IR - App. 7 - Instructions for Authors

CIRP Annals – Instructions for Authors

Authors can only be CIRP members / or must be co-authored or sponsored by a CIRP member

Paper Submission

1 – Submission of your Abstract by January 15th: Please register on the Elsevier Editorial Manager (EM) to submit your Abstract:

Click on "Submit new manuscript", then select your "STC" for Vol.1, or select "Keynote paper" for Vol.2. Follow the submission process and upload your pdf file under the Item: *Manuscript.
Please be careful to submit your full Paper in pdf format only (for the time being), following the informal template given in the Guidelines for Authors on the CIRP website (on 2 columns and four pages, with the figures inserted). The pdf version is more convenient for the Editorial Committee reviewing.
Be careful: after the reviewing by the Editorial Committee in February, you are no longer allowed to modify the title and the list of authors of your paper.
Cooperative works between CIRP members should be justified with the "Cooperative Work Request Form" available online, to be uploaded on EM with the full paper.

2 - After approval of the paper: submission of the revised Paper by April 1st: Please ensure you submit your revised paper manuscript on EM as a revision of your previous version and not as a 'new' submission. You must submit the source file of your final Paper version in Microsoft Word format (.doc preferably) and in pdf version in addition, together with a reply to reviewers' comments. The source file should be uploaded on EM as Item "Manuscript", while the pdf file should be uploaded as Item "Supplementary file" (for the layout to be checked by the type-setters if needed). We suggest you keep your layout on two columns with the figures inserted into the text, so that the typesetters can follow the same layout visible in your pdf version. Please also upload your high resolution figures and tables under jpg in additional files separately on EM so that they can be printed in a better quality.

Deadlines Reminder:

  • Your full paper must be submitted online by January 15th the latest. For Cooperative works, the "Cooperative Work Request Form" should be uploaded too.
  • If appropriate, the Certificate of Sponsorship should be sent by the sponsor by email to CIRP Office (This email address is being protected from spambots. You need JavaScript enabled to view it.) by January 15th the latest (available in the Member’s Dashboard online).

The author of a paper has to accept two commitments (included in the electronic submission form):

- The first commitment certifies that the paper will be orally presented by one of the authors. If such a commitment cannot be given the Editorial Committee will have the right to refuse the paper. Authors who do not attend during the STC paper sessions to orally present their paper without having given a notification and a valid reason will be excluded from submitting a paper for the following two years.

- The second commitment certifies that the author’s work has not been previously published/presented elsewhere before next CIRP General Assembly, in any language, and that this work is substantially different from any prior CIRP technical presentation.

In exceptional cases, the Editorial Committee may accept papers of up to six printed pages. In such a case, you must write a letter of justification addressed to the Editorial Committee Chairman. This letter and the manuscript must be uploaded on EM before the paper submission deadline. Papers longer than 4 pages not accompanied by a letter of justification will be rejected.

The official language of CIRP Annals is English. If English is not your mother tongue, make sure that the English is checked by a competent editor. Papers written in what is considered to be poor English will be rejected.

A publication fee will be requested: 66 Euros for 4 printed pages. The fee for additional pages is 25 Euro per page. This is not an Elsevier fee. This is requested by and should be made payable to CIRP.

Paper Preparation

You must give full details of the title and authors (first name + family name) of your paper in your file (see Template). Mark CIRP Fellows by the number (1) following the name, mark Associate Members by the number (2) and Corporate Members by the number (3).
Affiliations of authors should be indicated by superscript numbers. Do not use academic titles. (Prof. Dr. etc.)
Only for papers written by non-members, Research Affiliates or Corporate Members (without Fellows or Associate Members being co-authors), the name and affiliation of the author(s) should be followed by a separate sentence indicating the Fellow sponsoring the paper: `Submitted by *name* (1), *city*, *country*'.
Note: Sponsored papers must be supported by the written approval of the sponsoring Fellow (the "Certificate of Sponsorship") signifying that he/she has read the full paper and that the paper is, in his/her opinion, in accordance with the CIRP standards of quality. Without the Certificate of Sponsorship sent by email by the sponsor to the CIRP Office in Paris (by January 20th), the paper will not be considered for review.
The sponsor certificate is available for members through the 'submit a paper' page on the CIRP site (

Your abstract should not exceed 100 words. It should provide a brief summary of the contents of your paper.

