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Article Submission Report

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ARTICLE SUBMISSION REPORT

RECITALS

WHEREAS Author Name: (the "Author") has prepared and intends to submit an original written work described herein; and

WHEREAS Recipient Name: (the "Recipient") is engaged in reviewing, publishing, commissioning edits, or otherwise processing submitted materials; and

WHEREAS the parties desire to document the submission, the scope of the work requested, payment terms, confidentiality expectations, and the governing law for their relationship effective as of Effective Date: .

SUBMISSION DETAILS

SCOPE OF WORK

The Scope of Work describes the obligations the Recipient will perform with respect to the submitted article, including but not limited to review, edits, publication, distribution, and any required revisions. Specify deliverables, milestones, and responsibilities below.

PAYMENT TERMS

In consideration for the services and rights granted, the Recipient shall pay the Author in accordance with the following terms.

TERM AND TERMINATION

The term of this agreement shall commence on Start Date: and, unless earlier terminated as provided below, shall continue until End Date: .

CONFIDENTIALITY

Each party acknowledges that in the course of performance they may obtain access to Confidential Information of the other party. "Confidential Information" means non-public information disclosed in written, electronic, or oral form that is designated as confidential or that a reasonable person would understand to be confidential. Each party shall: (a) maintain Confidential Information in strict confidence; (b) use Confidential Information solely to perform obligations under this Report; and (c) not disclose Confidential Information to third parties except to employees, contractors, or advisors who have a need to know and are bound by confidentiality obligations no less restrictive than those herein.

Exceptions: Confidential Information does not include information that is (i) publicly available through no breach by the receiving party, (ii) rightfully received from a third party without restriction, (iii) independently developed by the receiving party without use of the disclosing party’s Confidential Information, or (iv) required to be disclosed by law, provided the disclosing party receives prompt notice and reasonable cooperation in seeking a protective order.

By checking this box, the signing parties acknowledge and agree to the confidentiality obligations set forth above.

GOVERNING LAW

This Article Submission Report and any dispute arising out of or relating to it shall be governed by and construed in accordance with the laws of the State of without regard to its conflict of laws principles.

ENTIRE AGREEMENT

This document, together with any attachments expressly incorporated by reference, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, negotiations and discussions, whether written or oral. Any amendment or modification of this Report must be in writing and signed by both parties.

CERTIFICATIONS

The Author represents and warrants that the submitted article is original, has not been previously published in whole or in substantial part, and that the Author has full authority to grant the rights and licenses described in this Report. The Author further represents that the article does not infringe the rights of any third party and that all necessary permissions for third-party material have been obtained.

By checking this box, the Author certifies the above representations and warranties and acknowledges potential remedies for breach.

Author:

By:

Date:

Recipient:

By:

Date:

Enter text✕

What the Article Submission Report Is and When It Applies

An Article Submission Report is a formal document that accompanies a manuscript, article, or policy brief to the receiving party (journal editorial office, institutional repository, or sponsoring agency). It records author metadata, declarations (authorship, conflicts, funding), file inventory (manuscript, figures, supplemental data), and the submission timeline. The report creates an auditable record of what was submitted, who approved it, and when, and it can be used for internal tracking, compliance (funding and ethics), or later dispute resolution.

Why an Article Submission Report Matters for Compliance and Recordkeeping

A clear submission report reduces administrative friction and supports funding, ethics, and institutional audit requirements. It documents consent, provenance, and required disclosures so recipients can verify compliance with grant, institutional, or publisher rules.

Why an Article Submission Report Matters for Compliance and Recordkeeping

Who Prepares and Uses an Article Submission Report

Use the report to centralize submission evidence and to speed downstream tasks like version control, metadata ingestion, and compliance checks.

  • Authors and corresponding authors who compile author details, funding statements, and required files for submission.
  • Journal editors and editorial staff who use the report to check completeness and track peer-review timelines.
  • Institutional research administrators and grants offices who verify compliance with sponsor and ethics requirements.

Essential Components to Include in a Professional Submission Report

A thorough Article Submission Report groups metadata, approvals, and files so recipients can validate authorship, disclosures, and file integrity without searching other systems.

