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Cover Letter For A Paper Submission Cirp

Authors can only be CIRP members / or must be co-authored or sponsored by a CIRP member

Paper Submission

1 - Submission of your Abstract by November 15th: Please register on the Elsevier Editorial System (EES) to submit your Abstract: http://ees.elsevier.com/cirp. Please submit your Abstract in Word format or in pdf format, and upload your file under the Item: *Manuscript and Description: Abstract.Cooperative works between CIRP members should now be justified at the Abstract stage, with a request letter added to the Abstract explaining why this paper should be considered as a cooperative work.

2 - Submission of the full Paper (called 'Manuscript') by January 20th: Please ensure you submit your full paper manuscript on EES as a revision of your Abstract now mentioning the CIRP STC reference and not as a 'new' submission. You must submit your full Paper in pdf format only (for the time being), following the informal template given in the Guidelines for Authors on the CIRP site (on 2 columns and four pages, with the figures inserted). The pdf version will allow the Editorial Committee reviewers to have an easier reviewing of your paper.

Be careful: after the reviewing by the Editorial Committee in February, you are no longer allowed to modify the list of the authors of your paper.

3 - After approval of the paper: submission of the revised Paper by April 1st: Please ensure you submit your revised paper manuscript on EES as a revision of your previous version and not as a 'new' submission. You must submit your final Paper version in Microsoft Word format (.doc only) and pdf version in addition. The pdf file should be uploaded in EES as Item 'Manuscript', while the source file word format should be uploaded as Item 'Supplementary file'. We suggest you keep your layout on two columns with the figures inserted into the text, so that the typesetters can follow the same layout visible in your pdf version. Please also upload your high resolution figures and tables under jpg in additional files separately on EES so that they can be printed in a better quality.

Deadlines Reminder:

- Your abstract must be submitted online by November 15th the latest.
- Your full paper must be submitted online by January 20th the latest (no hard copy is requested).
- If required, the Certificate of Sponsorship should be sent by email by the sponsor to the CIRP Office (cirp@cirp.net) by January 20th the latest (available in the Member's Dashboard online).

The author of a paper has to accept two commitments (included in the electronic submission form):

- The first commitment certifies that the paper will be orally presented by one of the authors. If such a commitment cannot be given the Editorial Committee will have the right to refuse the paper. Authors who do not attend during the STC paper sessions to orally present their paper without having given a notification and a valid reason will be excluded from submitting a paper for the following two years.

- The second commitment certifies that the author's work has not been previously published/presented elsewhere before next CIRP General Assembly, in any language, and that this work is substantially different from any prior CIRP technical presentation.

In exceptional cases, the Editorial Committee may accept papers of up to six printed pages. In such a case, you must write a letter of justification addressed to the Editorial Committee Chairman. This letter and the manuscript must be uploaded on EES before the paper submission deadline. Papers longer than 4 pages not accompanied by a letter of justification will be rejected.

The official language of CIRP Annals is English. If English is not your mother tongue, make sure that the English is checked by a competent editor. Papers written in what is considered to be poor English will be rejected.

A publication fee will be requested: 66 Euros for 4 printed pages. The fee for additional pages is 25 Euro per page. This is not an Elsevier fee. This is requested by and should be made payable to the CIRP.

Paper Preparation


You must give full details of the title and authors (first name + family name) of your paper in your file (see Template). Mark CIRP Fellows by the number (1) following the name, mark Associate Members by the number (2) and Corporate Members by the number (3).

Affiliations of authors should be indicated by superscript numbers. Do not use academic titles. (Prof. Dr. etc.)

Only for papers written by non-members, Research Affiliates or Corporate Members (without Fellows or Associate Members being co-authors), the name and affiliation of the author(s) should be followed by a separate sentence indicating the Fellow sponsoring the paper: `Submitted by *name* (1), *city*, *country*'.

Note: Sponsored papers must be supported by the written approval of the sponsoring Fellow (the "Certificate of Sponsorship") signifying that he/she has read the full paper and that the paper is, in his/her opinion, in accordance with the CIRP standards of quality. Without the Certificate of Sponsorship sent by email by the sponsor to the CIRP Office in Paris (by January 20th), the paper will not be considered for review.

The sponsor certificate is available for members through the 'submit a paper' page on the CIRP site (http://www.cirp.net)


Your abstract should not exceed 100 words. It should provide a brief summary of the contents of your paper.


