How to write the response letter
The format is close to universal, and editors appreciate authors who follow it.
Point by point
Reproduce each comment in full, then reply directly beneath it. Use a visual distinction, such as bold for the comment and plain text for your reply, and quote the revised text so the reviewer doesn't have to search.
| Part | What it contains | Example |
|---|---|---|
| Comment | The reviewer's words, unedited | "The sample size is not justified." |
| Response | What you think and what you did | "We agree and have added a power calculation." |
| Change | The new text and where it is | "Methods, paragraph 2: 'A sample of 186 gives...'" |
When you agree
Say so briefly and show the change. One line of thanks at the top of the letter is enough; thanking the reviewer effusively under every comment reads as padding.
If a comment exposed a real weakness, say that too. Editors trust authors who acknowledge problems.
When you disagree
You're allowed to. Explain your reasoning with evidence, such as data, a citation or a methodological argument, and consider whether a clarification in the text would prevent other readers raising the same point.
If you can't do what was asked, for example because the data don't exist, say so and add it as a limitation.
When reviewers contradict each other
Choose the course you think is right, explain it under both comments, and refer each reviewer to your reply to the other. If the conflict is serious, ask the editor for guidance before you resubmit.
What to send back
Typically: a short cover note to the editor, the response letter, a marked-up manuscript showing changes, and a clean copy. Journals differ on the details, so follow the decision letter's instructions and meet the deadline, or ask for an extension early.