Emailing Authors After Improving Results: A CS Etiquette Guide

Hey everyone! Navigating the world of academic research, especially in a field like Computer Science and Discrete Math, can be tricky. You're deep into your PhD, making strides by improving upon existing work, which is fantastic! But then the question pops up: do you reach out to the original authors whose results you've built upon? It’s a common question, and the answer isn't always straightforward. So, let's break down the etiquette of emailing authors whose work you've improved, covering the when, why, and how to do it right.

Why Contact Authors When Improving Their Work?

Let's dive into why contacting authors might be a good idea. First off, it's about building relationships within your field. Think of academia as a giant, interconnected web of researchers. Reaching out to authors whose work you've engaged with is a great way to start forging connections. It shows them that you've not only read their work but also deeply understood it and built upon it. This can lead to valuable collaborations, mentorship opportunities, and even job prospects down the line. Networking is super important, guys, and this is a solid way to do it!

Secondly, it's a matter of intellectual courtesy. Imagine pouring your heart and soul into a research paper, publishing it, and then hearing nothing about how it's being used or impacting the field. Now, imagine someone takes your work, improves it, and you find out through a conference presentation or a published paper. Wouldn’t you appreciate a heads-up? A simple email acknowledging their contribution and outlining your improvements demonstrates respect for their work and their intellectual efforts. It's like saying, "Hey, I appreciate the foundation you laid, and I wanted to share how I've taken it further."

Furthermore, contacting authors can help you gain valuable insights and feedback. They are the original experts on the topic, after all. They might have perspectives or knowledge that you haven't considered, which could further refine your work or even spark new research directions. Think of it as a free consultation with a leading mind in your field. You might uncover hidden assumptions in their work, understand the limitations they faced, or even learn about ongoing research that's highly relevant to your own. It's a win-win: they learn about the impact of their work, and you gain valuable feedback. It is especially useful if you had to make certain interpretation or assumptions about their work to extend it; it's always good to validate them.

Finally, reaching out to authors can prevent potential misunderstandings or conflicts. If your improvement involves correcting an error in their work, for example, it's best to communicate this directly and respectfully. This gives them the opportunity to clarify their work, provide additional context, or even acknowledge the error themselves. Direct communication avoids surprises and allows for a collaborative resolution, rather than a potentially awkward or confrontational situation. Remember, the goal is to advance knowledge, not to tear down previous work. Plus, transparency and honesty are highly valued in academia. This ensures that the scientific record is accurate and that credit is given where it is due. By engaging in open communication, you’re upholding the integrity of the research process.

When Should You Email the Authors?

Now, let’s pinpoint the when. There isn't a one-size-fits-all answer, but here are a few scenarios where emailing the authors is highly recommended:

• Before Submitting Your Paper: This is often the best time. Sending a pre-submission email gives the authors a chance to see your work, provide feedback, and potentially catch any errors or misinterpretations. It also demonstrates your respect for their work and gives them a heads-up about your upcoming publication. This is particularly crucial if your improvements are significant or if you're directly addressing limitations in their original work. Imagine the goodwill you generate by including their feedback and acknowledging their contributions in your final paper!
• When Your Paper is Accepted: Sharing the good news of your paper's acceptance is another excellent opportunity to reach out. It lets the authors know that your work has passed peer review and is deemed significant by the scientific community. This validates their initial research and shows the impact it has had on the field. It's like saying, "Your work was so impactful that it inspired this new paper, and the community agrees!"
• If Your Improvement is a Major Breakthrough: If your work represents a substantial improvement or a significant advancement over their results, definitely reach out. This is especially important if your findings have practical implications or could change the direction of future research. Authors are generally excited to see their work lead to major breakthroughs, and they'll likely appreciate being informed directly. Think of it as sharing exciting news with the people who laid the groundwork for your success.
• When You Directly Address Their Work's Limitations: If your work explicitly addresses and overcomes limitations of their prior research, it's crucial to communicate this. This allows the authors to understand how their work has been extended and to see the impact of your contributions. It also provides an opportunity for them to reflect on their own research and potentially explore new avenues based on your findings. Remember, scientific progress is a collaborative effort, and acknowledging limitations is part of that process.
• If You're Unsure About an Interpretation: If you've had to make assumptions or interpretations of their work to improve it, emailing them is a must. This ensures that your understanding is accurate and that you're not misrepresenting their findings. It's better to clarify any ambiguities before publishing your work to avoid potential misunderstandings or criticisms later on. This also demonstrates your commitment to academic rigor and intellectual honesty. It shows that you value the accuracy of your research and are willing to engage in constructive dialogue.

On the other hand, if your improvement is a minor refinement or a straightforward application of their work, emailing might not be necessary. However, err on the side of caution and consider the potential benefits of reaching out. A brief email is always better than the potential awkwardness of not communicating at all. It's all about fostering a collaborative and respectful research environment.

