Pre-Match Season Checklist: Locking In NRMP Compliance Before Interviews

The fastest way to get burned in residency applications is not by a bad interview. It is by breaking NRMP Match rules you did not bother to understand.

You are not “just” applying for a job. You are entering a contract-driven system with teeth. Programs can be sanctioned. You can be barred from the Match. And I have seen students do everything right academically, then wreck their cycle with one sloppy email or off-the-record deal.

So let’s fix that. Here is a chronological, pre‑Match season checklist to lock in NRMP compliance before interviews even start.

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3–4 Months Before Rank List Deadline: Know the Rules Cold

At this point you should not be “generally aware” of the Match. You should know exactly what you have agreed to.

Week 1: Lock Down the Official Rules

By now (early interview season), you should:

1. Create your NRMP compliance folder

   • One cloud folder (Google Drive / OneDrive) named NRMP – 2025 Match – Compliance.
   • Subfolders:
     • Contracts & Policies
     • Communication Templates
     • Screenshots / Evidence
     • Advising Notes

2. Download and save the key documents Go to the NRMP site and pull:

   • Match Participation Agreement (for applicants)
   • NRMP Code of Conduct / Communication Guidelines
   • Any specialty-specific guidance from your specialty’s organization (SF Match, AUA, etc., if relevant for prelim/advanced combos).

   Save PDFs into Contracts & Policies. You might actually need them.

3. Read with a pen in hand Do not skim. Sit down for 45–60 minutes and:

   • Highlight:
     • What counts as a Match violation
     • Rules on premature offers or acceptances
     • Rules on post‑interview communication
     • Rules on withdrawing from the Match
     • Rules on couples matching (if applicable)
   • Write margin notes like: “No discussing rank order with programs,” “No accepting any position outside the Match after certifying list.”

Applicant Awareness of NRMP Rules Over Time

Category	Value
Before Reading	20
After 1 Read	60
During Interviews	75
Before Ranking	90

4. Build your personal “No‑Go List” On a one‑page doc, list the things you absolutely will not do:
   • Promise a program you’ll rank them #1
   • Ask a program where they’ll rank you
   • Agree to any job/residency contract outside the Match before Match Day (for Match‑participating positions)
   • Threaten to break a contract or encourage others to

Print this. Tape it near your desk.

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2–3 Months Before Rank List Deadline: Systematize Your Communications

At this point you should be anticipating situations before they hit your inbox.

Week 2: Standardize Email Templates

You’ll be emailing programs constantly. That’s where people slip.

Create templates (in your Communication Templates folder) for:

1. Post‑interview thank‑you email Legally safe structure:

   • Thank them for their time and specific experiences.
   • Reiterate interest in their training environment.
   • Do not:
     • Say “I will rank you #1.”
     • Ask “Where will you rank me?”
     • Suggest any quid‑pro‑quo.

   Example skeleton:

   Thank you for the opportunity to interview at [Program] on [date]. I especially appreciated [specific thing]. The experience reinforced my strong interest in your program’s [feature].

   I remain very interested in training at [Program] and appreciate your time and consideration.

2. Responding to “We will rank you highly” Programs will say this. Some will heavily imply more. Your response should be:

   • Appreciative.
   • Non‑committal.
   • NRMP‑compliant.

   Example:

   Thank you very much for the update and your kind words. I truly enjoyed meeting the faculty and residents, and I remain very interested in your program. I look forward to seeing how the Match process unfolds.

3. Declining inappropriate questions If someone asks where you’ll rank them (which they should not), you need a neutral lane:

   I appreciate your interest and enthusiasm. I have been advised to keep my rank order confidential to maintain fairness in the Match process, but I can say that I remain very interested in your program.

Save these as canned responses in your email client.

Week 3: Map the Most Common Compliance Traps

You should now explicitly know the landmines:

Situation	Risk Level	Core Problem
Telling a program they are your guaranteed #1	High	Misleading statements, pressure dynamics
Accepting off-cycle “pre-Match” job offers	Very High	Violates Match commitment for Match positions
Asking programs about rank list position	High	Breaks communication rules
Signing any contract before Match for a Match slot	Very High	Undermines NRMP system
Threatening to break a Match after it runs	High	Sanction risk

Print this table. Keep it near your interview calendar.

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6–8 Weeks Before Rank List Deadline: Build Your Tracking System

By now, some interviews are done, others ongoing. This is where disorganization turns into noncompliance.

Week 4: Create a Communications & Offers Log

You should be tracking every meaningful program interaction.

