Writing a High-Impact SOAP Email: Exact Templates and Scripts

It is Monday of Match Week. 11:59 a.m. Eastern just passed. Your NRMP screen refreshed and the word hit you like a brick: “We are sorry, you did not match to any position.”

You have about 24 hours before the SOAP chaos really starts.

You know you should email programs. You have heard people say “reach out,” “express interest,” “be professional.” But your brain is mush and your cursor is blinking on an empty screen.

What do you actually say? Who do you send it to? How do you not sound desperate, generic, or clueless?

Here is how to fix it.

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Step 1: Understand What SOAP Emails Really Are (and Are Not)

Before you type a single word, you need to understand the role of a SOAP email.

SOAP emails:

• Are supplementary signals of interest and professionalism
• Help a PD or coordinator remember your name when they see it in ERAS
• Can tip a close decision in your favor when programs are reviewing a huge pile of similar applicants

SOAP emails are not:

• A replacement for a weak application
• A magic key that guarantees an interview
• The place for a multi-page life story or apology tour

Program directors are under insane time pressure during SOAP. They have:

• Hundreds of ERAS applications per spot
• A short time window to screen, interview, and list
• Limited patience for long, rambling messages

Your job is to make their life easier:

• Clear subject line
• Tight, focused body
• Obvious fit
• Zero drama, zero typos

If you remember nothing else, remember this:

Your SOAP email’s only job is to make a tired PD say: “Okay, pull this one up. Let me take a look.”

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Step 2: Core Principles of a Strong SOAP Email

Before templates, you need rules. Templates without rules just create different versions of bad.

Here are the non-negotiables:

1. Subject line must be crystal clear

   Do not play cute. No “Hoping to connect” during SOAP week. You want something like:

   • “SOAP Applicant – [Your Name], US-IMG, Interested in [Program Name]”
   • “SOAP Applicant – [Your Name], Categorical Internal Medicine”
   • “SOAP Applicant – [Your Name], Prior Rotator at [Hospital Name]”

2. Length: 150–250 words. Maximum

   If your email looks like a personal statement, you already lost them. They are skimming on their phone between Zoom interviews.

3. Lead with who you are and what you want

   First 1–2 lines must answer:

   • Who are you?
   • Which specialty/position?
   • Why this program (in one sentence)?

4. Connect concretely to their program

   Generic lines like “I am very interested in your excellent program” are useless. Show you know something specific:

   • Curriculum structure
   • Patient population
   • Location/family ties
   • Rotation you did there

5. Address the elephant in the room briefly, if needed

   If you are a reapplicant, had a prior SOAP, or have a glaring red flag (Step failure, leave of absence), one short line is enough:

   • “After an unsuccessful SOAP last year, I completed an additional year of internal medicine research and passed Step 3.”

6. Clear call to action

   Spell it out:

   • “I would be truly grateful for consideration for an interview.”
   • “If possible, I would appreciate the opportunity to speak with you during SOAP.”

7. Professional, not dramatic

   No “this has been my lifelong dream.” No begging. No guilt trips. Calm, competent, concise.

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Step 3: Who To Email and When

Here is the hierarchy. Hit as many as you can without spamming.

1. Program Director (PD)
2. Associate/Assistant Program Director (APD)
3. Program Coordinator (PC)
4. General program email address (e.g., imresidency@hospital.org)

Ideal: Send to PD + PC in the same email (using “To” for PD, “Cc” for PC). Do not blast 15 people. That looks sloppy.

Timing

• Monday afternoon–Monday evening: You can start drafting. Some programs do watch emails to gauge early interest.
• Tuesday morning: This is prime time. After the unfilled list drops and before interviews get scheduled.
• After you apply in SOAP: Email only programs you actually applied to. Anything else is a waste.

Do not send multiple follow-ups during SOAP week. One email per program is enough. If they are interested, they will find you in ERAS.

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Step 4: Build Your Master SOAP Email Template

You need one master template that you can customize in 90 seconds per program. If you try to write from scratch 40 times, you will make mistakes.

Here is the skeleton:

1. Subject line
2. Greeting
3. Opening: Who you are + what you want
4. Why this program (1–2 concrete sentences)
5. Your key strengths / quick pitch (2–4 bullet points or short sentences)
6. Optional 1-line about red flag/context
7. Closing: explicit ask + thanks + signature

Let’s turn that into real words.

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Step 5: Exact SOAP Email Templates You Can Use

Template 1: Core SOAP Email (General Use)

Use this for most programs in your target specialty.

