early, often the principal investigator, lab head, or senior supervisor. Some fields allow co-corresponding authors when two labs contribute equally. The choice should be discussed openly and agreed upon by all co-authors before submission, not decided unilaterally.
Preparing Submission Materials
• Confirming the author list, order, and affiliations with every co-author.
• Collecting signed conflict of interest and copyright forms.
• Creating an account on the journal’s manuscript submission system.
• Verifying that all co-authors have approved the final manuscript version.
• Registering or confirming an ORCID identifier, if required by the journal.
Responsibilities After Submission
Once the manuscript is submitted, the corresponding author’s workload shifts from preparation to ongoing communication. This phase can last anywhere from a few weeks to over a year, depending on the journal and field.
During Peer Review
• Tracking the manuscript’s status in the submission portal.
• Receiving and distributing reviewer comments to co-authors.
• Compiling and submitting the point-by-point response to reviewers.
• Communicating with the editor about deadlines or extensions.
See also: The Peer Review Process: A Guide to Successful Publication
After Acceptance
• Reviewing and approving the copyedited proof within the given deadline.
• Signing the final publication or licensing agreement.
• Confirming figures, tables, and supplementary files display correctly.
• Paying or arranging payment for any article processing charges.
Post-Publication Duties
After publication, the corresponding author continues to represent the paper publicly. They field questions from other researchers, share data or materials on request, issue corrections if errors are found, and manage any reprint requests. If misconduct or a serious error is alleged, they are usually the first point of contact for the journal’s investigation.
Tips for First-Time Corresponding Authors
Before you submit
- Confirm every co-author has reviewed and approved the final manuscript, including author order and affiliations, before you hit submit.
- Save the journal’s author guidelines locally; formatting rejections at this stage are common and avoidable.
- Set up your ORCID profile in advance if the journal requires it, so submission doesn’t stall on a missing ID.
During review
- Check the submission portal weekly rather than waiting for email alerts alone; some notifications land in spam.
- When reviewer comments arrive, share them with co-authors quickly and set an internal deadline a few days before the journal’s actual deadline.
- Keep your response-to-reviewers document organized point by point; editors and reviewers appreciate a clear, numbered structure.
After acceptance
- Read the proof carefully, especially author names, affiliations, and figure labels; errors are far harder to fix once published.
- Note the proof deadline immediately; these windows are often just 24-48 hours.
- Clarify early who is responsible for any article processing charge, so payment doesn’t hold up publication.
Long-term habits
- Use an email address you expect to control for years, not one tied to a program or position that will end.
- Keep a personal archive of the submission, reviews, and final proof; you may need these long after publication.
- Agree with co-authors ahead of time on who fields post-publication questions, especially if you expect to change institutions.
Guidelines for Journal Communication
Clear, professional communication with a journal keeps a manuscript moving and protects your relationship with editors over the long term. The tips below cover the main touchpoints a corresponding author manages, from first contact to handling disagreements.
Writing to editors
Editors manage dozens or hundreds of manuscripts at once, so emails that get straight to the point are more likely to get a fast, useful reply. A little formality also goes a long way in setting the right tone.
- Keep emails brief and specific; state the manuscript ID, title, and your question in the first two lines.
- Use a professional, neutral tone even when frustrated by delays; editors handle many manuscripts at once.
- Address the editor by name and title when known, rather than a generic greeting.
Responding to reviewers
Reviewer comments can feel personal, especially on a first paper, but a calm, thorough response is what actually moves a manuscript toward acceptance. Treat the exchange as collaborative rather than adversarial.
- Thank reviewers for their time before addressing critiques, even sharply worded ones.
- Address every comment individually and explain any disagreement with evidence, not just assertion.
- Avoid defensive language; frame pushback as “we respectfully believe” rather than disputing the reviewer’s competence.
Following up on delays
Delays are normal in academic publishing, and timing your follow-up well matters more than the wording. Too early, and you risk looking impatient; too late, and a manuscript can sit forgotten.
- Wait at least 2-3 weeks past the journal’s stated review timeline before sending a status inquiry.
- Keep follow-up emails short: reference the manuscript ID, submission date, and a polite request for an update.
- Avoid sending repeated follow-ups within days of each other; this can slow rather than speed up a response.
See also: Manuscript Submission Process: A Step-by-Step Guide for First-Time Authors
General etiquette
Good etiquette is less about any single email and more about consistent habits that keep co-authors informed and your own records intact.
- CC all co-authors on major correspondence, such as decisions, revisions, and proofs, to keep everyone informed.
- Reply to editor emails within 48-72 hours where possible, even if just to acknowledge receipt.
- Keep a dated record of every email exchange with the journal in case questions arise later.