Build a simple spreadsheet with the following columns:

• Program name
• Interview date
• Post‑interview thank‑you sent? (Y/N + date)
• Any “you’re ranked highly” messages? (Y/N + date + exact phrase)
• Any “where will you rank us?” hints? (Y/N + exact wording)
• Your response (copy/paste)
• Any offer‑like language (jobs, research years, prelim years with strings attached)
• Notes for your advisor review

This log serves two roles:

1. Keeps you honest.
2. Protects you if a program crosses a line. You can show pattern and wording.

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4–6 Weeks Before Rank List Deadline: Get Your Advising and Edge Cases Settled

At this point you should not be guessing about edge situations. Talk them through.

Week 5: Meet With an Advisor and Review Scenarios

Book a 30–45 minute meeting with:

• Your dean’s office / Student Affairs
• A trusted faculty advisor who understands NRMP
• Or both

Bring:

• Your downloaded NRMP rules
• Your personal No‑Go List
• Your communication templates
• Any questionable emails you’ve already received

Discuss specific “what if” situations:

1. Program says: “If you rank us #1, we’ll rank you to match.”

   • What you can say.
   • What you cannot say.
   • How to document it.

2. You’re couples matching and your partner has a complicated outside offer.

   • How that interacts with NRMP commitments.
   • Whether the position participates in the Match or not.

3. You’re considering withdrawing from the Match for a non‑Match opportunity.

   • Timing and process.
   • Who you must inform and when, to avoid a violation.

Take notes in your Advising Notes folder.

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3–4 Weeks Before Rank List Deadline: Prepare for Peak Communication Season

Programs send the most “we love you” messages right after interviews wrap. This is the danger window.

Week 6: Pre‑Draft Replies for Emotional Emails

At this point you should assume you’ll be flattered, stressed, and tired. Not thinking clearly. So write it all now.

Draft short, compliant replies for:

1. Strong interest emails from programs

   • Neutral but appreciative.
   • No rank discussion.

2. Programs fishing for your rank intentions

   • Your stock boundary statement:

     I’ve been advised to keep my rank order list confidential, but I can say that I remain very interested in your program.

3. Programs offering non-Match opportunities that feel like leverage Example: “If you do not match here, we’ll have a research year ready for you—if you rank us highly now.”

   • Your answer:
     • Thank them.
     • Detach the offer from your ranking language.
     • Get clarity in writing without committing to ranks.

   Something like:

   Thank you for letting me know about potential research opportunities. I’m still in the process of finalizing my rank list, but I appreciate knowing this could be an option if needed after the Match.

Save these in your email signatures or templates for one‑click use.

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2–3 Weeks Before Rank List Deadline: Rank List Planning Without Violations

Now you’re closing in on rank certification. This is where people panic and start bargaining. Don’t.

Week 7: Build Your Rank Draft in a Compliant Way

At this point you should:

1. Rank based on preference, not speculation NRMP rule is clear: you should rank programs in the true order of your preference. The algorithm favors honesty.

   So:

   • Do not move a program up just because they flattered you.
   • Do not move a program down because they were silent.

2. Compare interest vs. communication noise

Impact of Factors on Rank Decisions

Category	Value
Program Fit	40
Location	25
Reputation	15
Program Communication	5
Family Needs	15

Notice that “Program Communication” should not be driving your rank list.

3. Double‑check any places you may have hinted too strongly
   • Review your communication log.
   • If you see a line that might be interpreted as “We will rank you #1,” ask an advisor if you should send a clarification or just leave it.
   • Do not send a second email contradicting yourself unless an advisor explicitly recommends it—that can look worse.

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1–2 Weeks Before Rank List Deadline: Final Compliance Audit

This is when you stop improvising.

Week 8: Do a Full NRMP Compliance Checklist

Use this pre‑certification checklist:

• I have read the NRMP Match Participation Agreement start to finish.
• I have not accepted any position outside the Match for a Match‑participating slot.
• I have not promised any program I would rank them first.
• I have not asked any program how they will rank me.
• My emails follow my pre‑written, compliant templates.
• I have no side agreements with programs (e.g., “If you match here, we’ll guarantee fellowship X” in writing that conflicts with NRMP rules).
• I understand the process and consequences of withdrawing from the Match, and I have not withdrawn without proper notification.

If any box is “no,” you fix it before you hit “certify.”

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Final Week Before Rank List Certification: Lock It In, Then Go Quiet

At this point you should be done negotiating. Because there should never have been negotiation in the first place.

