Conference acceptance and rejection email templates

What every decision letter must contain

State the decision in the first sentence. Then give the next step with a date. Authors who read only the first two lines should know what happened and what to do.

Acceptance

Include the presentation type, the registration deadline and where to find the programme details.

Subject: [Conference name]: your abstract has been accepted Dear [Name], We are pleased to tell you that your abstract “[Title]” has been accepted as an [oral presentation / poster]. Next steps: 1. At least one author must register by [date] at [link] to be included in the programme. 2. Check your abstract in the author area and send any corrections by [date]. 3. The programme will be published on [date]. We look forward to seeing you in [city]. [Programme chair]

Poster offer instead of a talk

Explain why and make the poster sound like a real slot, not a consolation prize. Give the poster size and the session time.

Subject: [Conference name]: decision on your abstract Dear [Name], The committee could not offer you an oral slot for “[Title]”, but would like to invite you to present it as a poster in the session on [day and time]. Poster size: [format]. Please confirm by [date]: [link]. [Programme chair]

Rejection

Be brief, kind and specific. Include the reviewers’ comments that were written for the author, and say whether resubmission to another track or a later call is possible.

Subject: [Conference name]: decision on your abstract Dear [Name], Thank you for submitting “[Title]”. After review, the committee is unable to include it in the programme this year. The reviewers’ comments are below and we hope they are useful. [Comments for the author] We hope you will consider [conference or next call]. [Programme chair]

Conditional acceptance

Use this when an abstract is accepted subject to a change, for example a shorter text, a corrected affiliation or a different presentation type. Say what must change, by when, and what happens if it does not.

Subject: [Conference name]: your abstract is accepted subject to revision Dear [Name], The committee is pleased to accept your abstract “[Title]” as a [poster], subject to the following change: [Requested change, for example: please state the sample size and the main finding.] Please submit the revised abstract at [link] by [date]. If we do not receive it by then, we will not be able to include the abstract in the programme. Best wishes, [Programme chair]

Waiting list

When the programme is full, a waiting list lets you fill withdrawals without starting again. Explain honestly how it works, and give a date after which authors will know their outcome.

Subject: [Conference name]: your abstract is on the waiting list Dear [Name], Your abstract “[Title]” was reviewed positively but we cannot offer a slot at this stage. We are placing it on a waiting list. If a place becomes available we will contact you by [date]. You do not need to register until then. Thank you for your patience, [Programme chair]

Tone: what to do and what to avoid

A decision letter is often read several times. The wording matters most for rejections, where authors are disappointed, but even acceptances can be spoiled by carelessness.

• State the decision in the first sentence, without a long preamble.
• Use the author’s name and the exact title of the abstract.
• Avoid phrases such as “unfortunately” followed by a list of failings; give one clear reason where possible.
• Do not apologise for the review process, and do not blame reviewers.
• Include next steps with dates, and tell the author whom to contact with questions.
• Keep the letter short. A decision that fits on one screen is more likely to be read properly.

Sending logistics

Sending several hundred decisions at once can go wrong in ordinary ways. Plan the send as carefully as the review. Announce the decision date in the call and keep to it, since authors will wait for it. Send from an address that authors can reply to and that someone reads. Use a mail merge or the system’s own feature so that each letter contains the right title and comments, and never paste by hand. Test with dummy records, including one with special characters, and send a test to yourself and a colleague. Stagger the send in batches if your provider limits volume, and send acceptances and rejections at the same time so nobody hears second-hand.

Handling replies and appeals

Some authors will reply, and a few will ask for reconsideration. Decide the policy in advance and tell the secretariat. A typical policy is that decisions are final except where a factual or process error can be shown, for example a wrong file was reviewed or a conflict was not handled. In that case one committee member who did not review the abstract looks at it and reports to the programme chair. Reply to every message within a few days, politely and briefly. A template helps to keep the tone consistent.

Subject: Re: Decision on “[Title]” Dear [Name], Thank you for your message. Decisions of the committee are based on the reviews and are final, unless there was an error in the process. If you believe this was the case, please tell us what you observed and we will check. Best wishes, [Programme chair]

Checks after the send

Once the letters are out, look for problems while they are still easy to fix. Check for bounced addresses and contact those authors by another route. Read the first few replies for signs of confusion in the wording. Make sure the author area shows the same decision as the email. Update the programme working list with the accepted and pending abstracts, and set a reminder for the registration deadline that you announced in the letter. Keep a copy of the templates and the send date for the next edition.

Send them from the same record

Decision letters are easiest to get right when they are generated from the abstract record, so the title, track and presentation type in the email match what is in the programme. Test every template with a dummy abstract before the send, and stagger delivery if you are sending hundreds.