Why Knowing How to Invite Researchers to Publish Is a Core Editorial Skill
Every journal, new or established, depends on a steady flow of good manuscripts. Knowing how to invite researchers to publish is therefore not a marketing side task; it is part of the editor's job, as important as choosing reviewers or setting the issue schedule. A journal that cannot attract suitable papers either publishes thin issues, lowers its standards to fill pages, or quietly stops appearing. All three damage the trust that researchers, libraries and indexing services look for.
The difficulty is that researchers are already flooded with invitations. Many active scholars receive several unsolicited "call for papers" emails a day, a large share of them from questionable publishers. Generic flattery, a stranger's name and a promise of fast publication now read as warning signs. An editor who copies those habits is grouped with them, no matter how honest the journal is.
The answer is to treat invitations as relationships rather than broadcasts. Researchers respond to three things: a journal whose scope genuinely fits their work, a person they can identify who explains why they were chosen, and evidence that the journal will handle their paper fairly and make it visible. The rest of this guide turns those three ideas into a working outreach plan.
The best invitation a journal can send is the last paper it published well: fairly reviewed, carefully produced and easy to find.
Ethical Outreach vs Spam: Where the Line Sits
Before any campaign, agree on what your journal will and will not do. Studies of unsolicited calls for papers have found that questionable journals tend to reuse the same templates and lean heavily on flattering, exaggerated language that legitimate journals rarely use. Guidance aimed at researchers tells them to be suspicious of invitations from strangers that do not explain why they were chosen, that hide fees, or that promise publication within days. Your outreach should be the opposite of each of those signals.
Ethical outreach
- Addressed to a named person whose recent work fits a specific scope or issue
- Sent by a named editor from the journal's own domain address
- States the review model, typical timeline and every fee up front
- One message, at most one polite reminder, and an easy way to opt out
- Invites a submission; never promises acceptance
- Facts that the reader can verify: ISSN, licence, DOI prefix, indexing links
Spam patterns to avoid
- "Dear Esteemed Author" greetings and praise for a paper the sender has not read
- Bought, scraped or harvested address lists
- Publication guaranteed in 24–72 hours
- Fees revealed only after acceptance letters are sent
- Claims of indexing, impact factor or approval that cannot be checked
- Weekly blasts to the same list with no unsubscribe option
A useful test before sending anything: would you be comfortable if the recipient forwarded your email to their head of department or librarian and asked, "Is this journal genuine?" If the message survives that scrutiny, it is probably ethical outreach. If it relies on urgency, vague claims or flattery, rewrite it.
Know Who You Are Inviting: Author Groups and Scope Fit
Outreach works only when the right paper reaches the right journal. Start by writing down, in one paragraph each, the groups of authors you most want. A multidisciplinary journal might list doctoral scholars finishing thesis chapters, early-career faculty building a publication record, practitioners with applied case studies, and established researchers who could contribute reviews or editorials. Each group needs a different message.
Doctoral scholars
Want clear guidance, fair review and transparent costs. Respond to author guides, templates and workshops run with their department.
Early-career faculty
Need a credible venue with persistent identifiers and predictable timelines. Value DOIs, open licences and a visible editorial board.
Established researchers
Rarely respond to bulk mail. Approach personally for invited reviews, editorials or guest editing a themed issue.
Practitioners and industry
Bring applied case studies and data. Respond to calls that explain the article types you accept and how practical work is reviewed.
Map scope before you map people
List the sub-fields where your journal already has competent reviewers. Inviting authors into areas you cannot review properly creates delays and weak decisions. For each sub-field, note two or three questions that are active right now; those become the hooks for calls and special issues. When you later identify researchers, you can point to the exact theme their work fits instead of saying "your esteemed work".
Find researchers responsibly
Legitimate sources include authors who cited papers your journal published, presenters at conferences you attended or partnered with, researchers whose public profiles (ORCID, Google Scholar, institutional pages) list interests in your scope, and people recommended by your editorial board. The difference from scraping is intent and scale: you are choosing a handful of people for a reason you can state in one sentence, not collecting every address on a website.