Handling difficult exchanges
- If an editor’s or reviewer’s comment feels unclear, ask for clarification rather than guessing at intent.
- If you disagree with a rejection, request more detail on the reasoning before deciding whether to appeal.
- Never escalate a disagreement publicly, such as on social media; work through the journal’s formal channels first.
Corresponding Author vs First Author: What Is the Difference?
The corresponding author handles communication and administration; the first author usually did most of the hands-on research. The two roles often overlap in small labs but are distinct in larger, multi-author teams.
|
Aspect |
Corresponding Author |
First Author |
|
Main role |
Point of contact for the journal and readers |
Primary contributor to the research and writing |
|
Typical seniority |
Often senior, such as a professor or PI |
Often junior, such as a student or postdoc |
|
Listed position |
Marked with a symbol, not by list order |
Usually listed first among the authors |
|
Key duty timing |
Spans submission through post-publication |
Concentrated during the research and drafting phase |
|
Can be the same person? |
Yes, frequently in small teams |
Yes, frequently in small teams |
Should Graduate Students or Postdocs Serve as Corresponding Author?
Yes, but only when they can maintain reliable contact for years after publication, since students and postdocs often change institutions and lose access to their university email address.
Many fields still default to the principal investigator as corresponding author because faculty retain a stable institutional email for their entire career. However, it is increasingly common, and often encouraged, for a graduate student or postdoc who led the analysis and writing to serve as corresponding author, especially in fields that value recognizing early-career contributions.
Before agreeing to this, students and postdocs should consider a few practical points.
• Whether they will have a working email address 2-5 years from now, when readers may still write in.
• Whether their advisor is available as a backup contact if they become unreachable.
• Whether their field’s norms favor early-career researchers taking on this role.
• Whether they are prepared to handle post-publication queries, corrections, or misconduct inquiries.
What Happens if the Corresponding Author Loses Institutional Email Access?
If the corresponding author loses institutional email access, they should immediately notify the journal and update their contact information, since most publishers allow authors to change the listed email even after publication.
Losing access is common after graduation, a job change, or retirement. Journals generally recommend the following steps to keep communication uninterrupted.
• Contact the journal’s editorial office directly and request an update to the corresponding author’s email.
• Use a personal or professional email that is unlikely to change, such as one tied to a personal domain.
• Register or update an ORCID profile, since some journals link contact details to it.
• Ask a co-author, often the original supervisor, to serve as an interim contact during the transition.
Some journals require a formal correction notice to update the listed email on the published version, while others simply update their internal records. Either way, delays in updating this information can mean missed requests for data, corrections, or retraction inquiries, so authors should act quickly once they know their access will end.
Best Practices for Corresponding Authors
• Use an email address you expect to control for at least 5-10 years, not a temporary one.
• Keep copies of all correspondence with the journal, reviewers, and co-authors.
• Set calendar reminders for proof deadlines, which are often just 24-48 hours.
• Agree with co-authors in advance on who answers post-publication questions.
• List a secondary contact or backup author when possible, especially for early-career researchers.
Frequently Asked Questions
Can there be more than one corresponding author on a paper?
Yes, many journals allow two or more co-corresponding authors, often marked with matching symbols, when multiple labs or institutions contributed equally to the work.
Does the corresponding author get more credit than the first author?
No, corresponding authorship does not automatically carry more credit than first authorship. Credit depends on the field’s norms, the specific contributions made, and how hiring or promotion committees weigh each role.
Who pays the article processing charge, the corresponding author or the institution?
The corresponding author is usually billed first, but the charge is often paid by their institution, grant funds, or a library agreement, depending on the journal’s policy and the author’s funding source.
Can a corresponding author be changed after a paper is published?
Yes, though it typically requires contacting the journal’s editorial office and, in some cases, publishing a formal correction notice if the change affects the official published record.
What email should a corresponding author use if they are leaving academia?
A personal email address tied to a domain they control long-term is safer than a soon-to-expire institutional address, since journals may need to reach them years after publication.
Is the corresponding author responsible if the paper is retracted?
The corresponding author is usually the journal’s first point of contact during a retraction investigation, but responsibility for any misconduct is assessed individually among all listed authors.
Do journals verify the corresponding author’s identity or affiliation?
Many journals now ask for an ORCID identifier and institutional affiliation at submission, and some verify this information before publication to reduce fraud and authorship disputes.
Should a postdoc list their advisor or themselves as corresponding author?
This depends on lab norms and who will remain reachable long-term. Many labs list the advisor as a stable backup contact even when the postdoc leads the correspondence during review.
This article was originally published on September 3, 2024, and updated on July 8, 2026.