How to Compose a Professional and Respectful Email

Okay, so you've decided to email the authors. Great! Now, let's talk about crafting the perfect email. Here are some key tips to ensure your message is well-received:

• Subject Line: Keep it clear and concise. A subject line like "Follow-up on your paper, [Paper Title]" or "Improvement on [Paper Title]" works well. This immediately tells the recipient the purpose of your email and helps them prioritize it. Avoid vague subject lines that might get your email lost in their inbox.
• Start with a Polite and Respectful Greeting: Begin with "Dear Dr. [Author's Last Name]" or "Dear Professor [Author's Last Name]." If you're unsure of their title, "Dear [Author's Name]" is perfectly acceptable. Avoid overly casual greetings like "Hey" or "Hello." Remember, you're establishing a professional connection.
• Introduce Yourself Briefly: State your name, affiliation, and your research area. This provides context for the recipient and helps them understand your background and expertise. For example, you could say, "My name is [Your Name], and I am a PhD candidate in Computer Science at [Your University]. My research focuses on [Your Research Area]."
• Clearly State the Purpose of Your Email: Explain that you've improved upon their work and provide the title of the paper you're referring to. Be specific about the paper so there's no ambiguity. For example, "I am writing to you regarding your paper, '[Paper Title],' published in [Journal Name]."
• Briefly Summarize Their Work and Your Improvement: Highlight the key aspects of their work that you built upon and clearly explain your improvements. Avoid technical jargon and use language that is easy to understand. Focus on the significance of your improvement and its potential impact on the field. For instance, "Your work on [Specific Concept] provided a crucial foundation for my research. I have developed a new algorithm that improves upon your approach by [Quantifiable Result or Benefit]."
• Be Humble and Respectful: Acknowledge their contribution and emphasize that your work builds upon their foundation. Avoid language that suggests you've completely overturned their findings or that their work was flawed. Use phrases like "building upon your work," "inspired by your research," or "extending your results." This demonstrates intellectual humility and respect for their prior work.
• Offer to Share Your Paper: If your paper is not yet published, offer to share a pre-print or draft. This allows them to review your work in detail and provide feedback. If your paper is already published, include a link to the publication or the arXiv pre-print. This makes it easy for them to access your research and understand your improvements.
• Invite Feedback and Questions: Encourage them to ask questions or provide feedback on your work. This opens the door for a valuable dialogue and shows that you're genuinely interested in their perspective. For example, you could say, "I would be grateful for any feedback you might have on my approach." or "I would be happy to answer any questions you may have."
• Thank Them for Their Time: Express your gratitude for their time and consideration. This is a simple yet important gesture of courtesy. A sincere thank you can go a long way in fostering a positive relationship.
• Use a Professional Closing: End with "Sincerely," "Best regards," or "Kind regards," followed by your name. Avoid informal closings like "Cheers" or "Thanks."
• Proofread Carefully: Before sending your email, proofread it carefully for any typos, grammatical errors, or awkward phrasing. A well-written email demonstrates professionalism and attention to detail. Consider asking a colleague or mentor to review your email before you send it.

Example Email Template

Here's a template you can adapt for your own emails:

Subject: Follow-up on your paper, "[Paper Title]"

Dear Dr. [Author's Last Name],

My name is [Your Name], and I am a PhD candidate in [Your Field] at [Your University]. My research focuses on [Your Research Area].

I am writing to you regarding your paper, "[Paper Title]," published in [Journal Name]. Your work on [Specific Concept] was highly influential in my research.

In my recent work, I have improved upon your results by [Briefly Explain Your Improvement]. Specifically, [Explain the key aspects of your improvement and its impact].

I would be happy to share my paper with you. [If available, include a link to the pre-print or publication]. I am very interested in your feedback and would welcome any questions you might have.

Thank you for your time and consideration.

Sincerely, [Your Name]

Key Takeaways for Emailing Authors

Let's recap the key things to remember when emailing authors whose work you've improved:

• Be respectful and courteous: Acknowledge their contributions and show appreciation for their work.
• Be clear and concise: Clearly state the purpose of your email and explain your improvements succinctly.
• Be specific: Refer to the specific paper and the relevant aspects of their work.
• Offer to share your work: Provide access to your paper or a pre-print.
• Invite feedback: Encourage them to ask questions and share their thoughts.
• Proofread carefully: Ensure your email is free of errors.

By following these guidelines, you can navigate this aspect of academic etiquette with confidence and build valuable relationships within your field. Remember, it's all about fostering a collaborative and respectful research community. Guys, this is how we advance science together!

In Conclusion

So, to email or not to email? In most cases, especially in a field like Computer Science where building upon previous work is common, reaching out to authors whose results you've improved is a good idea. It’s a matter of professional courtesy, a chance to network, and an opportunity to gain valuable feedback. By following the tips outlined above, you can craft emails that are both respectful and informative, fostering positive relationships and contributing to the collaborative spirit of the academic world. Now go forth and connect with your fellow researchers! You've got this!