Withdrawing a paper from an academic conference is sometimes necessary due to unforeseen circumstances, but the process must be handled carefully to maintain professionalism and avoid reputational harm. This article explains when you can withdraw, how to do it properly, and what potential consequences may arise.
Yes, it is usually allowed to withdraw a paper from a conference—but only under specific conditions and within defined deadlines. Each conference will have its own policies regarding withdrawals, which are often detailed in their submission guidelines.
Common reasons for withdrawal include:
Acceptance at another event or journal
Incomplete research or errors in the submission
Conflicts with co-authors
Travel or visa difficulties (for in-person events)
The timing of your withdrawal greatly affects the outcome:
Before acceptance: You can usually withdraw by simply notifying the organizing committee. This is generally accepted without penalty.
After acceptance, before publication: This becomes more sensitive. Some conferences may still allow withdrawal if informed promptly, but others may flag the authors for future consideration.
After proceedings publication: Once your paper has been included in the official conference proceedings (especially IEEE, ACM, Springer, etc.), it typically cannot be withdrawn. Doing so may also involve formal retraction procedures.
To withdraw your paper:
Email the conference contact or submission chair.
Include your paper title, submission ID, and a clear, respectful reason for withdrawal.
CC all co-authors.
Ensure transparency and shared responsibility.
Keep records.
Save your email communications in case of disputes.
Sample withdrawal message:
Subject: Withdrawal Request for Paper #123 – [Your Title]
Dear [Conference Chair's Name],
We respectfully request the withdrawal of our submitted paper [title] from the [conference name], due to [reason]. We apologize for any inconvenience and appreciate your understanding.
Sincerely,
[Your Name, Affiliation]
Mild or none if withdrawn early and respectfully.
Warnings or blacklisting from future submissions if withdrawn late without valid reason.
Ethical concerns if withdrawn after acceptance just to submit elsewhere (called "dual submission").
Always follow proper academic ethics and prioritize communication.
Yes, academic conference papers can be withdrawn, but the process should be handled responsibly. Be aware of deadlines, follow official procedures, and maintain transparency with organizers and co-authors.
To explore reputable conferences that clearly outline their submission and withdrawal policies, visit academic.net and discover trustworthy academic events worldwide.