Formatting APS Journal Articles :: Footnotes
Contact information is given for the corresponding author only. Many times, this information is provided in the manuscript text. If it is not, it is necessary for you to research and insert the material from APS Central, RPM, or the Mandatory Submission form in the folder.
The entire address of the corresponding author is included, with street numbers and zip codes. All information needed for a reader to write to the author is required. E-mail addresses are required to be in the edited version sent to Cadmus, so that the printer has an e-mail address to which to send the S-proofs. However, e-mail addresses are not required to be in the final published version of the paper. Make sure to include a query to the author asking them to verify their e-mail address and indicate whether it should be in the printed article.
The introductory phrase "Address for reprint requests and other correspondence:" is added when the footnote is formatted using the Address function in ABRA in the Toolkit. If the author specifically states that the information is their present address, then change the introductory text to read as "Address for correspondence and present address:" followed by the correct address.
Corresponding authors are referred to by their first initials (with periods) and then their surname. Delete any degree or title information (Prof., Dr., PhD, etc.).
The following terms are abbreviated: Division (Div.), Department (Dept.), University (Univ.), Building (Bldg.), Number (No.), Street (St.), Highway (Hwy.), Boulevard (Blvd.), Avenue (Ave.), North (N.), South (S.), East (E.), and West (W.). "PO Box" is used for post office boxes (note the lack of periods in PO).
For numbered streets (e.g., 9th St., 2nd St., etc.), the order suffix is not superscripted.
Standard postal abbreviations are used for American locations (e.g., MD for Maryland) and for Canadian provinces. The following table lists standard abbreviations:
| State or Territory | Abbreviation | State or Territory | Abbreviation | |
|---|---|---|---|---|
| Alabama | AL | Montana | MT | |
| Alaska | AK | Nebraska | NE | |
| American Samoa | AS | Nevada | NV | |
| Arizona | AZ | New Hampshire | NH | |
| Arkansas | AR | New Jersey | NJ | |
| California | CA | New Mexico | NM | |
| Colorado | CO | New York | NY | |
| Connecticut | CT | North Carolina | NC | |
| Delaware | DE | North Dakota | ND | |
| District of Columbia | DC | Northern Mariana Islands | MP | |
| Federated States of Micronesia | FM | Ohio | OH | |
| Florida | FL | Oklahoma | OK | |
| Georgia | GA | Oregon | OR | |
| Guam | GU | Palau | PW | |
| Hawaii | HI | Pennsylvania | PA | |
| Idaho | ID | Puerto Rico | PR | |
| Illinois | IL | Rhode Island | RI | |
| Indiana | IN | South Carolina | SC | |
| Iowa | IA | South Dakota | SD | |
| Kansas | KS | Tennessee | TN | |
| Kentucky | KY | Texas | TX | |
| Louisiana | LA | Utah | UT | |
| Maine | ME | Vermont | VT | |
| Marshall Islands | MH | Virgin Islands | VI | |
| Maryland | MD | Virginia | VA | |
| Massachusetts | MA | Washington | WA | |
| Michigan | MI | West Virginia | WV | |
| Minnesota | MN | Wisconsin | WI | |
| Mississippi | MS | Wyoming | WY | |
| Missouri | MO | |||
| Canadian Province | Abbreviation |
|---|---|
| Alberta | AB |
| British Columbia | BC |
| Manitoba | MB |
| New Brunswick | NB |
| Newfoundland and Labrador | NL |
| Northwest Territories | NT |
| Nova Scotia | NS |
| Nunavut | NU |
| Ontario | ON |
| Prince Edward Island | PE |
| Quebec | QC |
| Saskatchewan | SK |
| Yukon | YT |
E-mail addresses follow the contact information and are placed within parentheses. The following form is used: (e-mail: drwho@tardis.edu).
Delete any introductory material that the author may have included indicating that this is the corresponding address.
Edit the contact information.
Place the cursor anywhere in the contact information and then select the Address function in ABRA. The information will be formatted automatically by the Toolkit. This function also adds the «/fig» code at the end of the manuscript text. The following is a sample footnote:
«fnote»
«fn»Address for reprint requests and other correspondence: S. K. Lamia, Div. of Mythological Monsters, Dept. of Mythology, Grecian School of Myth, Univ. of Athens, 676 N. Olympus St., Suite 1400, Athens 24601, Greece (e-mail: sklamia@myth.ic.gr).
«/fnote»
At this time, you can also add the following text using the AU function in Stickit (under Verify E-mail) to request that the author verify their e-mail address and indicate whether it should be included in the final version of the paper:
AU: Please verify the accuracy of your e-mail address in the address for correspondence or delete the e-mail address if you do not want it included. This material is listed as a footnote at the bottom of the left column of the text on the first page.