Step-by-Step Tutorial: How to Send Courtesy Emails for Published Articles

Preparation

1. Locate the Article: Find the article you need to send emails about. Make sure you have access to the article link.
   
2. Identify Email Recipients:
   
   • Read the article carefully to identify key people mentioned (researchers, authors, media contacts)
   • Look for names that appear prominently in the research or work being discussed
   • Note down all the names you find

Prepare Email Template:

Subject: Article featuring your work

[Line space]

[Line space]

We have recently published an article featuring your work:

[Article link]

[Line space]

[Line space]

Best regards,

[Your full name]

Karmactive Digital Team

Finding Email Addresses

1. Check the Article Body:
   
   • Look for direct email addresses in the article
   • Search for “media contact,” “press inquiries,” or similar sections
2. Check External Links:
   
   • Open any external links in the article, especially those leading to university or research institution websites
   • Look for “Contact Us,” “Media Relations,” or researcher profile pages
3. University/Institution Media Contacts:
   
   • If the person is affiliated with a university or research institution, search for “[Institution name] media contact” or “[Institution name] press office”
   • Many institutions have dedicated media email addresses
4. Direct Search:
   
   • Google the person’s name along with their institution
   • Look for professional profiles or faculty pages that might contain email addresses
5. Screenshot Text Extraction (if text can’t be directly copied):
   
   • For Windows 11: Use Windows+Shift+S to take a screenshot, then use the “Text” action to extract text
   • For smartphones: Use Google Lens to scan and extract text from images

Sending the Emails

1. Personalize Each Email:
   
   • Address each recipient individually (e.g., “Dear Professor Smith”)
   • Send separate emails to each person – don’t email multiple people in one message
2. CC Your Supervisor:
   
   • Always CC your supervisor ([email protected]) on all emails
3. Final Check:
   
   • Verify the email addresses are correct
   • Ensure the article link works
   • Check that you’ve personalized the greeting for each recipient
4. Send and Track:
   
   • Send the emails from your personal email account
   • Note which emails have been sent by writing “done” next to them in your list

Best Practices

1. Limit Daily Emails: Send no more than 4-5 emails per day to avoid overwhelming recipients
   
2. Follow Up: If you receive replies, notify your supervisor immediately
   
3. Be Professional: Ensure all emails are properly formatted and free of errors
   
4. Documentation: Keep track of which emails you’ve sent and to whom
   
5. Check Understanding: If you’re unsure about who to contact, review the article again or ask your supervisor for clarification
   

This process helps maintain professional courtesy by notifying people when their work has been featured in your publications.

Watch this for in-depth explanation: