Mastering Thank You Notes: Essential for Residency LOR Success

Why Thank You Notes Matter After a Residency LOR Request

In the residency application process, strong Letters of Recommendation (LORs) are among the most powerful components of your ERAS file. Faculty members, program directors, and clinical supervisors often spend significant time crafting thoughtful letters that can meaningfully influence how selection committees view you.

Yet many applicants focus solely on obtaining LORs and overlook a crucial follow-up step: sending a professional, sincere thank you note.

Writing a thank you note is not simply “being polite.” It is a core element of professional etiquette, an opportunity to strengthen your reputation, and a strategic tool for networking in medicine. In a field where careers are built on relationships, your ability to show genuine appreciation can set you apart as someone colleagues want to support, mentor, and advocate for in the long term.

This guide explains:

• Why thank you notes matter in residency applications
• What to include (with specific examples and templates)
• When and how to send them (email vs handwritten)
• Common pitfalls to avoid
• How thank you notes support long‑term networking in medicine

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The Professional Impact of Thank You Notes in Medicine

Building and Sustaining Professional Relationships

When you request a Letter of Recommendation, you’re not simply asking for a formality—you are asking a respected clinician or educator to “lend” you their professional reputation. A thoughtful thank you note:

• Demonstrates respect for their time
  Most faculty are balancing patient care, teaching, research, and administrative work. Acknowledging that your recommender took extra time to support your residency application signals maturity and awareness.

• Shows you understand professional etiquette
  In medicine, subtle markers of professionalism—like punctuality, courtesy, and gratitude—are noticed. Program directors and faculty often infer how you’ll behave as a colleague from how you conduct yourself as a student.

• Lays the groundwork for future collaboration
  Today, they may be your recommender. In the future, they may be your colleague, research mentor, or even your division chief. A strong professional connection now can open doors years later.

Think of a thank you note as an investment. It takes only a few minutes but can meaningfully strengthen a relationship with someone who may influence your opportunities for years to come.

Recognizing the Effort Behind Letters of Recommendation

High-quality Letters of Recommendation are rarely “quick favors.” A strong LOR often requires your recommender to:

• Review your CV, personal statement, or ERAS common application
• Reflect on your clinical performance, professionalism, and growth
• Recall specific patient encounters, projects, or research experiences
• Tailor the letter to your specialty and highlight attributes that programs value

This can easily take 30–60 minutes or more per letter. Faculty who write multiple letters during peak residency application season may be investing several hours on behalf of students.

A sincere thank you note:

• Affirms that you recognize and value that investment
• Encourages your recommender to continue supporting you in the future (e.g., for fellowships, jobs, or additional Letters of Recommendation)
• Helps prevent your relationship from feeling transactional—“I got my letter; we’re done now”—and instead frames it as an evolving mentoring connection

Staying on Their Radar for Future Opportunities

Residency applications are not the end of your professional relationship with a recommender. In fact, they can be the beginning of a long-term mentoring connection.

A well‑timed thank you note helps you:

• Stay memorable
  When you later reach out for advice, another LOR (e.g., for fellowship), or an introduction to a colleague, your earlier professionalism and gratitude are likely to be remembered.

• Encourage organic advocacy
  A recommender who feels appreciated may be more inclined to:

  • Mention your name to colleagues when opportunities arise
  • Introduce you to their professional network
  • Offer you research, QI projects, or teaching opportunities

In a field as small and interconnected as medicine, reputation spreads quickly. Being known as someone who follows through, communicates professionally, and expresses gratitude is a real asset.

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What to Include in an Effective Thank You Note

A strong thank you note doesn’t need to be long, but it should be intentional and specific. You can think of it as having four core components:

1. A clear, heartfelt expression of gratitude
2. A personal reference or specific detail
3. A brief update on your residency journey (when appropriate)
4. A forward‑looking statement about staying in touch

1. Start with Clear, Sincere Gratitude

Open your note by directly acknowledging what they did for you.

Goals of this section:

• Thank them explicitly for writing a Letter of Recommendation
• Recognize that it required time and effort
• Convey that their support is meaningful to you

Example opening lines:

• “Dear Dr. Smith,
  Thank you very much for taking the time to write a Letter of Recommendation for my residency application. I truly appreciate your support.”

• “Dear Dr. Patel,
  I am sincerely grateful that you agreed to serve as a recommender for my residency applications. I know how busy your schedule is, and I am honored that you took the time to advocate for me.”

Avoid vague statements like “Thanks for everything.” Be specific: thank them for writing your LOR and supporting your Residency Application.

2. Add a Personal Touch or Specific Reference

Generic thank you notes can feel perfunctory. Referencing something specific will make your message more genuine and memorable.

You might reference:

• A rotation or clinical setting you shared (e.g., MICU, outpatient clinic)
• A particular patient encounter you learned from
• A research, QI, or teaching project you worked on together
• A piece of feedback or career advice they gave you that stuck with you

Example phrasing:

• “I especially appreciate how you supported my growth during our time together in the cardiology unit, particularly when we managed complex heart failure patients as a team.”

