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Email signature letter of intent

hi guys this is the welcome to our next video in the residency application series that I have going on today we're going to talk all about emailing etiquette during the residency season I cannot stress how important this is email is going to be your line of communication with every program you need to be professional you need to be concise you need to be effective in your communication and make sure it sounds nice and there are other ways of communication that I know people have used you know people phone call for interviews or to say they're interested stuff I personally refrained from that and I'm not talking about phone calls that are like the actual interview or a pre-interview phone call that's not what I mean oh and I mean by phone cause I mean you calling a program to talk about you know your interest I don't think that's a bad thing but again I think having a good email where everything is in words for reference for later I think it's just better so I've broken up this video into sort of three sections emailing before residency season during the residency season and interviewing processes and after interviewing process and pre-match I guess four sections going to go through just tips on what is good in emails and what's bad in emails and what's you know with the essentials so getting right into it first and foremost having a professional email address I think I've already talked about this in my very first IRA's video where I go through the entire application step by step of making a separate email just for residency season it just avoids the whole problem of clutters and your mailbox missing an email especially if it's an interview offer or things getting lost second most important thing is an email signature some things to include your email signature after sincerely your name if you want to have a nice little elegant line and then under that having your AAMC ID bolded because that usually helps it stand out so have you AMC ID under that have your school name you can always write em d candidate comma your school name adds to it so adding your phone number if you're comfortable with that I did I added my cell phone number and then extremely importantly extremely importantly adding your picture your picture your professional Photoshop picture I always added that is it insert into the email so those are the things that I include in my email signature which I think helps identify you helps add more contact information about you and putting that picture just puts a good face to whoever is emailing the people and I know for sure program coordinator is only appreciated all that information when they were trying to get in touch so add that to your professional email a professional thing again to the first part before interview season or residency season sorry as a whole I suggest keeping communication with programs at a strict minimum do not go around asking programs about their requirements or any basic information that you can find about them throughout their their website of freedom do your research beforehand at the stage it's more important to have your application strong and prep for interview season we're interviewing emails will be most important that deadline you've submitted it you know kick it back for a few days a few weeks just enjoy the time you have because you put in so much work but I think by late November early December or November December is time if you haven't heard back from as my program for as many interviews as you want now is a good time to start sending a few more emails sent emails to specific programs that either you rotated at what you really want to hear back from if you have been researching programs that you love and there are particular programs that you're like this is my dream program I think it's a great idea to email that program a sincere email writing letter of interest stating who you are give a great introduction where you're from don't forget to add in the who you are sections you know I'm an MS 3 MMMs 4 or I'm a recent graduate etc your status medical school you go to and sort of just introducing this is me and I am extremely interested in your program then I would put in the body of the email why you're an extremely interested in this program what you've researched about it I would refrain from asking specific requirements don't ask you know anything specific on the program that you can already find on the website or you can find on Frieda or other you know residence explore websites don't add that stuff you want to make sure you look like you've done the research there's a reason why you're applying it to this program there's a reason why you love this program you want to seem that you done the work beforehand letter of interest about why you would love to interview with this program the fact that this program has this criteria this is what you're looking for you're gonna be a great candidate blood that dot give examples of why the program stands up to you if they have a fantastic research aspect right that if they have amazing fellowship opportunity right that it's example just up ahead I think the research component of your program is excellent in so-and-so areas I personally have a research background in la-dee-da this is just a generic example and the last paragraph asked I would love to interview with you or you know make it sound a bit more professional than that I'm just shooting things off the top of my head but make it some professional your contact information saying just summarizing again while you're interested and not forget to add your AAMC ID here again huge reason why the signature of the email is extremely important if you know somebody if there's a connection that you have to a program you know there's a resident that you know or somebody on the selection can be anybody if you know somebody definitely don't hesitate to write that I think that always helps having a connection regardless of what other people say I think it's the name of the game and if you know somebody right in the you know when I was going through the season I remember other friends but you know ended up emailing a few more programs and got replies for interviews the next day so programs are really great at replying back if you do want to interview somewhere specific email them get your get your message across tell them who you are stand out be attached to CB or something if you think that would be necessary the rumor does go if you get at least 10 of you interviews in your specialty you you have a more than likely chance of matching I mean I haven't sat down and crunched any numbers to find this this is just you know the rumor mail that that was going on when I was applying I do think it is somewhat true though you want to maximize as many interviews as you get definitely the highest thing the most important thing is following up with every single interviews email if you get an email from a program saying we would like to interview you must must must follow up if you get a phone call requesting for an interview or giving you an invite follow up with an email with the person that called you if you get it from the thalamus account if you get it from interview or whatever it is you need to email the program coordinator whoever sent you the email thanking them first of all for the interview I have you know snippets of my emails that I sent to people here so I'm literally reading off I would always you know say dear so-and-so thank you for the invite I'm extremely excited to for the opportunity to interview with your program I know your program has excellent blah blah blah blah blah I have I always write in the email if you've booked a date I have booked the date for such-and-such to interview with you if you have any specific questions for clarification this would be the time to do so literally you're wonderfully fantastic email signature this is a great way to communicate with them a lot of program coordinators are so fantastic with you know getting back to you they're very helpful if you were having to travel somewhere for interview season you're unsure about hotels and stuff like that program coordinators are a great source just a nice email saying hi you know I'm interviewing on next Friday do you have an information on about where we could great place to say program coordinators do have a lot of information usually they're proactive they'll get to you before you even