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I've trying to compile a list of Frequently Asked Questions about LOR's. Much credit goes to Winged Scapula and aProgDirector who helped supply the majority of the answers. Please feel free to add to this as I'm certain it is not comprehensive. I would also encourage you to post any LOR related questions you may have within this thread.
LOR FAQ
Q: How should I ask for a LOR?
A: Consider asking in a private place, perhaps by making an appointment to meet them in their office. This can also avoid the embarrassment of being turned down in public.
Consider using the phrase "Do you think you will be able write me a strong letter of recommendation?"
Have a copy of your CV and Personal Statement handy ready for them and ask them if they would like a copy. Also give them instructions on where to send the letter and include a form which allows you to waive the right to see your letter.
Q: What does it mean to finalize a letter in ERAS?
A: Finalize simply means that there is a spot for your Dean's office to upload the letter. You can't change the name/title after you have finalized it. In 2007 there was no finalize option, and you had to actually assign a letter to a program before your dean's office could upload it. Now, you can simply "finalize" your letter, which allows the Deans office to upload it without it being assigned to any programs. You can always add new letters and you can choose not to submit a finalized and uploaded letter to any programs.
Q: I asked for a LOR three weeks ago and it still has not been turned in!
A: Try to give at least 1-2 months notice to faculty when you ask for a LOR. It is okay to offer a gentle reminder if you're concerned.
How much time is needed? Hard to say. Depends on the rotation and the person.
Winged Scapula noted that she liked to be asked for a letter early in the rotation, so she can collect ideas and work on it while she's with the student. Consider telling your faculty after the first week.
Q: Should I wait until my LOR is scanned and in the post office before sending my application?
A: No, you do not have to wait and some programs may offer interviews without the letters. Additionally you can apply without any letters and simply assign them later.
Q: I already applied and just received a new LOR. Can I still add new LORs after I submit my application?
A: You can add letters at any time before ERAS closes.
Q: I have a SubI letter coming in a few weeks but I already have four letters scanned in and ready to go. Should I wait?
A: Consider saving a 4th spot for a later SubI, even if you already have four letters ready to go now. If your SubI letter never appears you can attach your 4th letter in 1-2 months before your application needs to be complete.
Q: I am an FMG and I have a US Physician letter coming in a few weeks but I already have four letters scanned in and ready to go. Should I wait?
A: The extra US letter is much more helpful than your non-US letters, unless your non-US letter is from someone who is well known internationally in their field.
Therefore, I would submit 3 letters now, and save one slot for when the last US letter is available. If for some reason that letter is not available by the application deadline then submit your last non-US letter.
Q: Is there a limit to how many LORS I can upload to ERAS?
A: You can upload as many letters as you want to ERAS. However, you can only send 4 total letters to any one program. For example you can send letters 1, 3, 5, and 6 to program 1 but send letters 1,2,3, and 4 to program 2. This is particularly useful when applying to multiple specialties or separate preliminary programs.
Q: Is it okay to use private letterhead for a Lor?
A: This really isn't a big deal, try not to stress the small stuff.
Q: I didn't ask for a "strong letter". I figured that those who didn't want to write me letters would not. Is it a problem if I didn't ask for "strong letters" though? Now I am getting nervous.
A: The application period can be stressful and sometimes cause you to focus on minor details. Most likely if your letter writers were uncomfortable writing you a letter then they would have said so.
Q: My deans office told me that they downloaded my third LOR two weeks ago but i still cannot find it in the "PostOffice" and all programs still have it as "N/A". The other two letters i finalized before i submitted my applications are all in there. Is this normal since it has now been two weeks?
A Once the Deans office receives your letter of LOR they scan it in which is technically uploading your document. Once they do that it will appear in your "PostOffice" and only then can programs download your letter. Either your deans office either doesn't have the letter or has not scanned it in. It's definitely a good idea to talk to your Deans office as soon as possible to clear up the confusion and track down your letter.
Q: I asked four different people if they would be willing to write me a strong lor. All four said yes, happy to, etc. Three submitted theirs but the fourth has not replied to my gentle email query and I am out of town for a week or so and cannot just go by his office. Do some people just never write them? What do people do in this situation?
A: Yes, sometimes people are unable or simply do not end up writing letters. I would suggest contacting their secretary. Buy him/her flowers. Or doughnuts. Put a nice card on it, saying it would be great to get your letter. Kinda kidding about the flowers/doughnuts. Kinda not. Or, live with three letters which will probably be fine.
Q: I was looking at X University's residency program page and they stated that they require three LORs. I have four LORs, should I send all four or does it look like I can't follow directions?
A: Most likely it doesn't matter but the general consensus is to only send the amount of LORs required by programs. So if your program specifically states that they require three then only send three LORs. However, if they use the phrasing "minimum of" or "at least" then you can probably send more than the specified amount. If you remain unsure or really want to send all of your letters you can call the program directly to determine their policy.