Subject:
SOAP Applicant – [Your Name], [US-IMG/US-MD/DO], [Specialty]

Body:

Dr. [Last Name],

My name is [Your Name], a [US-MD/DO/US-IMG/FM-IMG] applicant participating in the 202[ X ] NRMP SOAP, and I have applied to your [Program Name] [categorical/preliminary] [Specialty] position.

I am very interested in [Program Name] because of [1 concrete reason – e.g., your strong training in community-based care with underserved patients in [City], your emphasis on resident autonomy, or your specific track such as hospitalist, primary care, or critical care]. I believe my background and career goals align closely with your program’s strengths.

Briefly, I would bring the following to your residency:

• [Clinical strength – e.g., robust US clinical experience with strong evaluations from internal medicine subinternships]
• [Exam performance – e.g., Step 2 CK 24X, passed Step 3, or strong COMLEX performance]
• [Work ethic/fit – e.g., proven reliability and teamwork during a year as an IM research fellow and night float sub-intern]
• [Any unique asset – e.g., fluent Spanish, prior nursing experience, MPH with quality improvement work, etc.]

[Optional 1 sentence if needed: After not matching in 202[?], I completed [research year/additional rotations] and improved my application by [specific change – e.g., passing Step 3, additional US letters, etc.].]

I would be grateful for the opportunity to interview with your program during SOAP and to contribute as a hardworking, reliable resident. Thank you for your consideration.

Sincerely,
[Your Full Name]
AAMC ID: [########]
NRMP ID: [########]
Phone: [###-###-####]
Email: [youremail@domain.com]

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Template 2: If You Rotated at That Program

This is critical. Prior rotators absolutely get more attention if they email correctly.

Subject:
SOAP Applicant – [Your Name], Former Rotator at [Hospital Name], [Specialty]

Body:

Dr. [Last Name],

My name is [Your Name], and I am a [US-MD/DO/IMG] applicant in the 202[ X ] NRMP SOAP. I have applied to the [Program Name] [Specialty] [categorical/preliminary] position.

I rotated with your team on [service – e.g., Internal Medicine wards / ICU / Sub-I] in [Month/Year] under [Attending Name] and greatly appreciated the collegial environment, high clinical volume, and strong resident teaching. That month confirmed that [Program Name] is my top choice for residency training.

Since that rotation, I have strengthened my application with:

• [Updated achievement – e.g., Step 2 CK 24X / Step 3 pass]
• [New letter – e.g., an additional strong letter from Dr. X at your institution]
• [New experience – e.g., continued work in hospital medicine with a focus on QI or underserved patients]

If possible, I would be very grateful for consideration for an interview during SOAP. I would welcome the chance to return to [Hospital/City] and work hard for your patients and team.

Thank you for your time and consideration.

Sincerely,
[Name, AAMC ID, NRMP ID, phone, email]

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Template 3: Prior Unmatched / Reapplicant

Own it. Briefly. Then move on.

Subject:
SOAP Applicant – [Your Name], Reapplicant in [Specialty]

Body:

Dr. [Last Name],

My name is [Your Name], a [US-IMG/DO/FM-IMG] participating in the 202[ X ] NRMP SOAP for [Specialty]. I have applied to your [Program Name] [categorical/preliminary] position.

I previously participated in the Match in 202[?] without securing a position. Over the past year, I have focused on strengthening my application and clinical skills by:

• Completing [X] months of US clinical experience in [Specialty] with strong evaluations
• Passing [Step 2 CK with a score of 24X / Step 3]
• Contributing to [research/QI/teaching] in [topic/department] with [abstract/poster/publication if applicable]

I am drawn to [Program Name] for [specific reason – curriculum focus, patient population, size, location, or track]. I am confident I can contribute as a dependable, hard-working resident and grow under your program’s training.

I would be grateful for the opportunity to interview during SOAP. Thank you for your time and consideration.

Sincerely,
[Signature block]

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Template 4: Low Scores / Step Failure (With Improvement)

You do not need a confession. You need context and a clear upward trend.

Subject:
SOAP Applicant – [Your Name], [Specialty] – Improved Performance

Body:

Dr. [Last Name],

My name is [Your Name], and I am participating in the 202[ X ] NRMP SOAP for [Specialty]. I have applied to the [Program Name] [categorical/preliminary] position.

I recognize that my early board performance includes [a Step 1/Step 2 CK failure]. Since that time, I have successfully passed [Step 2 CK with score 2XX and/or Step 3], completed [X] months of US clinical training with strong evaluations, and demonstrated consistent improvement in my clinical reasoning and professionalism.

