Residency Email Communication
How to Send Personalized Bulk EmailsLetter of Interest:Letter of Interest Template #1:Letter of Interest Template #1 (General):Thank you EmailsThank you Emails Template #1: Thank you Emails Template #2:Thank you Emails Template #3:Thanks to Program CoordinatorLetter of Intent Template:Program Requirement Inquiry Email Template 1:Others EmailsQuestions about procedural Skills:Thanks for a great clinical rotation:Other Resources
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How to Send Personalized Bulk Emails
Letter of Interest:
LOIs should be sent to the Program coordinator not Program director.
It's better to send LOI two weeks after programs start downloading applications
Keep them brief and to the point.
It’s difficult to send LOIs to 170-180 programs so make a list of your top 5-10 programs, send them specific LOIs mentioning why you like their program.
Send general LOIs (template below) to the other programs.
Letter of Interest Template #1:
Subject: Letter of Interest (AAMC ID: _______)
Dear Ms _______,
I hope you will be fine. I am writing to you to express my interest in the Neurology/Internal Medicine/General Surgery Program at the (Name of the Hospital). I understand the nature of your busy schedule and will be very brief.
A brief paragraph about Program that should include specific things about program and what makes you choose that program (Sub-specialty interests, research interests or any connection to the hospital/city/family member, )
Paragraph about yourself that includes: (keep this as short as possible)
(Mention your scores if > 230 otherwise no need to mention).
ECFMG certified, date of graduation if recently graduated otherwise no need to mention.
Any detail about you experiences (research, work or volunteer)
It is kindly requested to review my residency application. I am confident that I will come up to your expectations during the interview.
Thank you for your time and consideration.
Best Regards,
Applicant Name
AAMC ID: _________
Letter of Interest Template #1 (General):
Subject: Letter of Interest (AAMC ID: _______)
Dear Ms _______,
I hope you are doing good. I am writing to you to express my interest in the ________ Program at the (Name of the Hospital).
Paragraph about yourself that includes:
(Mention your scores if > 230 otherwise no need to mention scores).
ECFMG certified, Date of graduation if recently graduated.
Any detail about you experiences (research, work or volunteer)
It is kindly requested to consider me for an interview invitation to present myself. I am confident I will come up to your expectations during the interview.
Thank you for your time and consideration.
Best Regards,
Applicant Name
AAMC ID: _________
Thank you Emails
Should send thank you email within a week after interview.
Keep it brief and to the point
At least send it to program coordinator and one major person with whom you interviewed.
If program director mentions during the interview
Everyone sends thankyou emails so it’s better that you send them too
You can also mail Thank you cards via postal whatever is easy for you
Thank you Emails Template #1:
Dear Dr. _______________
I am most grateful that you selected me to interview at your esteemed institute. I really liked the ______________ program as:
1) Great Neurovascular program
2) Great Research opportunity
3) MICU and SICU elective time
4) Diverse patient population with adequate volume
5) Dallas as location
If matched at ____________ you will find me;
1) Hardworking
2) Humble
3) Honest
Again many thanks to you and other faculty members. Looking forward to working with you.
Thank you for your time
[Your Name]
[AAMC ID]
Thank you Emails Template #2:
Hello Dr. [NAME],
Thank you for the opportunity to interview at [PROGRAM NAME]. From yesterday’s resident social to today’s presentations, I’ve been duly impressed by what [***the program] has to offer. In particular, I find [program specifics] appealing, and will be using that as the standard for viewing other programs during this interview season. As someone with an interest in [***medicine], I can easily imagine myself here.
Thank you for your time and consideration. I wish you the best of luck with the rest of the interview season, and look forward to hearing back from you!
Warm Wishes,
[Your Name]
[AAMC ID]
Thank you Emails Template #3:
Dear Dr __________
Thank you very much for inviting me to the interview at your program. It was a great experience to meet you and the whole team. I would like to take this opportunity to appreciate (name of program coordinator)’s efforts for helping me out.
Write a few lines mentioning specific things you liked about the program.
I am grateful for putting in the effort and time to go through my application. Please keep my interest into consideration while ranking my application.
Thank you for your time.
Best Regards,
Applicant Name
AAMC ID: _________
Thanks to Program Coordinator
Dear [NAME OF PROGRAM COORDINATOR],
Thank you for an amazing day at ***. I had an exceptional time getting to learn more about the program and meeting the residents, and I appreciate all your hard work ensuring that the day ran smoothly and meaningfully.
All the best,
[Your Name]
P.S. The lunchtime sandwiches were AMAZING 🙂
Letter of Intent Template:
Better to send one email to all the Facutly that has interviewed you and cc to Program Coordinator
Dear Program Director:
I want to thank you again for the invitation to interview with X PROGRAM on Date. Since our meeting, I have completed my interview process and would like to take this opportunity to thank you for your time and to once again express my sincere interest in your program. Your program has all the components of an excellent residency – a …..(individualize and describe the strengths of the program here).
After meeting you and the faculty and having the opportunity to take a closer look at your program, I am excited to say that I will be ranking X PROGRAM (among my top choice programs, extremely high on my list, as my first choice - but only say to your #1 program etc.) *There are many ways to express your interest in a program these are just a few examples I trust that during my interview I was able to convey my desire to become a highly motivated and successful member of your house staff.
I hope you will seriously consider me for a residency position. If you need any other additional information, please let me know. Again, thank you very much for the invitation; I look forward to the Match and for the opportunity to work with you, your residents, and staff in July.
Sincerely,
[Your Name]
[AAMC ID]
Program Requirement Inquiry Email
Send to Program Coordinator not Director
It is important to apply to programs where you meet criteria.
Send emails to program coordinators to find out criteria
Consider sending it in April-June month of the year.
Template 1:
Dear Ms. (program coordinator name)
My name is _________ and I will be applying for the next coming residency match. I have an opportunity to look at your program website and I am excited to apply to your program. I am hoping to find answers for a few questions.
1) What are your USMLE score requirements?
2) What is a cut-off for years since graduation from medical school?
3) What is the requirement for USMLE step 3?
4) Do you require or prefer US clinical experience?
Do you have any preference for clinical experience?
5) Do you have any International medical graduates (IMGs) for residency positions?
6) Does your program sponsor visa to IMGs? if yes, which visa do you sponsor?
7) Do you offer prematch position?
Thank you.
Sincerely,
Name of Candidate
Others Emails
Questions about procedural Skills:
Hello Dr. [NAME],
It was great meeting you on Thursday. I’m really excited about the numerous opportunities for medical ultrasound in your program. Ultrasound is a skill I’ve been proactive about acquiring in med school, and it’s something I’d like to further develop in my residency training.
I had a couple of questions about the ultrasound program:
Are there opportunities to teach medical students basic ultrasound skills?
Are there any plans for TEE in cardiac resuscitations or in the ICU?
How many US scans does the typical resident graduate with?
Thank you for your time and consideration. I look forward to hearing back from you!
All the best,
[Your Name]
[AAMC ID]
Thanks for a great clinical rotation:
Dear [NAME],
Thank you for taking the time out of your busy schedule to give us a tour through the [emergency department, surgical suite, ICU, etc]! I really appreciated your willingness to answer my questions about [resident hours, off-service rotations, etc]. Your enthusiasm really speaks a lot about the program/medical school, and I look forward to ***.
All the best,
[Your Name]