LOR FAQ
Q: How should I ask for a LOR?
A: Consider asking in a private place, perhaps by making an appointment to meet them in their office. This can also avoid the embarrassment of being turned down in public.
Consider using the phrase "Do you think you will be able write me a strong letter of recommendation?"
Have a copy of your CV and Personal Statement handy ready for them and ask them if they would like a copy. Also give them instructions on where to send the letter and include a form which allows you to waive the right to see your letter.
Q: What does it mean to finalize a letter in ERAS?
A: Finalize simply means that there is a spot for your Dean's office to upload the letter. You can't change the name/title after you have finalized it. In 2007 there was no finalize option, and you had to actually assign a letter to a program before your dean's office could upload it. Now, you can simply "finalize" your letter, which allows the Deans office to upload it without it being assigned to any programs. You can always add new letters and you can choose not to submit a finalized and uploaded letter to any programs.
Q: I asked for a LOR three weeks ago and it still has not been turned in!
A: Try to give at least 1-2 months notice to faculty when you ask for a LOR. It is okay to offer a gentle reminder if you're concerned.
How much time is needed? Hard to say. Depends on the rotation and the person.
Winged Scapula noted that she liked to be asked for a letter early in the rotation, so she can collect ideas and work on it while she's with the student. Consider telling your faculty after the first week.
Q: Should I wait until my LOR is scanned and in the post office before sending my application?
A: No, you do not have to wait and some programs may offer interviews without the letters. Additionally you can apply without any letters and simply assign them later.
Q: I already applied and just received a new LOR. Can I still add new LORs after I submit my application?
A: You can add letters at any time before ERAS closes.
Q: I have a SubI letter coming in a few weeks but I already have four letters scanned in and ready to go. Should I wait?
A: Consider saving a 4th spot for a later SubI, even if you already have four letters ready to go now. If your SubI letter never appears you can attach your 4th letter in 1-2 months before your application needs to be complete.
Q: I am an FMG and I have a US Physician letter coming in a few weeks but I already have four letters scanned in and ready to go. Should I wait?
A: The extra US letter is much more helpful than your non-US letters, unless your non-US letter is from someone who is well known internationally in their field.
Therefore, I would submit 3 letters now, and save one slot for when the last US letter is available. If for some reason that letter is not available by the application deadline then submit your last non-US letter.
Q: Is there a limit to how many LORS I can upload to ERAS?
A: You can upload as many letters as you want to ERAS. However, you can only send 4 total letters to any one program. For example you can send letters 1, 3, 5, and 6 to program 1 but send letters 1,2,3, and 4 to program 2. This is particularly useful when applying to multiple specialties or separate preliminary programs.
Q: Is it okay to use private letterhead for a Lor?
A: This really isn't a big deal, try not to stress the small stuff.
Q: I didn't ask for a "strong letter". I figured that those who didn't want to write me letters would not. Is it a problem if I didn't ask for "strong letters" though? Now I am getting nervous.
A: The application period can be stressful and sometimes cause you to focus on minor details. Most likely if your letter writers were uncomfortable writing you a letter then they would have said so.
Q: My deans office told me that they downloaded my third LOR two weeks ago but i still cannot find it in the "PostOffice" and all programs still have it as "N/A". The other two letters i finalized before i submitted my applications are all in there. Is this normal since it has now been two weeks?
A Once the Deans office receives your letter of LOR they scan it in which is technically uploading your document. Once they do that it will appear in your "PostOffice" and only then can programs download your letter. Either your deans office either doesn't have the letter or has not scanned it in. It's definitely a good idea to talk to your Deans office as soon as possible to clear up the confusion and track down your letter.
Q: I asked four different people if they would be willing to write me a strong lor. All four said yes, happy to, etc. Three submitted theirs but the fourth has not replied to my gentle email query and I am out of town for a week or so and cannot just go by his office. Do some people just never write them? What do people do in this situation?
A: Yes, sometimes people are unable or simply do not end up writing letters. I would suggest contacting their secretary. Buy him/her flowers. Or doughnuts. Put a nice card on it, saying it would be great to get your letter. Kinda kidding about the flowers/doughnuts. Kinda not. Or, live with three letters which will probably be fine.
Q: I was looking at X University's residency program page and they stated that they require three LORs. I have four LORs, should I send all four or does it look like I can't follow directions?
A: Most likely it doesn't matter but the general consensus is to only send the amount of LORs required by programs. So if your program specifically states that they require three then only send three LORs. However, if they use the phrasing "minimum of" or "at least" then you can probably send more than the specified amount. If you remain unsure or really want to send all of your letters you can call the program directly to determine their policy.
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