Select keywords that can be used to identify the subject of your paper (the CIRP search engine uses the keywords for the identification of your paper). These keywords should be separated by commas, e.g Casting, Forming, ….

The first two keywords must be taken from the latest CIRP List of Keywords, available from the CIRP web page 'Authors: Submit a paper'. The last keyword may be taken from the list or may be freely chosen by the author. Frequently occurring keywords will be included in the CIRP keyword list on a regular basis.

Headings and heading spacing

We recommend using no more than two levels of headings for Volume 1, and no more than three levels of headings for Volume 2, indicated in these instructions as Heading 1, Heading 2 and Heading 3.


The font used by the typesetting process will be Gulliver, however please submit your paper in Cambria point 9 (or Times point 9.5) for the main text, in Cambria 8 (or Times 8.5) for captions and Cambria 7 (or Times 7.5) for references. Elsevier will convert the paper to the Gulliver font upon acceptance.


To denote the major sections of your paper, use Heading 1. These sections should be numbered.

Heading 2

To denote logical subsections of major sections, if any, use Heading 2. Number the subsections accordingly.

Heading 3 To denote further divisions of a subsection, if relevant, use Heading 3. These divisions are not numbered.

Terminology and Symbols

Authors should use CIRP approved terminology and symbols, for example: ISO 3002 Parts I-V. We also recommend that authors adopt the terminology used in the CIRP Dictionary and that they use SI units.


The following list summarizes several important points of style to keep in mind when preparing your paper for the CIRP Annals:

• Use bold for emphasis, but keep its use to a minimum. Avoid using underlining in your paper
• Use a consistent spelling style throughout the paper (US or UK)
• Use single quotes
• Use %, not percent
• Do not use ampersands (&) except as part of the official name of an organization or company
• Keep hyphenation to a minimum. Do not hyphenate 'coordinate' or 'non' words, such as 'nonlinear'
• Do not end headings with full stops
• Do not start headings at the foot of a column or with only one line of text below; put the heading on the next column or page
• Leave one character space after all punctuation


Use italics for variables (u); bold for vectors (no arrows) (u); bold italic for variable vectors (u) and capital bold italic (U) for variable matrices. Use ith, jth, nth. The order of brackets should be {[()]}, except where brackets have special significance.


Mark each item with a solid bullet or with an Arabic numeral followed by a full stop, e.g., 1. 2. 3. and so on. Be consistent in marking list items.

The following is an example of a numbered list:

1. For complete or near complete sentences, begin with a capital letter and end with a full stop.

2. For short phrases, start with lower case letters and end with semicolons.

3. Do not capitalize or punctuate single items.

4. Use a colon to introduce the list.

Figures and Tables

General appearance

Make sure that all figures, tables, graphs and line drawings are clear, sharp and of the highest quality. Lines should be thick enough to allow proper reproduction.

Diagrams, graphics and photographs should be either in grey scale or in colour of excellent quality with good contrast. Use RGB colours, not CMYK.

It is important that you make sure that all lettering inside figures or tables is clearly legible.

Ensure that you supply the original source file of tables or figures, recommended file formats: TIFF, JPG, EPS, PDF, Microsoft office programs (Word, Excel, Powerpoint). Do not paste tables in picture format or as an Image object in Microsoft Word.

For all information on figures and tables, please see our EES Instructions for Figures and Pictures available from the page 'Submit a paper' on the CIRP Website.

Numbering, captions and positioning

Number figures and tables consecutively, e.g., Figure 1, Figure 2, Figure 3; Table 1, Table 2, Table 3, 'Fig' is also acceptable. Use (a), (b), (c) to distinguish individual subjects in a composite figure. See Figures 1 and 2 for examples of figure and caption placement. Refer to Table 1 for an example of a table centred across two columns.

Each figure and each table must have a caption (font in Cambria 8 or Times 8.5). Captions should be centred at the foot of the figure. Begin the caption with a capital letter and end with a full stop. Place the figure or table on the text page as close to the relevant citation as possible, ideally at the top or at the bottom of a column. If a figure or table is too large to fit into one column, it can be centred across both columns at the top or the bottom of the page. Do not wrap the text around the figures.

References (Vol. 1 - Vol. 2)

Relevant works must be cited in the reference list (font in Cambria 7 or Times 7.5).

For publications in Vol. 1 of the annals the references must be listed in order of citation (chronologically). For Vol. 2 of the annals (all keynote papers) the references must be listed in alphabetical order.

