[Table of Contents]
Author fulfilment
As PDF via email (until and including 31 March 2025)
- Each and every author in a hybrid* journal with published contact details shall receive a final PDF (“e-offprint”) of their published article. Classic offprints (on paper) are not available from Brill, neither gratis nor purchased by the author.
E-offprints of Forewords and Editorials are not being sent since it is assumed that journal Editors have full online access anyway and would be triggered by new content alerts form the platform, or have plenty of other incentives to visit their journal online quite frequently. - Authors who publish in Advance receive this twice: first on publication in Advance and later when the article has been included in an issue.
- The Production Editor (PE) is to be in CC of any such message.
- Side letter: the most recent version shall be used. As agreed earlier, the side letter is a ‘one-size-fits-all’. Hence, its content covers both publications just licensed to Brill only and Open Access contributions. Please scroll down to view the side letter.
- Author e-offprints shall be sent same day as the vendor’s delivery of the applicable JATS package (issue-based or Advance). Whereas this is less important in the case of Advance articles, the approximately 6-12 hours time window is seen as essential for issue-based matter. In the case of JATS deliveries very late in the afternoon (evening, night) in the vendor's timezone, author fulfilment on the next day, beginning of business on their side, is fine. ASAP after JATS will be greatly appreciated.
- There should be no need for the PE to remind the vendor on these arrangements.
- IMPORTANT: As of 1 April 2025, author e-offprints are not being sent to journal contributors until and including 30 June 2025. A final decision to cancel this as of 1 July 2025 will be taken end of June 2025.
*) A hybrid journal is a journal not published in full OA. Authors of artciles in such journals publish in OA in case the corresponding author is eligilbe to thanks to their affilation or if they pay an APC to do so.
Full OA journals: see on Browse In Journal | Brill
Open Access: General Open Access Information (OA landing page with links to funding, transformative agreements, license types, APCs and more)
By new content alert (powered by brill.com)
During spring/summer 2023 a pilot has started with Brill arranging for authors to access their publications on brill.com directly (by contact details or ORCID recognition, or other). Until and including 31 March 2025, the above best practices have been in place. Concerns during the 'double stream' period were:
Does the author receiving an alert 'off platform' immediately upon publication of their article online?
Does the author publishing in Advance receive such an alert twice: first on the release of their article in Advance and a second time as their article goes into an issue?
Do all authors involved receive the alerts (at least once)?
It must be noted that all visitors of brill.com (author, editor, or anybody else) can subscribe to new contents alerts per journal, either new article or new issue or both. Please scroll down for more details on New Content Alerts.
Book publisher fulfilment
Adress list publishing houses
See on Marketing fulfillment (brill.com)
Side letter book publisher fulfilment
Dear Publisher,
We are pleased to inform you that a review of one of your books has been published in our journal Full Title. A PDF of the review is attached. Please feel free to forward the review to the author(s).
Please do not reply to this message, as we are unable to respond to inquiries sent in reply to this email. However, if you have any remarks, please do not hesitate to contact Brill; for contact details see below. We will be happy to serve you.
If this email should be sent to an alternative address, please contact us and we will use the new address in future occasions.
Thank you in advance for your kind attention.
Yours sincerely,
<signature Brill Marketing>
Editor fulfilment
Production Editors may kindly ask the journal compositor to provide a watermarked (labeled) PDF of a complete published journal issue for the benefit of the editor(s) or guest editor(s). Such a PDF will be sent to those editors on a per case basis, until further notice, and from Brill (c/o the PE), until further notice. In the near future, this service may be outsourced to the compositor. A side letter will then be drafted for that purpose. A model of a labeled PDF is attached to this page. Specifications are:
- stamp (label) at the bottom of each page of content licensed to Brill
- no stamp on Open Access content needed*
- no stamp on FREE content needed (all (else) that's published before the paywall on brill.com, such as Editorials, Introductions, Notes on Contributors, et cetera)
- maximum size of labeled PDF: 15 MB (downsize if needed; otherwise just maintain final PDF quality.)
*) The first article in this sample watermarked issue is published in open access, whereas the second one is restricted (behind the paywall).
New content alerts
PubFactory, hosting partner of brill.com, provides a variety of alerts that can be set by users to notify them of updates to the content repository. Editors, authors, and any other visitor of the website can subscribe to New Article alerts and New Issue alerts in the journal(s) of their choice. Alerts can be received on any valid email address. Customers can create a personal account on brill.com and follow the step. (More later...)
Related article on Connect: PF manual: PubFactory Alerts (brill.com)
For journal authors upon publication online of their article (Advance and issue-based)
Upon publication of their article, journal authors will receive an email similar to the below.
The message is sent from website@brill.com
- Authors are kindly asked to check their junkmail first before making a claim they had not received such a message.
- It may take a couple of days before the message is sent to the author.
Observing the above, the Production Editor in charge can add author data to a request list that can be found here: request list.xlsx
Book publisher e-offprints
- Book publishers of reviewed books in a Brill journal (including Brill books in a Brill journal) shall receive a PDF of the published review of their book. CC the PE is not needed for this, and there is no urgent deadline. Vendors shall please proceed at their convenience.
- For Brill books reviewed in a Brill journal, the recipient address is reviews <at> brill.com.
- For books reviewed by a publisher that isn’t listed at the latest address list by Brill Marketing, the escalation address is Marketing <at> brill.com. Claims and queries can be sent to that mailbox. (Please do not confuse the purposes of Brill Marketing contact details and the above quoted address reviews <at> brill.com).
NOTE: Authors and book publishers are kindly asked to check their junk mail or spam filter first, before making a claim. The fulfilment may be done from a “no reply” address or other address used by the vendor. The side letter refers to the PE’s contact details (e-mail signature). Side letters under in book publisher fulfilment shall be 'signed' on behalf of Brill Marketing.
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