I am particularly interested in [Program Name] because of [specific, concrete reason]. I believe I would be a strong fit for your program’s [community-focused care / academic training / emphasis on resident autonomy, etc.].

If possible, I would appreciate consideration for an interview during SOAP. Thank you for reviewing my application.

Sincerely,
[Signature]

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Template 5: Transitional Year / Preliminary Spot

For TY or prelim surgery/medicine where they know many applicants see it as a stepping stone.

Subject:
SOAP Applicant – [Your Name], [Transitional Year / Preliminary Medicine] Applicant

Body:

Dr. [Last Name],

My name is [Your Name], a [US-MD/DO/IMG] applicant in the 202[ X ] NRMP SOAP. I have applied to the [Program Name] [Transitional Year / Preliminary Medicine / Preliminary Surgery] position.

My long-term goal is to pursue [intended specialty – e.g., anesthesiology, radiology, neurology], and I am seeking a rigorous [TY/prelim] year with strong exposure to [inpatient medicine / critical care / surgical services] to build a solid foundation. Your program’s [key features – e.g., structured curriculum, procedural opportunities, ICU experience, emphasis on teaching] make it an excellent fit for this goal.

I would bring to your program:

• [Strong clinical skills – e.g., solid evaluations in IM/Surgery subinternships]
• [Professionalism – e.g., reliable performance as a team player]
• [Any relevant skills – e.g., prior ICU nursing experience, research in perioperative care, etc.]

I would be grateful for the opportunity to interview with you during SOAP and to contribute fully during my training year.

Thank you for your consideration.

Sincerely,
[Signature]

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Step 6: Customize Efficiently Without Making Mistakes

You will be under time pressure. That is where people start copy-pasting “Dear Dr. Smith” to Dr. Patel.

Do this instead.

Build a Quick Customization Checklist

For each program, you only need to adjust:

• PD name
• Program name
• Location/program-specific sentence
• One line about why you fit this place

Everything else can stay largely the same.

Create a simple spreadsheet:

Program Name	PD Name	Email Sent?	Custom Reason Added?	Rotated There?
Example IM	Dr. Patel	Yes	Yes	No
City Hospital FM	Dr. Nguyen	Yes	Yes	Yes
County Med Prelim	Dr. Lopez	Drafted	No	No

Use it so you do not:

• Email the same program twice
• Forget to update a PD name
• Send “I love your internal medicine program” to a prelim surgery spot

Script for the “Why Your Program” Sentence

You are not writing poetry. Plug in details.

Pick 1–2 from this list and plug them into your templates:

• “because of your strong training in community-based care for underserved patients in [City]”
• “because of your balanced curriculum with ICU, wards, and ambulatory experience”
• “because of your focus on [hospitalist/primary care/critical care] career development”
• “because your residents consistently match into [X fellowships / X positions]”
• “because of your program’s reputation for collegial atmosphere and resident support”
• “because I have family in [City], and I am committed to building my career there”

Pick the one that is actually true for that program. Spend 30 seconds on their website if needed.

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Step 7: What NOT to Do in a SOAP Email

I have seen people ruin their chances with a single email. Here are the classic self-inflicted wounds.

1. Oversharing or emotional dumping

   • Bad: “I have wanted to be a doctor since I was five, and this is my last hope.”
   • Bad: “I am devastated and do not know what I will do with my life if I do not match.”

   Programs are not therapists. They want competent, stable residents.

2. Arguing with reality

   • Bad: “I believe I should have matched, and the process has been unfair to me.”

   The process may be unfair. Your email is not the place to litigate that.

3. Blaming others

   • Bad: “My school did not support me.”
   • Bad: “My Step score does not reflect my abilities because the test was flawed.”

   Own your record. Show growth. That is it.

4. Attaching your CV, personal statement, or multiple PDFs

   They already have everything in ERAS. Your email should be text only, unless a program specifically asks you to send something.

5. Typos, wrong program names, wrong PD names

   You are applying to a profession where details literally keep people alive. Sending “Dear Dr. Smith” to Dr. Gomez will not help your case.

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Step 8: Coordinate SOAP Emails With Your School and Mentors

Do not do this alone if you can avoid it.

Who should review your master template?

• Your dean’s office / student affairs
• A trusted attending in your target specialty
• A resident who recently went through SOAP or Match

Ask them one clear question:

“Does this email make me look competent, concise, and serious, or does anything here raise concerns?”

Fix what they flag, then lock the template. You do not have time to endlessly rewrite.

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Step 9: Special Scenarios and Quick Scripts

A. You Have a Strong Connection to the City/Region

Use it. Especially for community and smaller programs.