Number the references chronologically: [1] [2] [3]. Cite the references in the body of the paper using the number in square brackets [1]. All references listed must be cited, and all cited references must be included in the reference list.

Please use the following style for references:

Last name, initial, year of publication, full paper title, journal name, volume, first and last page. Use only common abbreviations in journal names.

Here are some examples of a reference list:

[1] Krause, F.-L., Kimura, F., Kjellberg, T., Lu, S.C.-Y., 1993, Product Modelling, Annals of the CIRP, 42/2:695-706.

[2] Samet, H., 1990, Applications of Spatial Data Structure, Addison-Wesley, Reading, M

Processing of Accepted papers

After the review by the Editorial Committee (EC) during the CIRP Paris Winter meeting, the authors of accepted papers will receive suggestions for improvements and the correction of errors (emailed by March 10th the latest). Please read the recommendations for improvements and the textual corrections suggested by the EC reviewers carefully, make the required changes, and re-submit the revised manuscript on EES (through the "Revision" folder) by April 1st the latest.

Typeset format for 4 pages

Your paper is limited to four printed pages in the typeset format used by Elsevier. Please note that an informal template is available from the CIRP website to assist in formatting your paper. However, if you do not use the template, this is the way to estimate whether your paper will fit the limit:

1. Four printed pages is equivalent to approximately 4,200 words without figures or tables. This is approximately 600 words on the title page and 1,200 on three subsequent pages.

2. For each figure or table in your paper you should look at the size of the figure in relation to the final printed page (not the title page) and subtract, pro rata, the number of words from your total allowance. For example, a figure which is about 1/4 of a page will use the space of 300 words (1,200/4); 1/6 will use 200 words (1,200/6) and so on. Please note that figures must be large enough to be legible; sizing may be adjusted during the typesetting process if figures are deemed too small, which may affect the page count.

3. Approximately 10 references are equal to 200 words. These must be subtracted from your total word count. For example if you have 20 references and no figures or tables your paper must not exceed 3,800 words.

4. The abstract and keywords do not count towards the total.

Please see the example article for further guidance. This paper has approx 2,145 words excluding the abstract, title and keywords, all figures, tables and references. The 7 references add approx 180 words to the total word count; the 10 figures about 1600 in total and the 3 tables' 400, totalling approx 4,325 words. This paper just fits to 4 pages in the standard Elsevier format. This demonstrates the absolute maximum that can fit to four pages.


Upon acceptance of an article, authors will be asked to sign a 'Journal Publishing Agreement' (for more information on this and copyright see http://www.elsevier.com/copyright). Acceptance of the agreement will ensure the widest possible dissemination of information. An e-mail (or letter) will be sent to the corresponding author confirming receipt of the manuscript together with a 'Journal Publishing Agreement' form or a link to the online version of this agreement. Subscribers may reproduce tables of contents or prepare lists of articles including abstracts for internal circulation within their institutions. Permission of the Publisher is required for resale or distribution outside the institution and for all other derivative works, including compilations and translations (please consult http://www.elsevier.com/permissions). If excerpts from other copyrighted works are included, the author(s) must obtain written permission from the copyright owners and credit the source(s) in the article. Elsevier has preprinted forms for use by authors in these cases: please consult: http://www.elsevier.com/permissions

Submission of an article implies that the work described has not been published previously (except in the form of an abstract or as part of a published lecture or academic thesis), that it is not under consideration for publication elsewhere, that its publication is approved by all authors and tacitly or explicitly by the responsible authorities where the work was carried out, and that, if accepted, it will not be published elsewhere in the same form, in English or in any other language, without the written consent of the copyright-holder.


One set of page proofs in PDF format will be sent by e-mail to the corresponding author. Elsevier now sends PDF proofs which can be annotated; for this you will need to download Adobe Reader version 7 (or higher) available free from http://www.adobe.com/products/acrobat/readstep2.html. Instructions on how to annotate PDF files will accompany the proofs. The exact system requirements are given at the Adobe site: http://www.adobe.com/products/acrobat/acrrsystemreqs.html#70win.