Select keywords that can be used to identify the subject of your paper (the CIRP search engine uses the keywords for the identification of your paper). These keywords should be separated by comas, e.g Casting, Forming, ….
The first two keywords must be taken from the latest CIRP List of Keywords, available from the CIRP web page 'Authors: Submit a paper'. The last keyword may be taken from the list or may be freely chosen by the author. Frequently occurring keywords will be included in the CIRP keyword list on a regular basis.

Headings and heading spacing
We recommend using no more than two levels of headings for Volume 1, and no more than three levels of headings for Volume 2, indicated in these instructions as Heading 1, Heading 2 and Heading 3.


The font used by the typesetting process will be Gulliver, however please submit your paper in Cambria point 9 (or Times point 9.5) for the main text, in Cambria 8 (or Times 8.5) for captions and Cambria 7 (or Times 7.5) for references. Elsevier will convert the paper to the Gulliver font upon acceptance.
To denote the major sections of your paper, use Heading 1. These sections should be numbered.
Heading 2
To denote logical subsections of major sections, if any, use Heading 2. Number the subsections accordingly.
Heading 3
To denote further divisions of a subsection, if relevant, use Heading 3. These divisions are not numbered.

Terminology and Symbols
Authors should use CIRP approved terminology and symbols, for example: ISO 3002 Parts I-V. We also recommend that authors adopt the terminology used in the CIRP Dictionary and that they use SI units.

The following list summarizes several important points of style to keep in mind when preparing your paper for the CIRP Annals:
• Use bold for emphasis, but keep its use to a minimum. Avoid using underlining in your paper
• Use a consistent spelling style throughout the paper (US or UK)
• Use single quotes
• Use %, not percent
• Do not use ampersands (&) except as part of the official name of an organization or company
• Keep hyphenation to a minimum. Do not hyphenate 'coordinate' or 'non' words, such as 'nonlinear'
• Do not end headings with full stops
• Do not start headings at the foot of a column or with only one line of text below; put the heading on the next column or page
• Leave one character space after all punctuation

Use italics for variables (u); bold for vectors (no arrows) (u); bold italic for variable vectors (u) and capital bold italic (U) for variable matrices. Use ith, jth, nth. The order of brackets should be {[()]}, except where brackets have special significance.

Mark each item with a solid bullet or with an Arabic numeral followed by a full stop, e.g., 1. 2. 3. and so on. Be consistent in marking list items.
The following is an example of a numbered list:
1. For complete or near complete sentences, begin with a capital letter and end with a full stop.
2. For short phrases, start with lower case letters and end with semicolons.
3. Do not capitalize or punctuate single items.
4. Use a colon to introduce the list.

Figures and Tables

General appearance
Make sure that all figures, tables, graphs and line drawings are clear, sharp and of the highest quality. Lines should be thick enough to allow proper reproduction.
Diagrams, graphics and photographs should be either in grey scale or in colour of excellent quality with good contrast. Use RGB colours, not CMYK.
It is important that you make sure that all lettering inside figures or tables is clearly legible.
Ensure that you supply the original source file of tables or figures, recommended file formats: TIFF, JPG, EPS, PDF, Microsoft office programs (Word, Excel, Powerpoint). Do not paste tables in picture format or as an Image object in Microsoft Word.
For all information on figures and tables, please see the Elsevier Instructions for Figures and Pictures available from the page ‘Submit a paper’ on the CIRP Website.

Numbering, captions and positioning
Number figures and tables consecutively, e.g., Figure 1, Figure 2, Figure 3; Table 1, Table 2, Table 3, 'Fig' is also acceptable. Use (a), (b), (c) to distinguish individual subjects in a composite figure. See Figures 1 and 2 for examples of figure and caption placement. Refer to Table 1 for an example of a table centred across two columns.
Each figure and each table must have a caption (font in Cambria 8 or Times 8.5). Captions should be centred at the foot of the figure. Begin the caption with a capital letter and end with a full stop. Place the figure or table on the text page as close to the relevant citation as possible, ideally at the top or at the bottom of a column. If a figure or table is too large to fit into one column, it can be centred across both columns at the top or the bottom of the page. Do not wrap the text around the figures.

References (Vol. 1 – Vol. 2)

Relevant works must be cited in the reference list (font in Cambria 7 or Times 7.5). 

For publications in Vol. 1 of the annals the references must be listed in order of citation in the paper text.
For publications in Vol. 2 of the annals (all keynote papers) the references must be listed in alphabetical order.