Cover Letter

One-page summary that states the manuscript title, corresponding author, submission type, and any special handling requests; provides context for editorial triage and reviewer selection.

Author Metadata

Complete names, institutional affiliations, email addresses, ORCID iDs, and corresponding-author contact details to enable indexing, credit attribution, and conflict checks.

Declarations

Conflict of interest, funding sources, ethical approvals (IRB protocol numbers), and data-sharing statements to satisfy journal, funder, and institutional policies.

File Inventory

List of every uploaded file (manuscript, figures, tables, supplementary data, cover letter) with filenames and checksum or version notes for later validation.

Permissions

Signed permissions for reproduced material, image rights, or third-party content including who granted permission and attached documentation.

Submission Log

Timestamped record of submission events (initial submission, revisions, acceptance) and the method of submission (portal, email, eSubmission service).

Required Fields: Minimum Data Elements

Manuscript Title: Exact title used in submission
Author Names: Full legal names
ORCID iD: Preferred identifier
Affiliations: Institution and department
Funding Disclosure: Sponsor names
Submission Date: MM/DD/YYYY

Step-by-Step: Completing the Article Submission Report

Follow a consistent sequence to reduce errors: prepare files, complete metadata, add declarations, obtain signatures, and deliver the report with the submission.

  • 01
    Prepare files: Aggregate manuscript, figures, supplements, and permission letters.
  • 02
    Complete metadata: Enter all author details and ORCID iDs in the designated fields.
  • 03
    Add declarations: Record funding, conflicts, and IRB approvals where required.
  • 04
    Sign and log: Capture signatures, timestamps, and send the report with submission.

Where to Send or File the Completed Report

Choose the submission destination that matches the recipient's instructions and retains an auditable receipt.

  • Journal Portal: Upload via the publisher's online submission system.
  • Editorial Email: Send attachments only if the journal permits email submissions.
  • Institutional Repository: Deposit final accepted manuscript and report to the institutional archive.
  • Sponsor Portal: Deliver reports to the grantor's compliance system when required.

Digital Submission and eSignature Requirements

Use a platform that supports audit trails, secure storage, and the level of signer authentication required by the publisher or funder.

  • File formats: PDF and DOCX preferred for compatibility
  • Authentication: Email link or multi-factor as required
  • Integrations: Support for Google Workspace or MS 365 helpful

Typical Timelines and Deadlines to Track

Record deadlines for each stage so you meet editorial, funding, and compliance timeframes without last-minute rushes.

Initial Submission Window:

Record the date you submit to establish priority and start peer review.

Revision Due Date:

Enter the deadline for revised manuscript submissions from the editor.

Final Acceptance Date:

Document acceptance to trigger publication and funding reporting.

Copyright Assignment:

Track the date of any copyright or license agreement execution.

Funder Reporting Deadline:

Record sponsor report dates tied to publication outcomes.

Common Mistakes to Avoid When Preparing the Report

  • Submitting inconsistent author names or affiliations across files, which creates indexing and crediting errors for authors and institutions.
  • Failing to attach proofs of permission for third-party figures or tables, which can lead to delayed publication or legal disputes.
  • Leaving funding or conflict-of-interest sections blank or vague, which may trigger post-publication corrections or investigations.
  • Using unsecured channels for submission or signatures, risking data exposure and loss of an auditable submission trail.

Consequences and Risks of an Incorrect or Incomplete Report

Manuscript Rejection: May result from missing disclosures
Funding Noncompliance: Could breach sponsor terms
Copyright Disputes: Unclear permissions risk legal claims
Delayed Publication: Administrative gaps slow processing
Institutional Sanctions: Misconduct findings possible
Data Exposure: Poor security can violate HIPAA

Comparison: Typical eSignature Pricing and Capabilities for Submission Workflows

Select an eSignature vendor that meets authentication and retention requirements; the table summarizes common pricing and capability criteria across vendors.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 env/user/year Varies by plan Varies by plan Varies by plan

Frequently Asked Questions and Troubleshooting

Answers to common issues when preparing or submitting an Article Submission Report, including digital signature and retention concerns.


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