How to Design a Call for Papers That Researchers Trust
The call for papers is the public face of your outreach. A well-designed call answers every question an author would otherwise email you about, and it does so honestly. Researchers who are comparing several journals will often decide within a minute whether yours looks credible, so put verifiable facts near the top.
| Element | What to include | Why it matters |
|---|---|---|
| Journal identity | Full name, short name, ISSN with a link to the ISSN Portal record, publisher, website | Lets authors verify the journal in seconds |
| Scope and themes | Subject areas, article types, current priority themes | Reduces out-of-scope submissions and desk rejections |
| Dates | Submission window, expected review period, issue month | Authors plan around deadlines; vague dates look careless |
| Peer review | Model used (for example double-anonymous), number of reviewers sought, link to the policy | The single most important quality signal |
| Fees | Every charge in each currency, when it is payable, waiver policy | Hidden fees are a classic predatory pattern |
| Licence and identifiers | Open licence, DOI registration, archiving arrangements | Shows the article will stay findable and reusable |
| Contact | Named editor or editorial office email on the journal's domain | Authors want a person, not an anonymous form |
As a worked example, the JMVRA call for papers sets out the journal's identity in a form any author can check: Journal of Modern and Versatile Research Approach, online ISSN 2984-8911, monthly, online and multidisciplinary, published by JMVRA Publication since June 2023. It states the fee plainly, ₹971 for Indian authors and US$41 for international authors, payable only after acceptance, and the licence, CC BY 4.0. Articles receive Crossref DOIs under the prefix 10.56975, which is shared by the group's journals.
Write for scanning, not for impressing
Use short headings, a bulleted list of themes, and one clear button to the submission page. Avoid capital letters, multiple exclamation marks and long lists of database logos. If you mention metrics, define them. JMVRA, for instance, explains that its 11.25 is a calculated metric based on citations from Google Scholar and Semantic Scholar and is not an official Clarivate Journal Impact Factor (JCR). That kind of plain disclosure earns more trust than a bigger number with no explanation.
How to Invite Scholars for Publication by Email: Etiquette and Consent
Email remains the most direct way to invite scholars for publication, and also the easiest to get wrong. Treat each invitation as a short professional letter, not a newsletter.
The structure of a good invitation email
- Specific subjectTheme and journal name, no hype words
- Why themOne sentence linking their recent work to the theme
- The offerArticle type, deadline, review model, fees
- ProofLinks to ISSN record, policies, a recent issue
- ExitNamed sender and an opt-out line
A short illustrative example of the "why them" line: "Your 2025 study on low-cost water quality sensors fits the applied engineering theme we are planning for our March issue." That sentence proves you read the work and gives the recipient a concrete reason to reply. Compare it with "We have gone through your outstanding publication", which tells the reader nothing and appears in thousands of spam messages.
Consent, frequency and the law
Data-protection law increasingly governs how organisations use personal contact details. The EU's GDPR, the United States' CAN-SPAM Act and India's Digital Personal Data Protection Act, 2023, whose Rules were notified in November 2025 and are being brought into force in phases, all point in the same direction: be clear about who you are, use contact data only for a purpose the person would reasonably expect, and make it easy to stop receiving messages. Requirements differ by country, so take local advice if you run large mailings, but the safe practice is simple.
- Send newsletters and repeated calls only to people who opted in, for example by ticking a box when they registered as an author or reviewer
- Limit cold, one-to-one invitations to a small number of carefully chosen researchers, with a clear reason for each
- Include a working unsubscribe or "reply STOP" line and honour it promptly
- Keep a simple record of where each contact came from and whether they agreed to updates
- Never share or sell author or reviewer contact lists
Timing and follow-up
For a monthly journal, send theme invitations roughly two to four weeks before the submission window closes, which gives authors time to prepare without forgetting. One reminder about a week before the deadline is acceptable; more than that becomes pressure. If someone declines, thank them and ask whether they would like to review instead. Many future authors start as reviewers.
Academic Social Channels, Profiles and Researcher Networks
Social and academic networks let you invite researchers without writing to them directly. The aim is to be present where researchers already discuss work, and to share useful content rather than advertisements.
LinkedIn and X
Post new articles with a one-line plain summary and the DOI link. Tag authors who agreed to be tagged. Announce themed calls once, then share accepted papers as they appear.
Academic profiles
Keep the journal's Google Scholar and Academia profiles current. Encourage editors to list their editorial role on ORCID and institutional pages.
Researcher networks
Help authors connect their publications, profile and citations so their work, and your journal's name, is discoverable in one place.