If you do not wish to use the PDF annotations function, you may list the corrections (including replies to the Query Form) and return to Elsevier in an e-mail. Please list your corrections quoting line number. If, for any reason, this is not possible, then mark the corrections and any other comments (including replies to the Query Form) on a printout of your proof and return by fax, or scan the pages and e-mail. Please use this proof only for checking the typesetting, editing, completeness and correctness of the text, tables and figures. Significant changes to the article as accepted for publication will only be considered at this stage with permission from the Editor. It is important to ensure that all of your corrections are sent back to us in one communication: please check carefully before replying, as inclusion of any subsequent corrections cannot be guaranteed. Proofreading is solely your responsibility. Note that Elsevier may proceed with the publication of your article if no response is received.

Three Cover Letter Templates to Journal Editors
Each cover letter is unique, and those addressed to journal editors by scientists and academics when they submit their writing for publication are no exception. As an opportunity to present original research in the best possible light, a cover letter is indispensible for persuading a busy editor that a manuscript is worthy of peer review. A letter can only achieve this goal, however, if it is well written, contains everything the particular journal’s author instructions request for cover letters and offers specific and detailed information about why the research reported and the paper itself are perfect for the journal and of special interest to its readers. The originality that should characterise an excellent cover letter therefore prevents the wholesale use of a universal template without significant alterations, but the three sample letters that appear below may prove helpful for scholars who are planning, formatting and drafting a professional cover letter to a journal editor.

The content of the three sample letters is entirely fictional, with the dates, names, titles and situations invented. The specifics pertinent to your own research, your manuscript and the journal you are targeting will give you the raw material to emulate these templates. The format of a traditional business letter has been observed, so contact information for the authors and editors has been provided as complete mailing addresses. This formality may not be strictly necessary when communicating with a journal editor via email, where such details are often truncated, but the complete forms are always acceptable, and proper names and titles are a necessity. If possible, the official letterhead of the university, department or other research body with which you are affiliated should be used along with your name, phone number and professional email address.

Descriptions of the research and manuscript in each of the three examples have been kept simple so that the meaning will be clear to readers of all specialisations, but there are certainly successful cover letters that delve into a good deal more detail. Letter 2 below, for instance, might productively say more about the specific lights used and tomato plants grown and provide numbers and percentages as well. Do keep in mind, however, that the clarity and accessibility offered by a short and simple approach is also valuable, particularly when writing to an editor who may not share your precise specialisation.

Letter 1 adopts the perspective of a doctoral candidate who has rewritten the literature review chapter of his thesis as a bibliographical study and is seeking publication for the first time. Letter 2 introduces a research paper written by several authors and demonstrates how to act as the corresponding author when submitting a multi-author manuscript. Letter 3 posits that the author met the journal editor at a recent conference where an earlier version of the paper now being submitted for a theme issue of the journal was presented.

Letter 1: A Doctoral Candidate Seeking His First Publication

Joe Student
Department of English
University of the Western Shore
San Francisco, CA, USA 98765

Dr. Brian Editing
Journal of Analytical Middle English Bibliography
New York, NY, USA 12345

November 8, 2017

Dear Dr. Editing,

I am writing to submit my article entitled ‘A Bibliography of Hoccleve Studies from the Fifteenth Century to 2017: Patterns of Readership and Response’ for publication in the Journal of Analytical Middle English Bibliography. This manuscript is based on a chapter of my doctoral thesis, supervised by Dr Hoccleve Specialist, and has not been published or submitted elsewhere for consideration.

I believe this manuscript is appropriate for the Journal of Analytical Middle English Bibliography because it combines a complete list and critical summary of previous studies with an in-depth analysis of not only individual contributions, but also the larger patterns of scholarship and their possible significance through the centuries. As I argue in the paper, the autobiographical nature of Hoccleve’s writing and the bouts of madness he claims to have experienced are topics upon which perspectives and approaches swing on a particularly long pendulum. Shifts in opinion regarding the literary quality of Hoccleve’s poetry are similarly striking. Current trends and the annotated Hoccleve bibliography will likely prove of special interest to many of your readers, enabling future research and encouraging scholarly self-awareness.

If you decide to consider the manuscript for publication, I suggest the following two experts as qualified reviewers:

Dr. Medieval Scholarship
Professor of English, Southern University

Dr. Manuscript Expert
Director of Medieval Studies, Northern University

Many thanks for your time and consideration. I look forward to your response.


