[Table of Contents]
Author fulfilment
- Each and every author with published contact details shall receive a final PDF (“e-offprint”) of their published article.
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 under © Brill 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), author fulfilment on the next day, beginning of business in the vendor's time zone, is fine. ASAP after JATS will be greatly appreciated.
- There should be no need for the PE to remind the vendor on these arrangements.
NOTE: During spring/summer 2023 a pilot will start with Brill arranging for authors to access their publications on brill.com directly (by contact details or ORCID recognition, or other). Meanwhile, the above best practices will be in place until further notice.
Side letter author fulfilment (Advance)
Subject: Pre-publication of your article in ABBR → Example: IJAC
Dear Author,
We are pleased to inform you that your submission has been published online at brill.com/abbr. The abstract page (landing page) of your article will display now or within 48 hours. Please find attached the PDF version of your article.
To stay informed about forthcoming publications, you can subscribe to our e‐bulletins at www2.brill.com/E-Newsletters-Brill.
IF YOUR ARTICLE IS PUBLISHED UNDER © BRILL…
… Then please be aware of the restrictions of use of your e‐offprint, as explained at Self-Archiving-Rights brill.com/page/selfarchiving/sharing-your-work-selfarchiving. You will find this on the brill.com page Rights and Permissions, brill.com/page/rightsandpermissions/rights-and-permissions. Or, from the Brill homepage, go to About → Rights and Permissions.
IN CASE YOUR ARTICLE IS PUBLISHED IN OPEN ACCESS…
… Then the copyright of your article is yours. For more information, please check brill.com/openaccess (and in the menu on the left Open Access for Authors → Open Access for Articles.
‘IS MY ARTICLE PUBLISHED IN OPEN ACCESS?’
The credit line on the first page of your article displays the copyright holder(s). For a complete list of full open access journals, please go to: brill.com/page/discoveroa/discover-brills-open-access-content (Open Access → Discover Brill’s Open Access Content → Discover Our Full OA Journals). Single articles can also be published in open access in any other journal, whereas the journal as such is published under © Brill.
SHARE YOUR WORK – TRACK ITS IMPACT
Shortly you will receive an invitation from Kudos to explain your publication on their platform and share your work on social media, in order to improve the discoverability of your publication. After sharing your work, you will be able to track the impact via personalized metrics on the Kudos website. On average, authors who make use of Kudos' tools receive 23% higher downloads of their work. For more information visit brill.com/page/Promotion. If you have any concerns, please do not hesitate to contact us; for contact details see below.
Thank you for choosing to publish with Brill.
Yours sincerely,
<signature PE at Brill>
Side letter author fulfilment (issue-based)
Subject: E-offprint of your article in ABBR 000.1 (YEAR) → Example: HIMA 29.4 (2021)
Dear Contributor,
We are pleased to inform you that your submission has been published online at brill.com/view/journals/hima/29/4/hima.29.issue-4.xml. The abstract page (landing page) of your article will display now or within 48 hours. Please find attached the PDF version of your article.
To stay informed about forthcoming publications, you can subscribe to our e‐bulletins at www2.brill.com/E-Newsletters-Brill.
IF YOUR ARTICLE IS PUBLISHED UNDER © BRILL…
… Then please be aware of the restrictions of use of your e‐offprint, as explained at Self-Archiving-Rights brill.com/page/selfarchiving/sharing-your-work-selfarchiving. You will find this on the brill.com page Rights and Permissions, brill.com/page/rightsandpermissions/rights-and-permissions. Or, from the Brill homepage, go to About → Rights and Permissions.
IN CASE YOUR ARTICLE IS PUBLISHED IN OPEN ACCESS…
… Then the copyright of your article is yours. For more information, please check brill.com/openaccess (and in the menu on the left Open Access for Authors → Open Access for Articles.
‘IS MY ARTICLE PUBLISHED IN OPEN ACCESS?’
The credit line on the first page of your article displays the copyright holder(s). For a complete list of full open access journals, please go to: brill.com/page/discoveroa/discover-brills-open-access-content (Open Access → Discover Brill’s Open Access Content → Discover Our Full OA Journals). Single articles can also be published in open access in any other journal, whereas the journal as such is published under © Brill.
SHARE YOUR WORK – TRACK ITS IMPACT
Shortly you will receive an invitation from Kudos to explain your publication on their platform and share your work on social media, in order to improve the discoverability of your publication. After sharing your work, you will be able to track the impact via personalized metrics on the Kudos website. On average, authors who make use of Kudos' tools receive 23% higher downloads of their work. For more information visit brill.com/page/Promotion. If you have any concerns, please do not hesitate to contact us; for contact details see below.
Thank you for choosing to publish with Brill.
Yours sincerely,
<signature PE at Brill>
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 that's published before the paywall on brill.com)
- maximum size of labeled PDF: 10 MB. (Downsize if needed; otherwise just maintain final PDF quality.)
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.
