Short answer: Navigating the manuscript submission process involves preparing your complete submission package (manuscript, cover letter, reporting checklists, declarations), inputting metadata into the journal portal, verifying proof PDFs, and monitoring tracking status.
Submitting a manuscript is more than uploading a Word file. Authors need to verify journal fit, prepare the required files and declarations, complete reporting checklists where applicable, submit through the journal's designated system, and monitor the manuscript through editorial assessment and peer review. According to the official ICMJE Sending the Manuscript to the Journal guidelines, authors should carefully check requirements and submission components, including disclosures, authorship information, permissions, and relevant reporting checklists.
1. Confirm that the journal is the intended destination
Before submission, verify the journal's aims and scope, article type, current indexing claims, peer-review model, fees, word limits, reporting requirements, and submission system. Do not assume that a journal's website or an old submission template reflects its current requirements. To ensure the target is reliable, you can cross-reference indicators with our Journal Quality Checklist and learn How to Check Journal Indexing.
2. Read the current author instructions
Download or review the journal's latest instructions. Look for manuscript structure, reference style, figure requirements, supplementary files, data-availability statements, ethics declarations, conflicts of interest, funding statements, AI-use disclosure, and reporting checklists.
3. Prepare the manuscript package
A submission may include the main manuscript, title page, abstract, figures, tables, supplementary material, reporting checklist, cover letter, disclosures, permissions, and other files. The exact package differs by journal. For help writing the accompanying introduction, see our detailed guide on How to Write a Journal Cover Letter.
4. Check authorship and declarations
Confirm that all authors meet the applicable authorship requirements and that the final manuscript has been approved by the authors. The ICMJE Responsibilities in Submission and Peer Review framework notes that submission materials may need authorship statements, conflict-of-interest information, and contact information for the corresponding author.
5. Check ethical and permissions requirements
Where applicable, include ethics approval, informed consent, trial registration, permission to reproduce copyrighted material, permission for identifiable information or images, and other required documentation. ICMJE specifically identifies permissions as part of the submission package when relevant.
6. Check AI-use requirements
If AI-assisted tools were used, check the journal's policy and disclose use as required. The updated ICMJE Preparing a Manuscript guidelines state that authors using AI-assisted technologies should disclose their use in the cover letter and submitted work where applicable; AI tools should not be listed as authors. For additional guidance, consult our overview on AI Manuscript Submission Policies.
7. Complete the online submission
Enter metadata carefully: title, abstract, author order, affiliations, ORCID information where requested, keywords, funding, disclosures, suggested reviewers if requested, and corresponding-author information. Metadata errors can propagate into production and indexing systems.
8. Review the generated proof
Many submission systems generate a PDF or HTML version for author approval. Compare it with your source manuscript, especially figures, tables, equations, special characters, references, supplementary files, and author information.
9. Save the submission record
Keep the manuscript version, cover letter, declarations, checklist, submission date, manuscript ID, and confirmation email. These records become useful when communicating with the editorial office.
10. Understand what happens next
After submission, the manuscript may undergo administrative checks, editorial assessment, peer review, revision, acceptance, production, and publication. A journal is not obligated to send every manuscript for peer review; editorial suitability is part of the process. To anticipate what the subsequent steps involve, review our breakdown of the Academic Publishing Timeline.
Submission checklist
□ Journal scope and article type checked.
□ Current author instructions reviewed.
□ Manuscript follows required format.
□ All authors and affiliations verified.
□ Authorship and conflict disclosures completed.
□ Ethics, consent, registration, and permissions addressed where applicable.
□ Reporting checklist completed if required.
□ Figures, tables, supplementary files, and data statements checked.
□ AI-use disclosure checked against journal policy.
□ Cover letter prepared.
□ Submission PDF/preview inspected.
□ Confirmation and manuscript ID saved.
Common submission mistakes
Submitting to a journal without checking article-type requirements.
Using an outdated author template.
Incorrect author order or affiliation information.
Missing declarations or permissions.
Uploading the wrong manuscript version.
Failing to inspect the generated submission proof.
Submitting the same manuscript to multiple journals simultaneously without a legitimate journal-specific policy allowing it; redundant/duplicate submission issues should be addressed explicitly.
Final takeaway
A careful submission process reduces avoidable administrative delays and gives the editorial office a complete, internally consistent manuscript package.
- How to Write a Cover Letter for Journal Submission
- Journal Quality Checklist
- How to Check If a Journal’s Impact Factor Is Fake or Misleading
- How to Respond to Reviewer Comments
Editorial note: Submission systems, journal requirements, and review workflows vary. Check the target journal's current author instructions immediately before submission.