Verify Addresses When Sending Confidential Materials
Whenever you provide Interfolio with an email address or mailing address where we should send confidential materials, we must always take responsible steps to verify that those materials will remain confidential from you if we send them to that address. We call this "verifying an address."
Obviously, there’s a limit to how certain Interfolio can be. Ultimately, we can’t control what the receiver does with your confidential materials, and it’s not our place to do so. What we can do is take responsible steps (1) to indicate the confidentiality of your materials and (2) to exercise discretion when sending them out.
To verify an address for delivery of confidential materials, we must answer four questions:
1. Is it an address to which you have access? We may need documentation. For example, if it’s an email address or Post Office box, we may need to see some external documentation, such as a website or email correspondence (either forwarded or as screenshots), showing that that email address or PO box is affiliated with an institution or organization.
2. Does the individual or organization on the receiving end plan to keep those materials confidential from you? If we can verify that the address is the publicly designated email or mailing address for a documented institution or organization (e.g. email@example.com), then we can generally send the documents.
3. Is it an address that you are sending to yourself or a relative? If so, you can't send confidential letters to yourself or addresses that can't be verified.
4. Is the institution/business an apartment or home address that you are sending to? If so, we will need proof of documentation, a job advertisement, or email correspondence to prove that you are sending confidential letters to an official address.
When creating an email delivery, you can provide us with a website for verification. The website should (1) show the destination address and (2) link it with the destination institution or organization.
If you provide that web page, we’ll check it out. If it looks good, we’ll send off your delivery.
If we can’t verify the address you’ve entered from a web page you have provided, we'll turn to a web search.
We'll search the destination address you entered and the opportunity for which you're applying, if we know what it is. All of this should take just a few minutes. If we find a webpage that clearly indicates that confidential materials may be sent to the destination address you've provided, then we'll send off your delivery.
If we haven’t found a web page that enables us to verify the address, then we’ll get back to you and ask you for one of the following:
- A web page affiliated with the institution that displays the destination address
- Email correspondence (directly forwarded or as a complete screenshot) that clearly indicates that confidential letters of recommendation may be sent to this email address
- Some contact information for the receiver, which we will use to verify the destination address
If we successfully verify the address using one of these methods, then we can send your materials there! You’ll receive an email notification when we have sent your delivery off.
Please note: In some situations, the receiver might provide us with a different or corrected address, instead of the exact address you entered - for example, firstname.lastname@example.org instead of email@example.com. We will always check with you before we make a change to the destination address.