SOAP Email Templates: Exact Language to Use With PDs and Coordinators

The wrong SOAP email will get you quietly ignored. The right one can get you an interview in under 10 minutes.

Let me break this down specifically.

You are in SOAP, you have limited (or zero) interviews, and every message you send to program directors (PDs) and coordinators is being judged under two questions:

1. Are you a low-maintenance, reasonably sharp human we can put in front of patients in July?
2. Are you sending a generic “please consider me” blast that we can ignore safely?

Your emails need to answer those questions correctly. That means: short, specific, professional, and clearly tailored to that program.

Below I will give you exact templates you can copy, paste, and customize—plus the logic behind them so you do not accidentally sound desperate, unprofessional, or clueless about SOAP rules.

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Core Rules for SOAP Emails (Non‑Negotiable)

Before we touch templates, you need the ground rules. I have watched people destroy their chances with one sloppy SOAP email.

1. Keep it tight.
   5–8 sentences. If your email scrolls on mobile, it is too long.

2. Subject line must be searchable and clear.
   PDs and coordinators live in Outlook search. Your email should be easy to find by “SOAP,” “Specialty,” “AAMC ID,” or “Program Name.”

3. Never sound entitled.
   No “I would be honored if you could grant me an interview before others.” That reads as tone-deaf during the busiest week of the year.

4. One “hook” per email.
   A hook is your reason they should care: geographic tie, prior rotation there, strong Step 2, meaningful experience relevant to their patient population, language skills, etc. Not three hooks. One clear hook they remember.

5. Respect roles.

   • To PDs: brief, focused, higher-level fit and professionalism.
   • To coordinators: logistics, availability, and “I will make your life easy.”

6. Never attach random documents.
   Everything lives in ERAS. Only attach something if they explicitly asked or if there was a known technical issue. Otherwise it screams “does not understand process.”

7. Don’t send novels explaining why you did not match.
   One tight sentence if needed (failed Step, visa, gap year, specialty switch). Short, factual, no self-pity.

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Email Strategy by Timing: Before vs During SOAP

SOAP Email Timing Focus

Category	Value
Pre-SOAP	40
SOAP Mon AM	80
SOAP Mon PM	60
SOAP Tue-Wed	30

Here is how I structure communication in a chaotic SOAP week:

• Pre-SOAP (Sunday after you learn you are unmatched / partially matched):

  • Clarify email list, confirm contact info, prepare templates.
  • You do not cold-email programs before ERAS lists are released to them. They cannot offer you anything yet.

• Early SOAP Monday (after program lists are released; times vary by year):

  • Programs see your ERAS file. Now your emails matter.
  • Main goals: get on their radar, highlight fit, signal availability.

• Monday afternoon–Tuesday:

  • Target programs that have already contacted you (logistics, confirmations) and 2nd-wave programs you have not heard from.

• After interviews / before offers:

  • Extremely brief thank-you and clarification emails only. No daily “updates.”

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Subject Lines That Actually Work

Do not overthink this. You want 3 elements: SOAP + Specialty + Identifier.

Examples you can steal:

• “SOAP Applicant – Internal Medicine – AAMC 12345678”
• “SOAP – Preliminary Surgery Applicant – [Your Last Name], AAMC 12345678”
• “SOAP Applicant – Pediatrics – US-IMG, Spanish-speaking”
• “SOAP – Transitional Year – Prior Rotator, [Your Last Name]”

If you have a specific tie that is genuinely strong (e.g., you grew up in that city or rotated there), you can include it:

• “SOAP – Family Medicine – Local Applicant, AAMC 12345678”

Keep it boring and searchable. This is not the place to be creative.

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Template 1: Initial Email to a Program Director (Cold SOAP Outreach)

Use this once per program, ideally Monday after lists are released and before they finish building their interview slate.

Version A: No Prior Contact, General Interest

Dear Dr. [PD Last Name],

I am a SOAP applicant for [Specialty] and have applied to the [Program Name], ACGME [Program ID], through ERAS (AAMC ID: [ID]). I am writing to express my strong interest in your program and to let you know that I am fully available for interviews this week.

I am particularly drawn to [Program Name] because of [1 specific reason: e.g., your focus on underserved populations in [City], the community-based training model, your strong critical care experience, etc.]. During medical school, I [1–2 specific, relevant points: strong clinical evaluations in [relevant rotation], Step 2 CK [score if solid], significant experience with [population / language / system] that aligns with your patient base].

I would be grateful for consideration for an interview if you are still reviewing applications. Thank you for your time during this very busy week.

