Introduction
In academic publishing, transparency is vital. For Indian researchers, especially those using paid support services like editing or formatting, a common dilemma arises: should these services be disclosed during journal submission? This blog addresses the ethical, practical, and institutional perspectives on whether such declarations are necessary or advisable.
What Counts as Paid Support?
Paid support in publishing typically includes:
- Language or grammar editing
- Formatting assistance per journal guidelines
- Plagiarism checking using licensed tools
- Reference cross-verification and styling
- Help navigating submission portals
- Journal shortlisting or matching
These services do not interfere with the originality or authorship of the research. They are mostly technical or linguistic in nature and often compensate for a lack of institutional guidance or time.
Journal Policies: To Disclose or Not?
Leading publishers like Elsevier, Springer, Taylor & Francis, and Wiley allow the use of professional support services. In many cases, they recommend it, especially for non-native English speakers. However, they may require:
- A disclosure or acknowledgment if significant help was received
- A declaration of funding support if the services were institutionally funded
- Clear authorship attribution for intellectual content
In general, journals expect that any substantial third-party involvement—beyond minor editing—be disclosed.
What You Should Declare
Disclosure depends on the level and nature of support:
Declare when:
- The journal asks explicitly about editing or third-party assistance
- Assistance extends to peer review response preparation
- Services were institutionally or externally funded
- The formatting or editing significantly changed the presentation of the manuscript
Need not declare when:
- Only basic grammar or spelling was corrected
- Formatting was done without altering content
- A plagiarism tool was used for internal check
- The assistance was purely technical or clerical
In short, if the support didn’t influence your research design, results, or analysis, a formal declaration is usually optional.
How to Acknowledge Paid Support
If the journal provides space for acknowledgments, a neutral statement can be included, such as:
“The authors thank [Service Provider] for language editing assistance.”
or
“Formatting support was provided by an external professional service, paid for personally by the corresponding author.”
Keep acknowledgments factual, brief, and free of promotional language.
Why Non-Disclosure Can Backfire
Failure to disclose significant paid support may lead to:
- Ethical concerns or retractions
- Peer review complications
- Damage to author credibility
- Institutional scrutiny in case of audits or disputes
As more journals and institutions focus on publication ethics, even minor oversights can raise questions.
Cultural Barriers in India
Indian scholars often hesitate to disclose paid support due to:
- Fear of appearing academically weak
- Lack of clarity in university policies
- Peer perception about outsourcing
- Pressure to show independence
But as international publishing norms evolve, transparency is increasingly respected. Acknowledging editorial or formatting assistance is seen as professional, not shameful.
What Indian Universities Say
Most Indian universities lack clear guidelines on this subject. However, some PhD handbooks and faculty performance review templates now include sections on conflict of interest and support acknowledgments.
Researchers are encouraged to:
- Keep records of any service used
- Choose services that do not interfere with content
- Avoid any that promise guaranteed publication
- Be transparent in journal communications when relevant
International Practices
Globally, declarations are becoming more common.
Many journals offer sections like:
- Author Contributions
- Conflict of Interest
- Acknowledgments
- Submission History
These provide formal avenues for mentioning non-authorship support.
Final Advice for Authors
- If unsure, check the “Instructions for Authors” section on the journal’s website
- When in doubt, it’s better to disclose minor help than risk a problem later
- Discuss with co-authors if you’ve used shared or personal support services
- Do not exaggerate or misrepresent the role of service providers
- Avoid services that write or rewrite your research content—that’s unethical
Conclusion
Declaring paid support services in journal submissions is about maintaining academic integrity. If the service influenced only language, formatting, or logistics, you may not be required to declare it—but doing so, when appropriate, reflects professionalism and responsibility.
As publishing norms evolve, especially in India, transparency will increasingly become a mark of academic maturity. Use support where needed, but be honest about it when journals give you the space to disclose. Acknowledging help is not a weakness—it’s part of ethical scholarship.