Day‑by‑Day: The Last 7 Days

Day −7 to −5: Final Review with Advisor

• Show your ranked list (screen share or in person).
• Confirm no ranking decisions are based on:
  • Promises from programs.
  • Pressure or implied deals.
• Ask explicitly: “Do you see any NRMP compliance risk in my current situation?”

Day −4: Communication Cool‑Down

• Stop sending “update” or “interest” letters unless there is truly new, objective information (publication accepted, Step 2 dramatically improved, visa status changed).
• For any email you do send:
  • Read it once for content.
  • Read it once for NRMP compliance. No rank talk. No quid‑pro‑quo language.

Day −3: Systems Backup

• Take screenshots of:
  • Your current rank list screen (without certifying).
  • Any questionable program emails.
• Store them in Screenshots / Evidence.

This protects you if something weird happens (e.g., a program later claims you said X).

Day −2: Certify Earlier Than the Deadline

Do not wait for the last hour. Stuff happens. Servers crash. Power outages. You panic and rush.

Timeline:

• Log into NRMP.
• Review list against your offline spreadsheet.
• Confirm every program name and track (categorical, preliminary, advanced) is correct.
• Hit “Certify.”
• Take a screenshot of confirmation.

Day −1 to 0: Do Not Tinker Unless Something Major Happens

Once certified:

• You can change your list until the NRMP deadline. But do not change just because a program sent a flattering email.
• Only adjust for serious new information:
  • A program loses accreditation.
  • A major family relocation.
  • A clear, objective red flag emerges.

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During Interview Season: On‑The‑Fly Compliance Rules

Let’s be real. You’re not going to remember every clause line by line. So keep a few simple, always‑safe defaults.

NRMP Communication Decision Flow

Step	Description
Step 1	Receive Message from Program
Step 2	Reply normally
Step 3	Use boundary template reply
Step 4	Thank them, stay vague
Step 5	Do not reciprocate ranking promise
Step 6	Log message and reply
Step 7	Talking about ranks?
Step 8	They ask your rank list?

Live Rules You Can Use Instantly

1. If it mentions ranks, pause.

   • Do not reply from your phone in the hallway.
   • Forward to yourself with subject: “NRMP – think before replying.”
   • Answer only after re‑reading your templates and/or asking an advisor.

2. If it feels like a deal, it probably is a problem.

   • “If you do X, we will do Y in the Match” is exactly the kind of behavior NRMP does not want.
   • Your answer should de‑link your actions from their promised action.

3. If you’re unsure—go generic. A legally safe catch‑all response:

   Thanks so much for the update and for your support. I’ve really enjoyed getting to know your program and appreciate the opportunity to be considered in the Match.

Then stop. Do not elaborate.

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One Month Before Interviews Start (Bonus: Early Prep)

Yes, I’m going backward for a second. You really should prepare before the first interview, not in the middle.

If you’re still early:

• Week −4: Read the NRMP rules and build your No‑Go List.

• Week −3: Create your email templates.

• Week −2: Set up your communications log.

• Week −1: Do a mock interview with a faculty member and have them ask you inappropriate questions like:

  • “So we’re your top choice, right?”
  • “Would you be willing to sign a letter saying you’ll rank us first?”

  Practice your boundary responses out loud until they feel natural.

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Quick Visual: Your NRMP Compliance Timeline

NRMP Compliance Preparation Timeline

Period	Event
Early Prep - -4 to -3 months	Read NRMP rules, create No-Go List
Early Prep - -3 to -2 months	Set up templates, start log
Interview Season - -2 to -1 months	Track all communication, meet advisor
Interview Season - -1 month	Pre-draft sensitive replies
Ranking Window - -3 weeks	Draft rank list based on preference
Ranking Window - -2 weeks	Compliance checklist and advisor review
Ranking Window - -1 week	Certify rank list, stop negotiating

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Last Piece: What Happens If a Program Crosses the Line?

You’re not responsible for policing programs, but you are responsible for your own behavior.

If a program clearly violates NRMP communication rules:

• Save the email/voicemail.
• Log it in your spreadsheet.
• Talk to:
  • Your dean or Student Affairs.
  • Your specialty advisor.
• Ask them whether to:
  • Ignore it and proceed.
  • Respond with a neutral, compliant reply.
  • Report it formally (which is rare, but sometimes warranted).

Do not threaten the program. Do not send: “I’ll report you to NRMP.” That creates more mess for you than it solves.

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Today, do one simple thing: open a new document titled “NRMP No‑Go List,” write down three things you refuse to do in this Match cycle (e.g., “I will not promise any program I’ll rank them #1”), print it, and tape it above your desk. That piece of paper will save you from impulsive, rule‑breaking emails later.