Last updated: April 2026 · 6 min read · Audience: Authors, students, early-career researchers · Reading level: Introductory
Introduction
Most technical desk rejections — manuscript returned for missing files, wrong format, missing declarations — are preventable with a checklist. The checklist is mechanical work, but mechanical mistakes cost real time when discovered post-submission.
This page sets out the standard checklist sections. The journal's specific requirements override the general items below; the journal's author guidelines page is the authoritative source.
The six checklist sections
1. Manuscript content
- Title page with title, authors, affiliations, corresponding author, ORCID
- Abstract within word limit, structured per journal requirement
- Keywords (3–8 typical)
- Introduction with explicit gap and contribution
- Methods reproducible from description alone
- Results without interpretation
- Discussion with limitations addressed
- References complete and consistently formatted
2. Formatting
- Word count within journal limit (verify both with and without abstract/references)
- Reference style matches journal requirement consistently
- Figures at minimum 300 DPI (vector preferred for line art)
- Tables editable, not embedded as images
- Line numbers added if required by journal
- Section headings match journal convention
3. Files
- Main manuscript file (formatted as required)
- Each figure as a separate file in the journal's preferred format
- Supplementary materials in separate file(s)
- Cover letter as a separate document
- Author agreement / copyright form (if required)
- Conflict of interest forms (if required)
4. Ethical declarations
- Funding sources declared
- Conflicts of interest declared (or 'none')
- Data availability statement included
- Ethical approval / IRB statement (if applicable)
- Informed consent statement (if applicable)
- ORCID for corresponding author
5. Submission system
- Author guidelines read in full
- Submission portal account created with confirmed email
- Suggested reviewers identified (with no conflicts of interest)
- Time blocked for the submission session (typically 60–90 minutes)
6. Cover letter
- Names the target journal explicitly
- States the contribution in two sentences
- Confirms no prior submission elsewhere
- Confirms no conflicts of interest
- Brief; ideally one page
Common omissions
Other common omissions: ORCID for corresponding author, line numbers on the manuscript file, and the ethical-approval reference number where applicable.
Decision guidance
If any item on the checklist is unclear or contested, write to the editorial office before submission rather than guessing. A 24-hour wait for clarification is cheaper than a post-submission revision request.
Example scenarios
Scenario: a master's student submitting for the first time
First-time submitters benefit from working through the checklist over multiple days, addressing one section per day. Front-loading the work prevents the late-night discovery of missing items right before submission.
Scenario: a PhD researcher submitting after rejection
Reformatting for a new journal usually requires the entire checklist to be re-run, since author guidelines vary. Skipping items because 'they were correct for the previous journal' commonly leads to journal-specific desk rejections.
Scenario: an early-career author submitting under deadline
Deadlines tempt authors to skip the checklist. This is usually a false economy; technical desk rejections from missed items consume more time than the checklist takes. Block 90 minutes specifically for checklist completion before opening the submission system.
What to do next
If the checklist is complete, the manuscript is ready for submission. Authors targeting EP Journals Group venues can use the central submission form, which routes to the relevant editorial office and confirms receipt automatically.
Frequently asked questions
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Editorial enquiries
Questions about this guide or about preparing a manuscript for submission may be directed to the editorial office. Where a query relates to a specific journal in the portfolio, please indicate the journal abbreviation in your message.
Email: editor@ep-journals.org