How do program chairs notify authors about decisions?

Paige Watson

Updated on 10 March 2026

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In PeerSubmit, authors are automatically notified when a program chair makes a final decision on a submission. When a paper is accepted, rejected, or a revision is requested, the system sends an email notification to the corresponding author.

Program chairs do not need to manually send emails for each decision. However, organizers can customize the notification email templates in advance to ensure the message sent to authors matches the conference’s communication style.

Step 1: Configure Decision Email Templates

• Conference organizers should configure decision notification templates before the review process begins.
• Navigate to Email Templates in the conference settings.
• Update templates for decision types such as Acceptance, Rejection, or Revision Requested.
• Customize the subject, message, and placeholders for author name, paper title, and decision details.

Step 2: Program Chair Makes the Final Decision

• Log in to PeerSubmit and open the conference dashboard.
• Go to the Submissions section.
• Open the submission you want to evaluate.
• Select the appropriate decision such as Accept, Reject, or Request Revision.
• Add comments if required and submit the decision.

Step 3: Automatic Notification to Authors

• Once the decision is submitted, PeerSubmit automatically sends an email notification to the author.
• The email content is generated using the configured email template.
• Authors receive details about the decision and instructions for next steps.

What Authors See

• Authors receive an email notification about the decision.
• They can log in to their PeerSubmit account to view the submission status.
• Reviewer feedback and comments may also be visible depending on the conference settings.

Best Practice

• Configure and review email templates before starting the review process.
• Ensure templates include clear decision explanations.
• Maintain a professional tone for both acceptance and rejection messages.

Using automated notifications ensures that authors are informed promptly while maintaining consistent communication throughout the conference review process.