Email signatures and slides
Every editor and board member can add one line with the journal name and call page to their signature and conference slides.
Researcher-centred platforms such as Scholar Research Publication Network (scholarrpn.org) connect an author's publications, profile and citations. When the authors you have already published maintain visible profiles, every view of their work becomes a passive invitation to their peers.
Conferences and Special Issues as Invitation Engines
Conferences gather people who have finished, or nearly finished, a piece of research and are actively looking for a publication route. Publisher guidance for editors repeatedly identifies conference partnerships and themed issues as reliable sources of quality submissions, because the theme gives authors a reason to submit now rather than "someday".
Three partnership models
| Model | How it works | Watch out for |
|---|---|---|
| Invited extended papers | Selected presenters are invited to submit an extended version, which goes through the journal's normal peer review | Make clear that a conference acceptance is not a journal acceptance |
| Special issue | A themed issue with guest editors drawn from the conference committee | The journal's editor-in-chief keeps final oversight of decisions |
| Proceedings | The conference publishes reviewed proceedings with DOIs; strong papers may be invited to the journal later | Avoid publishing the same work twice; label versions clearly |
Running these partnerships by email and spreadsheets quickly becomes chaotic. JWCMT (jwcmt.org) handles conference management end to end: call for papers, submissions, reviewer allocation, decisions, registration, schedule and proceedings, and accepted papers move to publication without re-typing. That last point matters for outreach: authors are far more willing to accept an invitation when they do not have to re-enter their paper and metadata from scratch.
Special issue integrity
Special issues have been the weak point in several publishing integrity problems, usually because guest editors were not checked or the journal lost control of decisions. Protect your journal by publishing a short special-issue policy: how guest editors are vetted, how conflicts of interest are handled (guest editors should not handle their own submissions), how many reviewers each paper receives, and that the editor-in-chief can overrule a decision. A credible special issue invites good authors; a sloppy one deters them for years. For a full walkthrough, see the related guide on hosting a conference or special issue, and if you want to explore a partnership, use the conference proposal page.
Guest Editors and the Editorial Board as Ambassadors
An editorial board is not a list of names to decorate the website. Each member is potentially the most persuasive inviter the journal has, because researchers trust colleagues more than institutions. A board member who writes personally to three people in their network each quarter usually brings better papers than a thousand cold emails.
What to ask of board members
- Suggest one theme a year that is active in their field
- Personally invite a small number of researchers to that theme
- Review or handle papers in their area within the agreed timeline
- List the role on ORCID, their institutional page and email signature
- Share newly published papers from their field with their network
Recruiting guest editors
Guest editors bring their own networks into the journal. Choose people with a public, checkable research record in the theme, ask for a short proposal (scope, potential contributors, timeline), and agree in writing what they can and cannot decide. Give them the same tools the regular editors use. A journal management system such as JWJMS (jwjms.org) provides an online submission portal, author dashboard, desk screening, reviewer invitations and reminders, revision rounds, decisions and issue building, with a full record of each step, so guest-edited papers follow the same audited workflow as everything else.
Institutional MoUs and Academic Partnerships
Partnerships with colleges, universities, research centres and professional associations create a structured channel for authors. A memorandum of understanding (MoU) is useful when both sides want a recurring arrangement, such as co-hosted conferences, workshops on research writing, or a themed issue each year.
What a sound journal MoU covers
Purpose and activities
Workshops, conferences, themed calls or reviewer training, described concretely.
Editorial independence
The journal's peer review decides acceptance. The partner cannot guarantee publication for its staff or students.
Fees and payments
Who pays what, in which currency, and when. Any discounts written down, never implied.
Branding and duration
How each side may use the other's name and logo, review dates, and how the MoU ends.
The most valuable part of an institutional relationship is often education rather than volume. A one-hour session for doctoral scholars on choosing a journal, preparing a manuscript and responding to reviewers helps the institution, improves the papers you later receive, and positions your editors as helpful experts. Mention your journal as one option among the venues suited to the scholar's field, not as the only one.
An MoU should increase the number of good papers you see, never the number of papers you are obliged to accept.
