Why you should agree on a co-authorship plan before you start writing

Authorship disputes rarely begin with bad intentions. They begin with two people making different assumptions. One co-author thinks collecting the data earns first authorship; another thinks writing the draft does. One expects to be corresponding author; another has already listed themselves. By the time the paper is accepted, the disagreement has turned personal, and sometimes it reaches a journal editor or an institutional committee.

A short co-authorship plan, agreed before anyone writes the introduction, prevents most of this. It need not be a legal document. One page, shared by email or in a common folder, is usually enough.

What goes wrong without a plan

Common problems that a plan would have avoided include:

• Order disputes. Two people both believe they deserve first or last position.
• Late additions. Someone who helped briefly is added at submission, and others feel their share has been diluted.
• Silent co-authors. A person agreed to write a section, then disappeared, but still expects credit.
• Data ownership arguments. After the paper, one person reuses the dataset for a second paper without telling the others.
• Journal choice conflicts. One co-author wants a fast outlet that charges large fees; another refuses.
• Delays in revisions. Nobody is clearly responsible for replying to reviewers, so the deadline passes.

Each of these is easier to settle in a calm conversation at the start than in a tense one at the end.

What a co-authorship plan should cover

1. The research question and scope

Write two or three sentences on what the paper will and will not cover. This stops the paper growing into three papers, and makes it clear whether spin-off papers belong to the same group.

2. Roles and tasks

List each person and what they will do: design, data collection, analysis, drafting particular sections, figures, literature review, revisions. Many journals now ask for contribution statements using the CRediT taxonomy, so describing roles in those terms from the start saves work later. Our guide to research guides includes one on CRediT.

3. Authorship criteria and order

Agree on the principle for who qualifies as an author and how order is decided. Many fields draw on the ICMJE recommendations, which say an author should meet all four criteria: substantial contribution to the conception or design, or to acquiring, analysing or interpreting data; drafting the work or revising it critically; final approval of the version to be published; and agreement to be accountable for the work. Others follow field-specific norms, such as alphabetical order in parts of economics and mathematics. Write down which approach you are using and a provisional order.

4. Corresponding author

Name the person who will submit the paper, handle journal correspondence and coordinate revisions. This should be someone with a stable email address and the time to respond quickly.

5. Timeline

Set rough dates for a full draft, internal review and submission. Agree how long people have to comment on drafts, for example ten working days.

6. Target journals

List two or three target journals in order of preference. Agree that you will check each one carefully and avoid predatory outlets. Our guides on finding a good indexed journal and spotting predatory journals are useful shared references. Agree too on how any article processing charge would be paid, if one applies.

7. Data, code and materials

Say who holds the raw data, where it is stored, and whether it will be shared publicly. State whether any co-author may reuse it for future work, and on what terms.

8. Use of AI tools

Publishers’ policies on generative AI differ and change over time, but many do not allow AI tools to be listed as authors and expect any use to be disclosed. Agree among yourselves what is acceptable and check the target journal’s current policy.

9. What happens if things change

Decide in advance what happens if someone drops out, does far more or far less than planned, or moves institution. A simple rule works well: authorship and order are reviewed at fixed points, such as before submission, and changes need everyone’s agreement.

How to have the conversation

Raising authorship can feel awkward, especially for students working with senior colleagues. A few habits help:

• Raise it early and treat it as routine. “Shall we jot down roles and authorship before we start? It keeps things simple later” sounds practical, not suspicious.
• Use a template. Working through a list of headings makes it impersonal.
• Refer to published norms. Pointing to ICMJE, CRediT or your institution’s policy shifts the discussion from personal claims to shared rules.
• Write it down and circulate it. Ask everyone to reply confirming they agree.
• Revisit it. Look at the plan at each major stage and update it openly.

A simple template

1. Working title and one-paragraph scope
2. Names, affiliations and ORCID iDs of all contributors
3. Tasks and CRediT roles for each person
4. Authorship criteria used and provisional order
5. Corresponding author
6. Timeline with comment periods
7. Target journals and fee arrangements
8. Data storage, sharing and reuse terms
9. Agreed use and disclosure of AI tools
10. Review points and how changes are agreed

When a dispute happens anyway

Even with a plan, disagreements can arise. Go back to the written plan first, since it usually settles the question. If not, talk directly and calmly, ideally on a call rather than by email. If that fails, ask a neutral senior colleague to mediate, or consult your institution’s research integrity office. Journals generally expect all authors to agree on the author list, and many follow COPE guidance when changes are requested after submission, so resolving it among yourselves is far quicker.

How CollabCite fits in

CollabCite helps verified researchers and students find co-authors by field and interest. Our Integrity Policy sets out the standards we expect from members, and it is a good starting point for the conversation with a new collaborator. If you are looking for people to work with, you can join as a founding member.