How to Request Letters of Evaluation/Recommendation
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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
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.