Sincerely,
[Full Name], MD
[AAMC ID]
[Cell Number]

What you adjust:

• One sentence about why this specific program. Not “I like your reputation” nonsense. Use something from their website: county hospital, community setting, research-lite environment, robust OB experience, etc.
• One sentence that actually differentiates you. Example: “I am fluent in Spanish and completed two years as an interpreter prior to medical school.” Or “My clerkship director evaluations consistently highlight my work ethic and team communication.”

Version B: You Rotated There (This Matters)

If you did an audition rotation or sub-I there, use it early in the email.

Dear Dr. [PD Last Name],

I am a SOAP applicant for [Specialty] and have applied to the [Program Name], ACGME [Program ID], through ERAS (AAMC ID: [ID]). I had the privilege of rotating with your team on [service/rotation] in [Month, Year] and very much valued the teaching and culture I experienced there.

Based on that experience, [Program Name] remains my top choice for residency. I particularly appreciated [1 very concrete detail: morning reports focused on clinical reasoning, the autonomy given to interns at [hospital], your emphasis on bedside teaching]. As reflected in my ERAS application, I received strong evaluations from [faculty name if appropriate] and have maintained a focus on [relevant clinical or academic interest].

If you are still reviewing applicants during SOAP, I would be grateful for consideration for an interview and am fully available this week. Thank you for your time and for considering my application again.

Sincerely,
[Full Name], MD
[AAMC ID]
[Cell Number]

Do not over-compliment. One or two specific things, and you move on.

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Template 2: Email to the Program Coordinator

Coordinators are the gatekeepers. If you annoy them with long paragraphs and emotional essays, they will quietly skip you.

Your job in this email: make scheduling you look easy.

Dear [Mr./Ms./Mx. Last Name],

My name is [Full Name], and I am a SOAP applicant for [Specialty] who has applied to the [Program Name], ACGME [Program ID], through ERAS (AAMC ID: [ID]). I wanted to briefly express my interest in the program and to let you know that I am fully available for interviews by phone or video at any time this week.

My preferred contact number is [cell number], and I am also reachable by email throughout the day. If you need any additional information from me for scheduling or for the program’s review, I will respond promptly.

Thank you very much for your work organizing interviews during this busy week.

Best regards,
[Full Name], MD
[AAMC ID]
[Cell Number]

If you have a weird time zone or international number, fix it here:

“…I am currently in [time zone], but I will adjust my schedule to match yours and can be available at short notice.”

You can send this shortly after your PD email or separately. They often sit next to each other and will compare notes.

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Template 3: Follow‑Up After a SOAP Interview (PD)

You do not need some elaborate love letter. They know you are interested. SOAP is fast and transactional.

Your follow-up does 3 things:

1. Confirms interest.
2. Reinforces 1–2 key fit points.
3. Reassures them you will show up and function on July 1.

Dear Dr. [PD Last Name],

Thank you for speaking with me today regarding a SOAP position at [Program Name]. Our conversation reinforced my strong interest in joining your residency, particularly because of [1–2 specific points you discussed: the structured mentorship for interns, the opportunity to work at [specific hospital/clinic], the focus on [critical care/OB/hospitalist training]].

If offered a position, I would be fully committed to the program and eager to contribute from day one. I appreciate your time and consideration during such a busy week.

Sincerely,
[Full Name], MD
[AAMC ID]
[Cell Number]

Do not:

• Rank programs in writing (“You are my #1 choice”) unless you would genuinely choose them over all others. And even then, be very careful. SOAP offers are binding and extremely time-limited; verbal “you’re my top choice” promises can age badly in about 4 hours.

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Template 4: Follow‑Up After a SOAP Interview (Coordinator)

This one is shorter. You are acknowledging their work and clarifying that you are reachable and ready.

Dear [Mr./Ms./Mx. Last Name],

Thank you for arranging my SOAP interview today with [Dr. X / the [Program Name] team]. I appreciated the opportunity to learn more about the program.

I remain very interested in [Program Name] and am readily available at [cell number] and by email for any further communication this week.

Thank you again for your help.

Best regards,
[Full Name], MD
[AAMC ID]

That is it. You do not need your life story here.

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Template 5: Clarifying Red Flags Briefly (Optional Sentence Add‑On)

You might need to do some controlled damage control if:

• You failed Step 1 or Step 2 CK.
• You are reapplying.
• You switched specialties late.
• You require a visa.

You do not open with this. You slip it into the middle of your PD email as a single clean sentence.

