How to Follow Up on Your LOR Requests: Ensuring Strong Recommendations
Letters of Recommendation (LORs) are a cornerstone of any successful residency application. They provide prospective residency programs with unique insights into your skills, work ethic, and character from those who have observed you professionally. However, securing powerful recommendations is only half the battle; effectively following up on your LOR requests is just as crucial. This guide explores how to follow up on your LOR requests to ensure you receive strong recommendations that bolster your applications.
Understanding the Importance of Follow-Up
Following up on your LOR requests can be a delicate process. However, it's essential for a few key reasons:
- Clarification: Your recommender may need more information about your experiences or achievements.
- Timeliness: Residency programs often have application deadlines. A gentle reminder can motivate your recommender to prioritize your request.
- Updates: It provides an opportunity to share any new accomplishments, research, or experiences that might strengthen the recommendation.
An effective follow-up will keep your request on the recommender’s radar while ensuring they have all the necessary information to write a compelling letter.
Crafting the Perfect Follow-Up Message
Timing is Everything
Wait at least two weeks after your initial request to follow up. This gives your recommender ample time to think about the letter. However, don’t wait until the application is around the corner; aim to follow up about one month before the deadline.
Choosing the Right Medium
Email is typically the best choice for following up on LOR requests, as it allows for a clear, concise, and documented communication. If you discussed this in person or over the phone, reference those conversations in your email to create continuity.
Structuring Your Email
Subject Line
Keep your subject line clear and professional. For example, “Reminder: Letter of Recommendation Request” or “Follow-Up on LOR – [Your Name]”.
Salutation
Address your recommender formally, using “Dr.” or “Professor” along with their last name unless they specifically told you otherwise.
Body of the Email
Express Gratitude: Begin by thanking your recommender for agreeing to write your LOR. Acknowledging their help sets a positive tone.
Example: “I hope this message finds you well. I wanted to take a moment to express my gratitude for agreeing to write my letter of recommendation.”
Briefly Recap the Original Request: Remind them of your previous conversation, including the deadline and specifics of the recommendation.
Example: “As a reminder, I am applying for [specific residency programs], and the deadline for submission is [date].”
Offer Additional Information: Let them know you are happy to provide more details about your experiences or any recent achievements.
Example: “If there’s any more information you need about me, such as my current projects or achievements, please let me know. I would be glad to provide it.”
End with a Polite Reminder: Politely reiterate the deadline and express your hope that they will be able to submit the recommendation on time.
Example: “I appreciate your support, and thank you again for helping with my application. If you could please send the letter by [deadline], I would greatly appreciate it.”
Closing Statement
End the email with a courteous closing such as “Best regards” or “Sincerely,” followed by your name and any contact information.
Example Email Template
Subject: Follow-Up on LOR – [Your Name]
Dear Dr. [Last Name],
I hope this message finds you well. I wanted to take a moment to express my gratitude for agreeing to write my letter of recommendation.
As a reminder, I am applying for [specific residency program(s)], and the deadline for submission is [date]. If there’s any more information you need from me, such as my current projects or achievements, please let me know. I would be glad to provide it.
I appreciate your support, and thank you again for helping with my application. If you could please submit the letter by [deadline], I would greatly appreciate it.
Best regards,
[Your Name]
[Your Contact Information]
What to Do If You Don’t Hear Back
If you do not receive a response within a week after sending your follow-up email, consider sending a gentle reminder. You may want to add a friendly note, such as asking how their week has been or expressing your enthusiasm about the upcoming applications.
If you still do not get a reply after the reminder, you might consider reaching out with a personal visit if feasible. A brief in-person chat can often resolve misunderstandings and renew your request's priority in a way that an email might not.
When Should You Consider Seeking a New Recommender?
While it’s important to give your recommender ample time and space, there may come a point where it’s best to seek a new recommendation. Signs include:
- Lack of Communication: No responses despite multiple follow-ups.
- Negative Tone: If you sense any hesitance or discomfort.
- Unwillingness to Submit: If they express doubt about being able to write a strong letter.
If you visualize a scenario where your recommender might not provide the powerful endorsement you require, it could be time to approach someone else. Choose a particular individual who knows your abilities well and aligns with the specifics of your desired specialty.
Offering Gratitude After Submission
Once your recommenders have submitted their letters, it's essential to follow up once more to thank them genuinely. This not only shows your appreciation but also enhances your professional relationship.
Convey Your Appreciation: Acknowledge their effort and inform them of the completed submission.
Update Them on Your Application Outcome: Whether you match into a program or not, share your journey with them as a sign of respect and gratitude.
Conclusion
Successfully following up on your Letters of Recommendation requests is vital in shaping a compelling residency application. Utilizing structured, respectful communication ensures your request remains professional and demonstrates your regard for your recommender's time and effort. By showing appreciation, sharing updates, and maintaining positive relationships, you create an ambiance that not only aids your current application but will also bolster your professional network for years to come.
FAQ
Q: How long should I wait to follow up after requesting a letter of recommendation?
A: About 2 weeks after your request is a good time to follow up.
Q: What if my recommender expresses doubts about their ability to write a strong letter?
A: It's best to seek another recommender if they voice concerns about writing a strong letter.
Q: Should I send a thank you note after my LOR has been submitted?
A: Yes, sending a thank you note after submission shows appreciation and helps maintain good professional relationships.
Q: What information should I provide in my follow-up email?
A: Include details about the programs you are applying to, submission deadlines, and any relevant achievements or experiences to refresh their memory.
For more tips on enhancing your residency application, check out our articles on Crafting an Irresistible Personal Statement and Mastering the Art of Networking.
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