Form letter B: To complainant re: Author

Form letters are examples of appropriate letters for various situations. Please find below the text of Form letter B: To complainant re: Author. You can copy this text and adjust it to your needs. The template is also available in Wordopens in new tab/window or PDFopens in new tab/window format. This form letter is used in the following decision trees:

1. Authorship complaints

2. Plagiarism complaints

3. Multiple, duplicate, concurrent publication/simultaneous submission

4. Research results misappropriation

5. Allegations of research errors and fraud

6. Research standards violations

7. Undisclosed conflicts of interest

Form letter B: To complainant re: Author

[letterhead of the journal editorial office or the editor’s general contact information]

[date]

[title of article, date of publication]

Dear [complainant],

As we have already discussed, I have contacted the author of the article in question with regard to the allegation raised by you in your initial communication of [date] (please see copy attached). I have now had a response from the author.

[The substance of the response is {description}.]

OR

[Attached you will find a copy of the response from the author which addresses the allegations made.]

Although ultimately it will be my responsibility to make a reasonable determination as to the allegations made and possible responses or remedies, I would be very interested in your views and reactions.

Yours sincerely,

[editor name]

[editor-in-chief]

Once a decision has been reached and the authors notified, at the same time as (or any time after) making the decision public, e.g., posting a retraction notice, you may wish to notify the complainant. You can copy this text and adjust it to your needs.

[letterhead of the journal editorial office or the editor’s general contact information]

[date]

[title of article, date of publication]

Dear [complainant],

I write with regard to the allegation raised by you in your initial communication of [date] (please see copy attached).

After a thorough investigation and review of the facts of the case[, including soliciting a response from the author and your views and reactions to that response], I have taken the decision to: [outcome].

If applicable: A copy of the [retraction notice / erratum / expression of concern] that [will be / has been] published is as follows:

[paste agreed text, after the authors of the complained about article have been informed].

If applicable: Thank you again for bringing your concerns to our attention; we are grateful for your contribution and dedication to ensuring the integrity of the scientific record.

Yours sincerely,

[editor name]

[editor-in-Chief]