Examples:

Step failure, subsequent pass:

“Although I initially failed Step 1, I subsequently passed and went on to score [XXX] on Step 2 CK, reflecting my improved test performance and knowledge base.”

Reapplicant:

“I applied previously in [year] and have spent the past year strengthening my application through [clinical work/research/US experience], which is reflected in my updated ERAS file.”

Specialty switch:

“While I originally applied to [prior specialty], my recent clinical experiences and mentorship have led me to pursue [new specialty], and I am fully committed to training in this field.”

Visa:

“I am currently on [visa type] and am eligible for [H‑1B/J‑1] sponsorship; my documentation is complete and current in ERAS.”

You do not need more than that unless they ask.

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Template 6: Short “Program Is My Top Choice” SOAP Email (Use Sparingly)

Occasionally, after an interview, a PD is on the fence and a clear, honest statement of preference can help. Use this only if:

• You had a real interview.
• You would absolutely accept an offer there over any other.
• You are not saying this to multiple programs. That is unethical and risky.

Dear Dr. [PD Last Name],

I wanted to thank you again for the opportunity to interview with [Program Name] during SOAP. After speaking with you and your team, I am confident that your residency is my top choice.

If offered a position, I would be fully committed to joining [Program Name] and would be honored to train with your residents and faculty.

Thank you again for your consideration during this week.

Sincerely,
[Full Name], MD
[AAMC ID]
[Cell Number]

Again: only use this if you mean it. PDs talk to each other.

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Template 7: Email When You Have Zero Interviews So Far

Sometimes it is Tuesday afternoon and your phone has been dead silent. You still do not write a panic email. You write a professional nudge that adds value.

You can send a second email only if:

• You have a meaningful update (final Step scores, new visa status, new US clinical experience).
• Or you are targeting programs you did not email on Monday.

Here is a “second touch” template:

Dear Dr. [PD Last Name],

I am following up briefly regarding my SOAP application to [Program Name], ACGME [Program ID] (AAMC ID: [ID]). I remain very interested in your [Specialty] residency and wanted to share a brief update to my file.

Since submitting my application, I have [1 concise update: received my Step 2 CK score of [XXX], completed an additional [US clinical rotation / observership] in [field] with strong evaluations, confirmed my eligibility for [visa type], etc.], which I believe further supports my readiness for intern year.

If you are still reviewing applicants, I would be grateful for consideration for an interview and am fully available this week. Thank you again for your time during this busy period.

Sincerely,
[Full Name], MD
[AAMC ID]
[Cell Number]

If you have no meaningful update, do not send this. A useless follow-up just labels you as noise.

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What PDs and Coordinators Actually Care About in SOAP Emails

Let me bluntly decode their priorities.

For Program Directors

They are scanning for:

• Are you at least minimally qualified for this level of training?
• Do you have any major professionalism red flags?
• Will you complain constantly or crumble when the work gets hard?
• Do you fit the type of resident they like: hardworking, decent communicator, not dramatic.

Your email proves:

• You can write a coherent, professional paragraph.
• You respect their time.
• You understand what their program actually does (not just “I want to become an excellent clinician”).

For Coordinators

They are scanning for:

• Do you make it easy to contact you?
• Will you answer your phone / email promptly?
• Are you going to be a schedule-management nightmare?

Your email proves:

• You can be reached easily.
• You say “thank you” without being over the top.
• You will show up when you say you will.

Programs are not looking for the most poetic SOAP emails. They are looking for low-risk humans in a high-pressure week.

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How Many Programs to Email, and How Often

Scenario	Unique Programs	Emails per Program
Unmatched, very few interviews	30–60	1 (max 2 if update)
Unmatched, competitive specialty	40–80	1
Partial match (need prelim/TY)	20–40	1 (max 2 if update)
Reapplicant with strong updates	30–60	1–2

Do not email the same program every day. You look unhinged.

Pattern I recommend:

• Monday: initial PD + coordinator email.
• Tuesday/Wednesday: only follow-up if:
  • You interviewed. (Send 1 thank-you.)
  • You have a real update. (Send 1 short update email to PD.)

That is it.

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Language Do’s and Don’ts (With Exact Alternatives)

Phrases That Sound Desperate or Tone-Deaf

Avoid:

• “I am begging you to consider me.”
• “I have nowhere else to go.”
• “I deserve a chance to prove myself.”
• “Please give me any spot you have, I will take anything.”
• Long apologies about not matching.