Joe Student

Joe Student
Ph.D. Candidate and Teaching Assistant
Department of English
University of the Western Shore

Letter 2: A Corresponding Author Submitting an Article Written by Several Researchers

Jane Researcher
Private Plant Research Institute
9201 Pink Greenhouse Place
Coquitlam, BC, Canada, V0V 1A1

Dr Samuel Botanist
Managing Editor
Growing Our Greenhouse: A Journal of Current Research
2020 Glass Hill
Colorado Springs, CO, USA, 59678

November 22, 2017

Dear Dr Botanist,

I am delighted to submit an original research article entitled ‘LED Lights Increase Vitamin C Content in Greenhouse Cherry Tomatoes’ for publication in Growing Our Greenhouse: A Journal of Current Research. My colleagues and I at the Private Plant Research Institute in Coquitlam conducted the research and coauthored the manuscript; a full list of the names and affiliations of all ten coauthors is attached. We have all approved the manuscript for submission to Growing Our Greenhouse, and I have been chosen as the corresponding author.

The article is particularly appropriate for the journal’s section dedicated to the cultivation of fruits and vegetables. It is, in fact, a continuation of the research presented in our article ‘Can LED Lights Really Replace the Sun for Tomatoes?’ which was published in that section of Growing Our Greenhouse two years ago. Then we were analysing the results of our first two seasons of growing tomatoes under LED lights. One of the unexpected discoveries we made as we determined which plants and lights produced the best results was that vitamin C content appeared to increase when the ripening fruit was exposed to LED light.

The research reported in the manuscript I am submitting today was designed to investigate further the apparent increases in vitamin C. Its methodology is similar to that of our earlier study, but we used only those cherry tomato plants that we had already shown could thrive under LED lights. We also established a larger number of experimental groups to explore the effects of variables such as light colour, light intensity, hours of exposure, ambient temperature and presence or absence of sunlight. Our findings were convincing to say the least, with vitamin C content doubling and sometimes trebling in fruit exposed to additional LED light. Even fruit given only LED lighting and deprived of all natural sunlight far exceeded the vitamin C content of those tomatoes exposed to natural sunlight alone.

We trust that your readers will find our hands-on empirical method as effective as they have in the past and benefit from our practices and discoveries as they grow and experiment in their own greenhouses.

Thank you for your continuing interest and consideration.

Yours sincerely,

Jane Researcher

Jane Researcher
Research Director, Private Plant Research Institute

Letter 3: A Conference Participant Submitting a Paper to the Journal Editor She Met

Sheila Presenter
Chair, School of Business Management
Yorkshire University
2121 University Road
York, North Yorkshire, UK, YO33 7EE
01904 323232

Dr Margaret Publisher
Journal of Innovative Business Studies
178B West Central Avenue
London, UK, EC9M 6BB

25 November 2017

Dear Dr Publisher,

It was a pleasure meeting you and discussing our similar interests at the Business Management conference in London a couple of weeks ago. As promised, I have revised my presentation and am submitting it for your consideration for the upcoming issue of the Journal of Innovative Business Studies dedicated to management innovations. The new title of the manuscript is ‘Empathy as a Management Strategy Yields Significant Increases in Efficiency and Productivity.’

You might recall that we discussed the challenges of reshaping my presentation, which was designed to generate in conference attendees the emotional responses it discusses, to conform to the structural requirements of the Journal of Innovative Business Studies. The journal’s author instructions were actually very helpful, and I believe the overall argument of the paper is now clearer as a result of the rearrangement. I also took a look at the recent Journal of Innovative Business Studies articles by Sally Scholar and John Researcher that you recommended. The former was particularly helpful and I have cited it more than once in my closing discussion. That discussion has benefited significantly from our long talk at the conference and I hope you do not object to my acknowledgement of your insight.

As you know, the research presented in the manuscript is original and has not been published or submitted elsewhere. My methods comply with the journal’s ethical standards, I have no conflicts of interest to disclose and I have removed all traces of my identity in preparation for blind review. I would respectfully request that Stephen Harsh not review the manuscript, however. His knowledge in this area is extensive, but you may remember from his comments at the conference that he does not share my approach to management or view my recent research with a positive eye. I believe the following two experts would serve as more appropriate reviewers of my paper:

Frederick Newapproach
CEO, Management Innovations UK Inc.
Samantha Kindheart
Chair, Department of Business Management
University of the Wolds

I look forward to seeing you at the upcoming conference in Leeds. In the meantime, let me take this opportunity to thank you for your interest and consideration.

Best regards,

Sheila Presenter

Sheila Presenter
Chair, School of Business Management
Yorkshire University

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