have to ask but and they chance they don't a nice email will benefit you a lot the big question comes your interview season is it should I email programs to ask them about my application status I've done research on this there are such mixed feelings between applicants and I think use your judgment it's vague but you got to use your judgment check online forums insuring through the season to see if they people have commented about certain programs and whether or not they've got an interview I know that my time when I was applying there was some forums going on or sorry some Excel sheets flying around different forums that indicated programs and sort of you know whether they started interview season and their dates and stuff so look out for those you have a program that you're looking at in you're like damn I haven't heard back from them look at look them up on these forums and see if somebody has said oh yeah actually got interviewed from them then might be a good idea to sort of feel like okay maybe I'll email them or something if obviously they don't they haven't sent out any emails it might not be I don't know I maybe I wouldn't send an email right away I would just wait it out till see if other people have gotten into interviews again use your judgment be wise about this especially depending on where you're on the interviews and if you applied yesterday now you're going to email a bunch of programs I would refrain from that personally I just give them time to absorb they probably get tons and tons of applications you don't want to bombard them and when they're busy after they've sort of been sending out interviews would be a good time to some programs say don't contact us and I did you know we do get a lot of those through the messaging Center on your portal IRA's portal I would refrain from contacting those programs that say don't contact us you just don't want to seem annoying there's a very fine line I think when it comes to communicating with programs you don't want to come off annoying that you want to come off like you're Pro like you're you know interested in practice it's a very fine line you've just struck a balance that's why I mean when I say use your judgment wow I talk a lot they're sort of tricky emailing situation that comes up during interview season is how they decline four-minute views if you have to decline from interview that's that probably means you have a lot of interviews and that's really great don't feel bad about it I also had to unfortunately decline from one interview it just wasn't working out with my schedule and by that time I felt like I had already reached my a good rank list which I had been doing throughout the interview season so I did you know one of the programs and I sort of made it very condensed and precise of course always start off addressing the the program coordinator was I remember was the one that contacted me and you know I addressed it to her or him and I said well thank you so much for your consideration yet again but I respectfully wish to withdraw my application from the residency program and whatever else you need to there but that that should be the gist of it always be thankful you hadn't they did want to give you an opportunity and I think that's a great thing so be thankful show that you're thankful show your gratitude I know it sucks and it feels bad but you got to do what you got to do right one thing I just want to really quickly address here and I can make another video if people are more interested about making a running ranked list during interview season and sort of the best way to do that if you guys are interested in that let me know in the comment section below I can make it but it is a great idea to do that keep a running rank list just so you have an idea of where programs you think are gonna be best suited for you throughout the application season second last section here is after interviews every interview I got I would always have pre-interview Kamiya and post interview communication during the interview it is extremely vital in my opinion to take notes on who you talk to very quickly right after the interview I would write down oh I talk to the PV he like you know we talked about this or you know he's really passionate about this or you know we had a great conversation about this I was really quickly jot it down and when I get home or on my flight back I would start formulating my emails as you want to summarize your experience thank them you want to state specifics to your interview that they can help that can help them remember you by I'm just reading through my notes that I have here I personally sent it two or three days after every interview no it gets a lot when you do have a lot going on I mean I still had electives and clinicals and stuff so hopefully move towards just emailing the PD especially them if I interviewed with them directly and or the person that I had the most greatest conversation or contact with it sometimes the email reply will be very vague they will just say thank you we have a great time interviewing with you too don't don't be discouraged by that remember they also have rules they can't email you back saying you are our favorite candidate even if you were because they have rules to suit if you don't get a reply don't be discouraged just keep doing it keep sending your emails keep making sure that the programs know that you had a good time if you did have a good time and be honest in your emails I would refrain from writing you are my top program unless this as your top program don't lie in the follow-up emails be genuine be genuine about your connection and the communication that you had with these pins well great thing about writing the notes after your interview is this gives you content to write in your email if you had a great conversation with your PT write that I really enjoy talking to you about so-and-so it doesn't have to be about your program sometimes having a personal connection with somebody goes a long way in the last paragraph again making sure that they know you're very interested making sure that you give contact information and saying like I'm looking forward to to hearing about the match results or whatever I would refrain from putting you are my number one program or this is the best thing that's ever happened to me don't make it don't amp it up if you don't need to be genuine and concise your interviews and after your whole interview season and pre match this is going to be setting the letter of intent letter of intent I would send to the top three programs that you are ranking one three send a letter of intent to your primary program saying I have rank to number one do not send I have rank to number one to all 15 20 whatever interview or whatever programs you have done I would stick to sending letter intent to your first three favorite programs that you're ranking and I would again just remind them of who you are when you interviewed them remind them of what the great things that you saw during interview and something that hopefully they found that that stood out about you and then I would definitely write in those letter of intent you know I tend to rate rank you in my top three or if it's the first one I rank you as number one when I sent these I got replies from all three programs and I was extremely extremely happy about getting a reply from them again the match can go anywhere the algorithm can go anywhere but the main thing is just knowing that you did your best and you got your communication through so I think that's important to send letter written when would I send that between mid to late January I know interview still go on till late January and I think my last interview was second week of January by then I already had an idea of my rank list and once I perfected my rank list I went ahead and set those letter of intent so I think that's a great thing to do pre match so that's all I have for this video I know it's it's a lot especially knowing what to email when that being said I think they have to strike a balance with your easy emailing skills don't be extremely lazy about it but also don't go overboard and you know start emailing like crazy every single program I hope you guys enjoyed this video come in the link below if you have any questions specifically if you want to get in touch with me I have my email and my other link there as well feel free to click them don't forget to share like and 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