Visibility: Indexing, DOI and Repositories Do the Long-Term Inviting
Publisher guidance consistently notes that researchers check where a journal is indexed and how discoverable its articles are before submitting. Visibility is therefore a form of invitation that works around the clock. Authors who find a well-presented, well-cited article in your journal while searching for literature are already halfway to submitting.
The visibility stack
- ISSNRegistered and linked to the ISSN Portal
- DOICrossref DOI and full metadata for every article
- Search enginesClean article pages that Google Scholar can read
- RepositoriesOpen metadata and deposit in discovery platforms
- IndexingApply to databases only when criteria are met
Crossref DOIs make citations resolvable and let your articles appear in metadata-driven discovery tools. Open repositories and discovery services multiply the routes by which researchers meet your content. Research Wave (researchwave.org) focuses on dissemination through open metadata and repository deposit, and OpenRGATE (openrgate.org) is a free open-access repository and journal-discovery platform. Both widen the surface area through which a researcher can find, read and cite a paper, which in turn draws the next author.
Show your discovery links honestly
List the places where readers can check your journal for themselves, and label them accurately. JMVRA, for example, lists its Google Scholar profile, Academia, Scholar9 and ORWave pages, plus Crossref Search, OpenAlex and Google Search links that open search results; those last three are discovery links, not proof of indexing. JMVRA does not claim to be indexed in Scopus, Web of Science or DOAJ. Accurate labelling protects you: an author who checks one claim and finds it true is more likely to believe the rest of your page.
Author Experience: The Invitation That Keeps Working
Once a researcher submits, everything that follows either confirms or contradicts what your invitation promised. Satisfied authors submit again, recommend the journal to students and colleagues, and cite their own published work. Disappointed authors warn others. Editors of new journals often find that word of mouth from early authors brings in more papers than any campaign.
Moments that shape the experience
- Day 0–2
Automatic acknowledgement with a manuscript ID, expected timeline and a contact address.
- Week 1
Desk screening decision: in scope and ready for review, or a polite, specific reason for return.
- Weeks 2–6 (typical range)
Peer review with status updates. If reviewers are late, tell the author rather than going silent.
- Decision
Clear, respectful decision letter with all reviewer comments and what the author needs to do next.
- After acceptance
Fee information exactly as advertised, proofs, licence agreement and an expected publication month.
- Publication
DOI, correctly formatted article page, a shareable link and a thank-you message.
A journal management system makes these moments consistent. With JWJMS, authors use a dashboard to track their submission, reminders keep reviewers on schedule, and every step is recorded, so editors can answer "where is my paper?" in seconds. Clear payment pages help too: at JMVRA the fee is requested only after acceptance, and the publication charge page lists the amounts in both currencies.
Close the loop
After publication, send authors a short note with the DOI, a suggested social post and an invitation to join the reviewer pool. Ask one optional question: "What one thing would have made the process better?" The answers will tell you more about your outreach than any open-rate statistic.
Measuring Outreach Without Vanity Numbers
Counting emails sent or followers gained says little about whether outreach works. Track a few numbers that relate to quality and fit instead, and review them each quarter.
Illustrative example only: the chart shows how a journal might compare the share of in-scope submissions from each channel. The values are not measured data; use your own records.
| Measure | What it tells you |
|---|---|
| Submissions by source | Which channels bring papers at all (add a "How did you hear about us?" field) |
| Desk-rejection rate by source | Which channels bring papers that fit your scope |
| Acceptance after review by source | Which channels bring papers of publishable quality |
| Repeat authors | Whether the author experience is good enough to earn a second paper |
| Opt-out and complaint rate | Whether your emails are welcome or seen as spam |
| Countries and institutions | Whether your author base matches the readership you claim |
Common Mistakes When Inviting Researchers to Publish
- Chasing volume. More submissions outside your scope mean more desk rejections, more reviewer fatigue and slower decisions for good papers.
- Promising speed you cannot keep. If peer review typically takes several weeks, say so. A broken promise costs more than an honest timeline.
- Inconsistent facts. Different fees or ISSNs on different pages make authors suspicious. Keep one master record and update every page from it.
- Over-claiming recognition. Indexing, approval or impact claims that readers cannot verify are quickly exposed and widely shared.
- Ignoring declined invitations. A polite "no" is an opportunity to offer a reviewer role or ask for a recommendation.
- Letting guest editors run unchecked. Special issues need the same oversight as regular issues.
