Most
manuscripts have to be revised at least once before they are accepted
by a journal. Once the author receives a decision for acceptance with
major or minor revisions, he/she has to revise the manuscript based on
the peer reviewer comments. The revised manuscript is then submitted to the journal along
with a point-by-point response to the reviewer comments. A cover letter
for a revised manuscript should be sent to the editor along with the
author’s responses to the reviewer comments. This letter is often called
the response letter or the rebuttal letter.
It
is important to compose a good response letter to accompany the revised
manuscript. A response letter or rebuttal letter can be written in two
ways:
1. You write a cover letter and attach a separate document in which you have addressed the reviewer comments.
2.
Alternatively, your rebuttal letter can be divided into two sections:
an introductory part addressed to the journal editor and a second part
containing detailed responses to the reviewer comments.
Begin
the letter by mentioning the manuscript title and id. Include a small
paragraph thanking the reviewers for their valuable time and useful
contribution. Mention that you appreciate the inputs they have given and
that their inputs will definitely help improve your manuscript.
Rebuttal letters that thank the referees set a positive tone right from
the beginning.
If
you are including your responses in a separate document, add a
paragraph that broadly summarizes the major changes that you have made
in the manuscript based on the reviewers’ comments. Mention that you
have attached a document containing point-by-point responses to the
reviewers’ comments. If you are including the detailed responses in the
same letter, mention that the next section contains your responses.
Addressing reviewer comments
can be a difficult task, especially, if there are many comments and the
comments are long. Here are a few things to keep in mind when
addressing reviewer comments:
1. Address each and every point raised by the editor and reviewers:
Copy every single comment in your rebuttal letter and write your reply
immediately after each point in a clear and concise manner. Make sure
that not a single point raised by the reviewers/editor goes unanswered.
Even if you do not agree with a point or have not made the change
suggested, please mention that and provide a reason for your decision.
2. Provide point-by-point responses:
Number the reviewers’ points and respond to them sequentially.
Highlight the corresponding changes in the manuscript or refer to the
line numbers in the original and revised manuscripts. Consider setting
the reviewer comments in bold to distinguish them from your responses.
This makes it easier for the editor/reviewers to follow what you have
done.
3. Categorize the reviewers’ comments:
If there are too many comments, it would help if you separate the
comments into categories. For example, all the comments related to
methodology could be grouped together, all related to language could be
under one category, etc. If you decide to do that, make sure you add a
sentence such as “I have separated my responses to the reviewers’
comments according to several categories in order to achieve an
integrated approach in my responses.”
4. If comments are in the form of paragraphs, split them into points:
If the reviewers’ comments are in the form of large paragraphs, divide
them into separate points so that you can address them individually. If
you are not sure of what a particular comment means, begin your response
by explaining what you have understood from the comment.
5. In case you feel the reviewer has misunderstood something, clarify politely:
Reviewers are experts who have extensive knowledge of their field;
therefore, if you feel that a reviewer has misunderstood certain parts,
it is likely to be due to lack of clarity in your presentation. In such
cases, point out the misunderstanding politely and provide the necessary
clarification. For instance, you could write: “I am sorry that this
part was not clear in the original manuscript. I should have explained
that….I have revised the contents of this part.”
6. If you cannot address a point, give a reason:
If you cannot address any of the reviewers’ concerns, explain why you
cannot do it, for instance, if the reviewer has asked you to provide
additional data or conduct additional experiments, which you feel are
not necessary. Avoid giving personal reasons like lack of funds or lack
of time as reasons. Do not show a negative attitude. Be respectful in
your reply. First, thank the reviewer for his/her in-depth analysis and
useful comments. Then, explain where you feel you cannot completely
agree with the reviewer’s suggestion. Your answer should be clear and
logical and should be backed by evidence.
7. When adding new data or figures, mention their location in the manuscript:
If you have included new data, tables, figures, etc., indicate where
you have added the information: mention page numbers, figure panels,
etc. If required, attach supplementary material so that the
reviewer/editor has everything that he/she needs and does not have to go
searching for the material.
8. Maintain a polite and respectful tone throughout: Remember
that the reviewers have spent a lot of time and effort in evaluating
your manuscript. Even if some of the comments appear to be negative, do
not take them personally. The reviewers are critiquing your work, not
you, and their inputs are value additions to your work. Be polite and
respectful in your tone even if you feel that some of the comments are
unfavorable or unreasonable. Sometimes some reviewers may have
conflicting views. But remember that each of them will read your
rebuttal letter, so it is best to be equally polite to all the
reviewers. The tone of the cover letter is very important.
9. Conclude the letter appropriately: Be
careful of how you end the rebuttal letter. A concluding sentence such
as the following may sound overly conceited: "Since all the corrections
have been made, we hope the manuscript will now be accepted without any
further changes.” A straightforward but polite ending would be “We look
forward to hearing from you regarding our submission. We would be glad
to respond to any further questions and comments that you may have."
Such an ending is formal, polite, and reflects a willingness to make
further changes if required.
Source: http://www.editage.com
