Post Interview Communication: The Residency Thank You Letter or Email

This blog was originally posted in August 2020 and was updated on July 2024 by Dr. Ria Patel.

Everything You Need to Know About Writing a Residency Thank You Email or Letter

Post-interview communication while applying to residency has recently been a nebulous space which tends to raise plenty of well-intentioned questions from applicants. One of the most common questions we receive is: Should I send a residency thank-you email?

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Post-Interview Residency Thank You Emails – to do or not to do

Firstly, during the interview, ask the program coordinator if a thank you letter or email is acceptable. Most programs will neither encourage nor discourage them. However, some program coordinators will specifically advise against sending a thank you letter. You should follow whatever instructions a program provides for post-interview communication!

A recent survey found that 22.6% of the program directors surveyed potentially moved applicants up their rank list based on their thank-you letter, and 10.8% potentially moved applicants down based on their thank-you (or lack thereof). Furthermore, a significant 84% of directors who believed thank-you letters could impact rank list positions emphasized the importance of the letter’s content. This data suggests that a thoughtfully crafted thank-you email could positively impact your application! However, a poorly written letter may adversely affect your prospects.

This being said, let’s discuss residency thank you email etiquette.

Firstly, let’s discuss the timeline to follow for sending post-interview thank you emails. Generally, sending the email within 24-48 hours is favorable. If you forget to send it within 72 hours, it is best to forgo sending the email altogether.

Now, the specifics of a post-interview thank you letter:

Opt for a brief email

A brief email is sufficient, no need to send a hand-written card or residency thank-you letter through snail mail. While the whole point of the residency interview is to differentiate yourself from other candidates, a card, letter, or sending flowers to the office (yes it has happened before) as a thank you is overkill. Residency programs are infinitely more interested in how you presented yourself and what you said during the interview than what your post interview gifts look like.

Reference specific details from your interview

Try to reference something specific from your interview in your email. This could be something that connected you to the interviewer or something unique or interesting about the program. If you’re going to take the time to write a residency thank-you letter, make sure it’s a thoughtful one. Programs that accept thank-you notes are often flooded with generic messages that thank them for the opportunity and express enthusiasm for hearing back from them. These types of notes might not even get read. To stand out, take notes during your interview about what you discuss with each interviewer. Then, reference 1-2 of these points in your email. For example, you might say, “I really enjoyed our discussion about the pathway to Pulmonary fellowship and the D.C. Cherry blossom festival.”

Address the letters to specific people, rather than the department

Make sure the thank you letter is personally addressed to each person you interviewed with. Be sure to double, and triple-check the spelling of the interviewer’s name in the email! It’s extremely embarrassing to copy and paste the same residency thank you letter, then forget to change the name.

Try to send your residency thank you letter to the program director and program coordinator, as well as any interviewers you found particularly helpful. Again, the sooner after your interview you email them, the better, as the experience will be fresh in your mind and theirs.

Here is an Example of a Post Residency Interview Thank You Email:

Dear [Program Director Name],

Following my interview with you today, I wanted to take the time to reach out and send my sincere thanks for considering me as a candidate for the [Residency Program Name] Residency Program. During my interview, I felt that I really connected with the Focus on Wellness initiative and I feel incredibly excited to be considered for participation in a program with such unique opportunities available to residents. It was so inspiring hearing about your experience in Malawi during your own residency training, and I think it is amazing that this program offers such valuable international electives. 

Thank you again for taking the time to interview me and to walk me through the offerings and expectations of the [Residency Program Name]. I wish you a great rest of your day.

Sincerely,

[Your Name]

[AAMC ID Number]

Now that you know the importance of a well-crafted thank-you letter, take your residency application to the next level with our expert guidance. Our residency advising services provide tailored advice and strategies to help you stand out. Schedule a consultation today to learn more.