Add 1–2 sentences:

“I grew up in [City/State], and my family remains in the area. I am committed to building my long-term career here, and I would be eager to serve the local community as a resident at [Program Name].”

B. You Have a Faculty Advocate

If a faculty member has a contact at a program, the most effective path is they email the PD, not you.

Their email can be simple:

“Dear Dr. [PD],

I wanted to briefly draw your attention to [Your Name], a SOAP applicant who has applied to your [Specialty] program. I have worked with [him/her/them] closely on [rotation/research] and can strongly attest to [his/her/their] work ethic, clinical skills, and professionalism.

If you have any questions about [Your Name], I would be glad to speak further.

Sincerely,
[Faculty Name, Title]”

You then send your own standard SOAP email as usual.

C. You Have Very Little US Clinical Experience

Do not pretend otherwise. Emphasize what you do have.

• “While my direct US clinical experience is limited to [X] months, I have strong internal medicine training from [country/institution] and have focused on rapid adaptation to US healthcare environments. My recent observership/rotation at [US site] has further prepared me to transition quickly into residency responsibilities.”

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Step 10: Keep a Tight Personal System During SOAP

SOAP is brutal partly because your cognitive bandwidth is shredded by stress. You need structure.

Use a simple 3-column workflow (spreadsheet or notebook):

• Column 1: Program name + specialty type
• Column 2: Status in ERAS (applied / not eligible / not chosen)
• Column 3: Email status (not sent / sent / declined by program)

Combine that with your customization tracker from earlier, and you avoid common disasters:

• Forgetting which programs you already contacted
• Double-emailing after an interview invitation (yes, people do this)
• Panic-emailing programs you never actually applied to in ERAS

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Step 11: Example of a Strong, Realistic SOAP Email (Fully Filled In)

Here is a fully written example you can model.

Subject:
SOAP Applicant – John Smith, US-IMG, Categorical Internal Medicine

Body:

Dr. Patel,

My name is John Smith, a US-IMG participating in the 2025 NRMP SOAP for categorical Internal Medicine. I have applied to the [Hospital Name] Internal Medicine Residency.

I am particularly interested in your program because of its strong inpatient training at a busy safety-net hospital in [City] and the emphasis on caring for underserved patients. My long-term goal is to practice as a hospitalist in this region.

This year I have worked to strengthen my application by:

• Completing 6 months of US clinical experience in Internal Medicine and ICU with excellent evaluations
• Passing Step 2 CK with a score of 244 and Step 3 on my first attempt
• Participating in a quality improvement project on reducing 30-day readmissions in heart failure patients

I previously did not match in 2024; since then, I have focused on improving my clinical skills, exam performance, and understanding of the US healthcare system. I believe I am now well prepared to contribute as a reliable, hard-working resident.

I would be grateful for the opportunity to interview with you during SOAP. Thank you for your time and consideration.

Sincerely,
John Smith
AAMC ID: 12345678
NRMP ID: 87654321
Phone: (555) 123-4567
Email: jsmith@email.com

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Step 12: Visual: Your SOAP Email Workflow

Use this mental flow so you do not spin in circles.

SOAP Email Workflow During Match Week

Step	Description
Step 1	Unmatched on Monday
Step 2	Identify unfilled programs after list release
Step 3	Apply to selected programs in ERAS
Step 4	Create master SOAP email template
Step 5	Customize for each program - PD name and reason
Step 6	Send email to PD and coordinator
Step 7	Update tracking sheet
Step 8	Prepare and attend interview
Step 9	Do not follow up repeatedly
Step 10	Await SOAP offers
Step 11	Program responds?

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Step 13: Final Checks Before You Hit Send

Do this every time, even if you are exhausted:

• Read the email out loud once. You will catch half your errors.
• Confirm:
  • PD name spelled correctly
  • Program name correct
  • Specialty type correct (do not call a prelim surgery spot “internal medicine”)
• Check your signature:
  • Correct AAMC and NRMP IDs
  • Phone number with area code

If you are too stressed to catch errors, have a friend or classmate review 2–3 of your emails. Once the pattern is solid, you can repeat it safely.

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Your Next Action Today

Do not wait for Monday’s email to start this.

Right now, open a blank document and:

1. Draft your master SOAP email template using Template 1 above.
2. Fill in:
   • Your exam details
   • Your 2–4 bullet strengths
   • One honest sentence about any major red flag (if applicable).

Then send that draft to one real human (advisor, resident, faculty) and ask them a specific question:

“Would you hire this person as a resident based on this email, or does anything make you hesitate?”

Fix it once. Lock it in. On SOAP week, you do not want to be writing. You want to be sending.