- Forgetting published authors. They are your most credible ambassadors; keep in touch and credit their work.
Putting It Together: A 90-Day Outreach Plan
Learning how to invite researchers to publish is less about clever wording and more about building a journal that deserves the invitation. The plan below turns this guide into a first quarter of action for a small editorial team.
- Days 1–15
Check every public fact (ISSN, fees, licence, policies, board) for consistency. Publish an outreach policy: opt-in lists, one reminder, opt-out honoured.
- Days 16–30
Choose two themes with your board. Publish a dedicated call page for each with dates, review model and fees.
- Days 31–60
Board members and editors send a small number of personal invitations. Approach one conference or institution about a partnership.
- Days 61–90
Share newly published papers with DOIs on academic and social channels. Review submissions by source and adjust.
If your journal needs the systems behind this plan, Journey & Wisdom's tools cover the workflow: JWJMS for submissions and review, JWCMT for conferences and proceedings, and Scholar Research Publication Network, Research Wave and OpenRGATE for researcher profiles, dissemination and discovery. For anything beyond those capabilities, contact the team at [email protected] or on WhatsApp at +91 91063 65667 to discuss your requirement. Researchers who want to publish can read the JMVRA call for papers or go straight to paper submission; JMVRA, TIJER (tijer.org) and JNRID (jnrid.org) are the journals in the network.
How Journey & Wisdom Helps
JMVRA is published within the Journey & Wisdom group, which runs four shared services — similarity checking, journal management, DOI registration and conference management — and thirteen publication platforms. These are the ones that matter most for this guide. For anything not listed here, email [email protected] or message WhatsApp +91 91063 65667 to discuss your requirement.
JWCMT
Conference management & trackingRuns a conference end to end — call for papers, submissions, reviewer allocation, decisions, registration, schedule and proceedings — and moves accepted papers into publication without re-typing.
jwcmt.org
JWJMS
Journal management systemRuns the editorial workflow: online submission portal, author dashboard, desk screening, reviewer invitations and reminders, revision rounds, decisions, issue building and publication scheduling — with a full record of every step.
jwjms.org
Scholar Research Publication Network
Scholar networkA researcher-centred network connecting an author's publications, profile and citations.
scholarrpn.org
Research Wave
Research disseminationJournal articles and books with an emphasis on reach: open metadata, repository deposit and discovery feeds.
researchwave.org
OpenRGATE
Repository & discoveryA free open-access repository and journal-discovery platform where finished work is deposited so it stays findable.
openrgate.orgSee every Journey & Wisdom product and platform · JW ecosystem map
How to invite researchers to publish in your journal: step by step
Define your scope and author groups
Write down the sub-fields you can review well and the types of authors you want, with one paragraph per group.
Audit your public facts
Make ISSN, fees, licence, peer review policy and board details identical on every page before you invite anyone.
Write an outreach policy
Commit to opt-in mailing lists, personal cold invitations only, one reminder at most and prompt opt-outs.
Design a call for papers page
Include identity, themes, dates, review model, every fee and a named contact, with one clear submission link.
Choose themes with your board
Ask each board member for one active theme and a few researchers they can invite personally.
Send personal invitations
Explain in one sentence why each researcher's work fits, link to proof of the journal's identity and offer an easy opt-out.
Use academic and social channels
Share published papers with DOIs and plain summaries; announce each call once per channel.
Partner with a conference or institution
Agree in writing on invited papers, special issues or workshops, keeping editorial independence.
Strengthen visibility
Register DOIs with complete metadata, deposit in open repositories and keep discovery profiles current.
Deliver a good author experience
Acknowledge quickly, update authors during review and charge only what you advertised.
Measure and adjust each quarter
Track submissions, desk rejections and acceptances by source, plus opt-outs, and drop channels that bring poor fit.
Frequently Asked Questions
How do I invite researchers to publish in my journal without looking like spam?
Write personally to a small number of researchers whose recent work fits a named theme, from a named editor on the journal's own email domain. State the review model, timeline and every fee, link to verifiable facts such as the ISSN record, send one reminder at most and include an opt-out. Avoid flattery, guaranteed acceptance and bought lists, which are the patterns researchers associate with predatory journals.
How can a new journal attract authors in its first year?