Number the references chronologically: [1] [2] [3]. Cite the references in the body of the paper using the number in square brackets [1]. All references listed must be cited, and all cited references must be included in the reference list.

Please use the following style for references:
Last name, initial, year of publication, full paper title, journal name, volume, first and last page. Use only common abbreviations in journal names.
Here are some examples of a reference list:
[1] Krause, F.-L., Kimura, F., Kjellberg, T., Lu, S.C.-Y., 1993, Product Modelling, Annals of the CIRP, 42/2:695-706.
[2] Samet, H., 1990, Applications of Spatial Data Structure, Addison-Wesley, Reading, M

Processing of Accepted papers

After the review by the Editorial Committee (EC) during the CIRP Paris Winter meetings, the authors of accepted papers will receive suggestions for improvements and the correction of errors. Please read the recommendations for improvements and the textual corrections suggested by the EC reviewers carefully, make the required changes, and re-submit the revised manuscript on EM (through the “Revision” folder) by April 1st the latest.

Typeset format for 4 pages

Your paper is limited to four printed pages in the typeset format used by Elsevier. Please note that an informal template is available from the CIRP website to assist in formatting your paper. However, if you do not use the template, this is the way to estimate whether your paper will fit the limit:
1. Four printed pages is equivalent to approximately 4,200 words without figures or tables. This is approximately 600 words on the title page and 1,200 on three subsequent pages
2. For each figure or table in your paper you should look at the size of the figure in relation to the final printed page (not the title page) and subtract, pro rata, the number of words from your total allowance. For example, a figure which is about 1/4 of a page will use the space of 300 words (1,200/4); 1/6 will use 200 words (1,200/6) and so on. Please note that figures must be large enough to be legible; sizing may be adjusted during the typesetting process if figures are deemed too small, which may affect the page count
3. Approximately 10 references are equal to 200 words. These must be subtracted from your total word count. For example if you have 20 references and no figures or tables your paper must not exceed 3,800 words
4. The abstract and keywords do not count towards the total.
Please see the example article for further guidance. This paper has approx 2,145 words excluding the abstract, title and keywords, all figures, tables and references. The 7 references add approx 180 words to the total word count; the 10 figures about 1600 in total and the 3 tables’ 400, totalling approx 4,325 words. This paper just fits to 4 pages in the standard Elsevier format. This demonstrates the absolute maximum that can fit to four pages.


Upon acceptance of an article, authors will be asked to sign a 'Journal Publishing Agreement' (for more information on this and copyright see Acceptance of the agreement will ensure the widest possible dissemination of information. An e-mail (or letter) will be sent to the corresponding author confirming receipt of the manuscript together with a 'Journal Publishing Agreement' form or a link to the online version of this agreement. Subscribers may reproduce tables of contents or prepare lists of articles including abstracts for internal circulation within their institutions. Permission of the Publisher is required for resale or distribution outside the institution and for all other derivative works, including compilations and translations (please consult If excerpts from other copyrighted works are included, the author(s) must obtain written permission from the copyright owners and credit the source(s) in the article. Elsevier has preprinted forms for use by authors in these cases: please consult:
Submission of an article implies that the work described has not been published previously (except in the form of an abstract or as part of a published lecture or academic thesis), that it is not under consideration for publication elsewhere, that its publication is approved by all authors and tacitly or explicitly by the responsible authorities where the work was carried out, and that, if accepted, it will not be published elsewhere in the same form, in English or in any other language, without the written consent of the copyright-holder.


One set of page proofs in PDF format will be sent by e-mail to the corresponding author. Elsevier now sends PDF proofs which can be annotated; for this you will need to download Adobe Reader version 7 (or higher) available free from Instructions on how to annotate PDF files will accompany the proofs. The exact system requirements are given at the Adobe site:
If you do not wish to use the PDF annotations function, you may list the corrections (including replies to the Query Form) and return to Elsevier in an e-mail. Please list your corrections quoting line number. If, for any reason, this is not possible, then mark the corrections and any other comments (including replies to the Query Form) on a printout of your proof and return by fax, or scan the pages and e-mail. Please use this proof only for checking the typesetting, editing, completeness and correctness of the text, tables and figures. Significant changes to the article as accepted for publication will only be considered at this stage with permission from the Editor. It is important to ensure that all of your corrections are sent back to us in one communication: please check carefully before replying, as inclusion of any subsequent corrections cannot be guaranteed. Proofreading is solely your responsibility. Note that Elsevier may proceed with the publication of your article if no response is received.