Replace with:

• “I would be grateful for consideration for an interview.”
• “I remain very interested in your program.”
• “If offered a position, I would be fully committed to the residency.”

You can acknowledge difficulty without sounding unstable:

“Not matching has been very challenging, but I remain committed to training in [Specialty] and am ready to work hard as an intern.”

One sentence. Then move on.

Tone Calibration: Formal but Human

Bad: hyper-formal robot prose.

“It would be with the utmost delight and humility that I would accept any opportunity…”

Better:

“If offered a position, I would be fully committed to joining your program.”

Aim for that level of straightforward.

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Sequencing Your Communication: A Practical Flow

Let me map this out as a visual, because SOAP week feels like a blur.

SOAP Email and Interview Flow

Step	Description
Step 1	Unmatched on Monday
Step 2	Apply to SOAP programs in ERAS
Step 3	Send initial PD email
Step 4	Send initial coordinator email
Step 5	Wait for responses
Step 6	Confirm schedule promptly
Step 7	Complete interview
Step 8	Send brief thank you to PD
Step 9	Send brief thank you to coordinator
Step 10	Wait for offer window
Step 11	Accept or decline in NRMP
Step 12	Reassess remaining options

If you are juggling multiple potential interviews, the key is quick, clear responses—not additional “just checking in” emails.

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A Few Concrete Examples by Specialty

To make this more real, I will give you a couple of specialty-specific middle paragraphs you can slot into Template 1.

Internal Medicine (Community Program)

“I am particularly drawn to [Program Name] because of its strong community-based training and the opportunity to care for a diverse, underserved patient population in [City]. During medical school, I completed core and sub-internship rotations in internal medicine with strong clinical evaluations, and I am especially interested in hospitalist practice. My Step 2 CK score of [XXX] and my letters from inpatient medicine attendings reflect my readiness to take on intern responsibilities.”

Family Medicine (Underserved Focus)

“I am especially interested in [Program Name] due to your emphasis on full-spectrum family medicine and care for underserved communities in [Region]. I have a long-standing commitment to primary care, demonstrated by [2 specifics: a longitudinal free clinic experience, Spanish language skills, community outreach work]. I would value the chance to train in an environment where continuity of care and community engagement are central.”

Preliminary Surgery / Transitional Year

“I am seeking a [Preliminary Surgery / Transitional Year] position and am very interested in [Program Name] because of your balanced surgical exposure and strong preparation for subsequent categorical training. My clerkship evaluations in surgery and internal medicine highlight my work ethic and teamwork, and I am eager to contribute to the operative and inpatient services while building a solid foundation for my future training.”

You see the pattern: one sentence about them, one about you that matches.

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Visual Snapshot: What Your SOAP Email Must Contain

Key Components of an Effective SOAP Email

Category	Value
Program-specific hook	30
Clear identification (AAMC, program)	25
Signal of availability	25
Professional closing/tone	20

If your draft is missing the program-specific hook or the signal of availability, fix it before sending.

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Common Mistakes I See Every Year

I have watched people torpedo their SOAP with this nonsense:

• Sending one massive generic email CC’d to 40 programs.
  That screams laziness and total lack of judgment.

• Copying and pasting without changing program names.
  Yes, coordinators forward the “Dear [Wrong Program Name]” emails to PDs. With comments.

• Explaining their entire life story, step by step.
  PDs do not have time. And it makes you look self-absorbed.

• Overdisclosing anxiety or mental health struggles in SOAP emails.
  There is a nuanced way to discuss this; SOAP email is not it. Keep it focused on readiness and stability.

• Forgetting contact information.
  Put your phone number in the body and your AAMC ID in every email. They will not hunt for it.

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Final Calibration: How To Check Your Email Before Sending

Last quick filter I use:

• Read it out loud. If you get bored or confused halfway through, so will they.
• Check:
  • PD name spelled correctly.
  • Program name and specialty correct.
  • AAMC ID present.
  • No weird emotional oversharing.
  • One specific thing about them, one specific strength about you.

If it passes that, send it and move on to the next program. Do not obsess for 30 minutes per email.

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Key Takeaways

1. SOAP emails must be short, specific, and calm: one program-specific hook, one clear personal strength, and a direct statement of availability.
2. Use different angles for PDs (fit and readiness) and coordinators (logistics and reliability), and limit yourself to 1–2 emails per program unless you have a genuine update.
3. Avoid desperation, entitlement, and life stories—your goal is to look like a low-risk, functional intern they can trust to start on July 1, not a crisis they are inheriting.