Start with your editorial board's networks, invited editorials or reviews from respected researchers, and one or two themed calls with clear deadlines. Partner with a conference for extended papers, register DOIs from the first issue and make every article page clean and searchable. Above all, handle the first papers quickly and fairly, because early authors become the journal's most credible recommenders.
What should a call for papers include?
A trustworthy call for papers names the journal, ISSN, publisher and website; lists scope, themes and article types; gives submission and issue dates; explains the peer review model; lists every fee, when it is payable and any waiver policy; states the licence and DOI arrangements; and gives a named contact. One clear link should take authors to the submission page.
Is it legal to send call for papers emails to researchers?
It depends on the country and how you obtained the address. Laws such as the EU's GDPR, the US CAN-SPAM Act and India's Digital Personal Data Protection Act, 2023 expect senders to be identifiable, to use contact data for expected purposes and to offer an easy opt-out. Send repeated mailings only to people who opted in, keep cold invitations personal and few, and take legal advice for large campaigns.
How often should a journal send invitation emails?
For individual invitations, send one message and at most one polite reminder, usually about a week before the deadline. For opted-in subscribers, a monthly or issue-based update is generally enough. Weekly blasts to the same people increase opt-outs and complaints, and they make even a genuine journal look like a predatory one.
How do special issues help increase journal submissions?
A special issue gives authors a clear theme and deadline, and its guest editors bring their own networks of researchers. To keep it credible, vet guest editors, prevent them from handling their own papers, apply the journal's normal peer review and keep final oversight with the editor-in-chief. A poorly controlled special issue can harm the journal's reputation for years.
Can my editorial board help attract authors?
Yes, and they are often the most effective inviters, because researchers trust colleagues. Ask each member to suggest one active theme a year, personally invite a few researchers, list the editorial role on ORCID and institutional pages, and share newly published papers from their field. Never list anyone on the board without their written agreement.
What is an institutional MoU for a journal?
It is a written agreement between a journal or publisher and an institution for recurring activities such as co-hosted conferences, research writing workshops or annual themed calls. A sound MoU protects editorial independence, so the partner cannot guarantee publication, and it sets out fees, branding rights, duration and how either side can end the arrangement.
Do DOIs and indexing really bring more authors?
They help, because researchers check how discoverable a journal's articles are before submitting. Crossref DOIs make citations resolvable and feed discovery tools, while open repositories and scholar profiles multiply the routes to your papers. No service can guarantee indexing in selective databases, which decide using their own published criteria, so focus on quality content and complete metadata.
Which social media channels work for academic journals?
LinkedIn and X suit announcements of new articles and themed calls, while Google Scholar, Academia and ORCID-linked profiles help researchers discover your content. Share useful material, such as a plain summary and DOI link for each article, rather than repeated advertisements. In groups and mailing lists, ask moderators before posting and post each call only once.
Should a journal promise fast publication to attract authors?
No. Promises of publication within days are one of the clearest predatory signals, because genuine peer review takes time. State a realistic typical range for review and production, keep authors informed when delays happen and publish only after review is complete. Reliable timelines attract more serious authors than speed claims.
How do I measure whether my journal outreach is working?
Add a "How did you hear about us?" field to the submission form, then track submissions, desk rejections and acceptances after review by source each quarter. Also watch repeat authors and opt-out or complaint rates. Channels that bring many out-of-scope papers or complaints should be changed or dropped, even if they produce high numbers.
How does JMVRA invite authors?
JMVRA publishes a monthly call for papers that states its identity (online ISSN 2984-8911, multidisciplinary, published by JMVRA Publication), its fee of ₹971 for Indian authors or US$41 for international authors payable only after acceptance, its CC BY 4.0 licence and Crossref DOIs under prefix 10.56975. Authors can read the call and submit through the journal's submission page.
What tools help a journal manage invitations and submissions?
A journal management system such as JWJMS handles the submission portal, author dashboard, desk screening, reviewer invitations and reminders, revisions, decisions and issue building with a full record. For conferences, JWCMT manages calls, submissions, review, registration, schedules and proceedings, and moves accepted papers to publication without re-typing. For other needs, contact the team to discuss your requirement.
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Publish Your Research in JMVRA
Peer-reviewed, open access (CC BY 4.0), monthly and multidisciplinary · ISSN 2984-8911 · ₹971 for Indian authors and US$41 for international authors, payable only after acceptance.