Transcript How to Request Letters of Evaluation/Recommendation

Setting yourself up for success!
Identifying Possible Evaluators
 Ideally, you should have more evaluators in mind than you
actually need
 Casting the net wide (and early) allows you to replace anyone
who is not willing or able to write you a letter
 Select appropriate evaluators based on what you are
applying for (admission to med school, an internship
program, scholarships, etc.)
 For medical school, you will need
 3 Academic Letters (at least one must be from a Science Faculty
Member)
 You may also submit 2 optional letters (Additional faculty, Research
faculty, doctor’s shadowed, work supervisors, volunteer
coordinators)
Create a spreadsheet
 Evaluator’s Name
 Email Address
 Phone number
 Date you requested the letter
 Deadline agreed upon
 Date to submit packet of info
 Date to follow up (3 weeks before deadline, if not
received early)
 Thank you letter sent?
Making the Request
 Always ask for a letter of evaluation/recommendation in
person.
 Always ask at least one month before the deadline
 For med school apps, ask early so you know where you stand
 Request an appointment
 Request (for the appt) may by phone/voice mail or through
email
 Give the reason for requesting the appointment
 Be on time for the appointment
 Look nice (you don’t have to “dress up”, but don’t show up
in sweats and flip flops!)
What to actually say
 Tell them the purpose of the letter you are requesting.
 Explain how a letter from the person will help support what
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you wish to accomplish.
Ask if they will consider writing a letter on your behalf.
Sweat bullets until they answer!
If no, thank them for their consideration and depart.
If yes, tell them that you are putting together a packet for
their use. Ask when and how they would like to receive it
from you.
 For Med School, ask if they have worked with the Interfolio
system before.
 Give them the date when the letter is to be submitted.
Packet Contents
 Current Resume
 If you need help, please make an appt with Lesley.
 Personal Statement (And/or app required materials)
 This can be in rough draft form.
 Grade Report (or informal transcript)
 Photo
 Passport photo, or any other professional looking head shot
 Instructions for how (and, if relevant, when) to submit
letter
 Put the information together in a folder or envelope
Gentle Reminders
 About three weeks before the letter is due, touch base
with your writer (email is fine).
 Tell them that you are working on the application
materials and (either)
 A)that you still plan to submit by the agreed upon date
 B)that you have adjusted your submission date to “X”
and they are welcome to use the extra time also.
 Say that you are confirming that they still plan to write
a letter on your behalf and that the letter will be ready
by “X”.
Acknowledgement
 For internship programs, scholarships, etc., please
send your letter writers a thank you note after the
deadline has passed.
 Send another thank you letter when/if you accomplish
the goal of the letter.
 For med school apps, send a quick thank you email as
soon as the letter is uploaded to Interfolio.
 Send another thank you letter when/if you are admitted
to med school.