• “Working on the diabetes QI project with you was one of the highlights of my clinical years, and I am grateful you could reflect that experience in your letter.”

This personal detail confirms that you see them as more than just “someone who can write a strong letter.” You value the relationship itself.

3. Briefly Update Them on Your Residency Journey

While the main purpose of the note is gratitude, a short update is both appropriate and helpful. It:

• Shows continued engagement in your residency application process
• Allows them to see the impact of their support
• Provides a natural reason to reconnect later when Match results are in

You might mention:

• Specialty or track you’re applying to (if you haven’t already)
• Early interview invitations (if you’re writing after interviews are offered)
• Your excitement about certain programs or geographic regions

Example updates:

• “I’m excited to share that I’ve received several interview invitations in internal medicine so far, and I’m looking forward to the next stages of the process.”

• “I ultimately decided to apply in pediatrics with an interest in hospital medicine, and your mentorship played a major role in shaping that decision.”

Later in the cycle, once you’ve matched, it is professional and appreciated to send a brief follow‑up email sharing your Match result and another note of thanks.

4. Look Ahead: Express Interest in Staying Connected

The final component of your note should signal that you see this as an ongoing professional relationship, not a one‑time exchange.

Consider:

• Indicating you’d like to keep in touch
• Inviting their advice as you progress through interviews or residency
• Expressing that you hope to work with them again in the future

Example closing phrases:

• “I hope to stay in touch and would be grateful for any advice you might have as I prepare for upcoming interviews.”

• “I’ve greatly valued your mentorship and hope we can stay connected as I navigate residency and future career decisions.”

This simple forward‑looking statement supports continued networking in medicine and keeps the door open for future mentorship.

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Choosing the Right Format: Handwritten vs Email

Handwritten Notes: High‑Impact Personal Touch

Advantages:

• Feels more personal and memorable
• Demonstrates extra effort and thoughtfulness
• Often appreciated by senior faculty trained in a more “traditional” era of medicine

Best for:

• Attendings or mentors with whom you have a close or long‑standing relationship
• Situations where you know their office or mailing address and can ensure delivery
• Settings where the culture places value on formal gestures (academic departments, leadership positions)

Tips for handwritten notes:

• Use professional stationery or a simple, clean notecard
• Write legibly with dark ink
• Keep it concise—typically 5–8 well‑crafted sentences
• Include your full name and contact email at the bottom, especially if your handwriting might be hard to read

Email Thank You Notes: Professional and Efficient

Email is completely acceptable—and often preferred—especially in modern academic medicine.

Advantages:

• Fast delivery during a time‑sensitive residency application season
• Easy if you primarily interacted with the recommender via email
• Allows them to quickly reply or offer additional advice

Best for:

• Busy clinicians who travel frequently
• Large academic centers where physical mail may be delayed
• Situations where you’re not sure of the best mailing address

Tips for email thank you notes:

• Use a clear, professional subject line (e.g., “Thank You for Your Residency Letter of Recommendation”)
• Keep paragraphs short and easy to read
• Use a professional sign‑off with your full name and contact information
• Proofread carefully for spelling and grammar; your email is part of your professional image

Timing: When to Send Your Thank You Notes

Timing depends on when you know the LOR has been completed and uploaded.

• Ideal window: Within 1–2 weeks of confirming that your Letter of Recommendation was submitted to ERAS.
• If you asked early (e.g., months before ERAS opens) and are not sure when it was uploaded, it’s still appropriate to send your thank you note once application season starts.
• After Match Day, consider a brief follow‑up email to those who wrote Letters of Recommendation, sharing where you matched and expressing appreciation again for their role in your success.

Avoid waiting months with no communication. Long delays can weaken the impact of your gratitude and risk making your note feel like an afterthought.

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Examples and Templates You Can Adapt

Handwritten Note Example (for a Close Mentor)

Dear Dr. Smith,

I wanted to express my heartfelt appreciation for the Letter of Recommendation you wrote for my internal medicine residency applications. Thank you for taking the time to reflect on my performance on the cardiology service and on the research project we completed together.

I’m excited to share that I’ve received interview invitations from several excellent programs, and I know your support has played an important role in that. I’m very grateful for the mentorship you’ve provided throughout my clinical years.

I hope we can stay in touch, and I would truly value any advice you might have as I prepare for the upcoming interview season.

Warm regards,
[Your Name]
[Your Email Address]

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Email Thank You Example (for a Busy Attending)

Subject: Thank You for Your Residency Letter of Recommendation

Dear Dr. Patel,

I hope you are doing well. I wanted to sincerely thank you for writing a Letter of Recommendation on my behalf for my residency application in emergency medicine. I am very grateful that you took the time from your busy schedule to support me in this way.

Working with you in the ED was one of the most formative experiences of my clinical years, particularly the opportunities you gave me to manage high‑acuity patients with increasing independence. I truly appreciate that you were willing to reflect those experiences in your letter.

I’m happy to share that I have already received several interview invitations, and I’m excited to see where this process leads. I greatly value your mentorship and hope we can stay connected as I move forward in my training.

Thank you again for your support.

Best regards,
[Your Name]
[Medical School, Graduation Year]
[Phone Number] | [Email Address]

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Brief Match Day Follow‑Up Example

Subject: Thank You and Match Update

Dear Dr. Rodriguez,

I wanted to share the good news that I matched into [Program Name] in [City], in [Specialty]. I am incredibly excited about this opportunity and very grateful for your support throughout the application process.

Thank you again for writing a Letter of Recommendation on my behalf and for your mentorship during my sub‑internship. Your guidance played a meaningful role in helping me reach this milestone.

With appreciation,
[Your Name]

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Common Mistakes to Avoid in Thank You Notes

Even well‑intentioned thank you notes can fall flat—or worse, leave a negative impression—if they miss key elements of professionalism.

1. Being Too Vague or Generic

Avoid:

• “Thanks for everything!”
• “Really appreciate your help!”

Use instead:

• Specific references to the Letter of Recommendation
• Mention of a shared experience, project, or rotation

2. Making the Note All About You

Your update on interviews or Match results is appropriate, but the core of the note should center on your gratitude and recognition of their effort—not a detailed list of your achievements.

3. Overly Casual Language or Slang

Treat thank you notes as professional communication:

• Avoid texting shorthand, slang, or emojis
• Use appropriate salutations (“Dear Dr. [Last Name]”) and closings (“Best regards,” “Sincerely,” “Warm regards”)

4. Inappropriate Gifts or Monetary Gestures

Most institutions have policies around gifts, and many faculty are uncomfortable with anything that could be perceived as a conflict of interest.

• A thoughtful, well‑written thank you note is almost always sufficient
• If you do offer something, keep it modest and professional (e.g., a small card, a department‑approved token)
• When in doubt, err on the side of simplicity and professionalism

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How Thank You Notes Support Long‑Term Networking in Medicine

Residency is just one milestone in a long medical career. The same attendings writing your Letters of Recommendation today may:

• Serve on fellowship selection committees tomorrow
• Become collaborators on future research projects
• Introduce you to job opportunities after training
• Invite you to speak, teach, or lead initiatives in your field

Thoughtful thank you notes:

• Signal that you value relationships, not just outcomes
• Mark you as someone who understands professional etiquette and reciprocity
• Create positive memories that encourage senior physicians to continue advocating for you

Over time, you’ll develop a network of mentors and colleagues who know you not just as a CV, but as a professional who follows through, shows appreciation, and stays connected.

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FAQs: Thank You Notes for Residency Letters of Recommendation

1. How long should a thank you note be?

Aim for 5–10 sentences—enough to:

• Express clear gratitude
• Include one or two specific references
• Offer a brief update
• Indicate your desire to stay in touch

Whether handwritten or emailed, concise and sincere is better than long and unfocused.

2. Is it acceptable to send only an email thank you note?

Yes. Email thank you notes are widely accepted and often preferred, especially during the busy residency application season. For many attendings, email is the primary mode of communication. Just make sure your message:

• Has a clear subject line
• Is professional in tone and formatting
• Is free of spelling or grammar errors

If you have a particularly close mentor, you may choose to supplement an email with a handwritten note, but it’s not required.

3. When is the best time to send my thank you note?

Ideally, send your thank you note within 1–2 weeks after you know the letter has been uploaded to ERAS or submitted to the appropriate system. If you requested the Letter of Recommendation early and aren’t sure when it was submitted, it is still appropriate to send a thank you note once the application season is underway.

You can also send a second, brief note or email after Match Day to share your match result and thank them again for their support.

4. Can I send a small gift along with my thank you note?

In most cases, a thoughtful thank you note is entirely sufficient. If you do consider a gift:

• Keep it modest and professional
• Avoid anything that could be interpreted as trying to influence their evaluation
• Be aware of your institution’s policies regarding gifts from students or trainees

When in doubt, a sincerely written note is the safest and most universally appropriate choice.

5. What if I forgot to send a thank you note until much later in the cycle?

It is usually better to send a late thank you note than none at all, as long as you:

• Acknowledge the delay briefly (e.g., “I apologize for the delay in sending this—this application season has been very busy, but I did not want to miss the chance to express my gratitude.”)
• Maintain a sincere, professional tone

Use the opportunity to share where you are in the process (e.g., interview phase, post‑Match) and express your ongoing appreciation for their support.

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By approaching thank you notes as a core part of your residency application strategy—not an afterthought—you demonstrate maturity, professionalism, and an understanding of the importance of relationships in medicine. Thoughtful gratitude now can strengthen your Letters of Recommendation experience, support future networking in medicine, and lay the foundation for ongoing mentorship throughout your career.