Send and Manage Letter of Recommendation Requests
Dossier users can send and manage letter of recommendation requests from their dossier account. When the letter writer submits a letter, it will be added to the user's Dossier materials and can then be added to one or more applications. This article will go through the process of how to use Dossier to request a letter of recommendation (LOR).
Dossier users cannot upload confidential letters of recommendation for themselves. The requester cannot view the content of a confidential letter of recommendation that has been submitted for them.
Request a Letter
Requesting a letter from your Dossier account will add the completed letter to your Dossier Materials, but not to any specific application. You will still need to manually attach the letter to an application.
When an application requires one or more letters of recommendation, requests can be sent directly from that application. When the letter writer submits the letter, it will automatically be attached to the application and added to your Dossier Materials page. Letters on the Materials page can then be added to future applications.
Request a Letter Directly from Within an Application
- Within the application, select Add File next to the confidential letter of recommendation section.
- Select the tab Request a Recommendation.
- Select Request.
- Select a letter writer from your list of contacts or select the tab Add New Contact to fill out the letter writer's information.
- Enter the Document Title.
- Select the checkbox to indicate that this is a request for a confidential letter or evaluation.
When requesting a confidential document, it is important to acknowledge that all rights of access to the letter being requested are being waived. The requester has access to attach the letter to applications, but will never be able to view the contents of the letter.
- Enter the Information for Your Recommender including a due date, description, message to the recommender, and supporting materials.
- Click Preview Request adjacent to Message To Recommender to see how the message will look to the recommenders.
- Click Send Request when finished.
Request a Letter from your Personal Dossier Account
- Click Letters on the left-hand menu.
- Select Request a Letter.
- Select the Request Method; email or printed form.
- If Printed Form is selected, you will need to send the cover sheet to your letter writer. The letter writer must include the cover sheet when mailing the letter to Interfolio.
- If Email is selected:
- Select a letter writer from your list of contacts or select the tab Add New Contact to fill out the letter writer's information.
- Enter the Document Title.
- Select the checkbox to indicate that this is a request for a confidential letter or evaluation.
When requesting a confidential document, it is important to acknowledge that all rights of access to the letter being requested are being waived. The requester has access to attach the letter to applications, but will never be able to view the contents of the letter.
- Enter the Information for Your Recommender including a due date, description, message to the recommender, and supporting materials.
- Click Preview Request adjacent to Message To Recommender to see how the message will look to the recommenders.
- Click Send Request when finished.
Manage Letter Requests
Once a request has been sent it will automatically be listed on your Materials and Letters page. You can check the status of the request, resend the request, edit the title of the letter, and attach the request or the letter to any future applications.
Review and Check Status of Request
- Click Letters on the navigation menu.
- The status of the request will be shown in the Status column
- Requested: The request has been sent
- Pending: The request has been sent and accepted by the letter writer but they have not yet uploaded a letter.
- Completed: The letter writer has uploaded the letter.
- Click View Details adjacent to the desired letter to see information on.
- Information on the letter can be viewed on this page.
- Select the History tab to see a record of activity about the letter and request.
Confidential letters will not appear in the reader, but a message will appear that says the document is confidential along with the details and history of the document.
Resend Request
If problems arise with an emailed request, it is recommended to ask the letter writer to check the spam folder of their email inbox.
- Click Letters on the navigation menu.
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To Resend by email: Click Re-send Request under the Actions column on the right-hand side.
- Click Ok to confirm a request. The original letter request will be sent to the letter writer with a link to submit their LOR.
Make sure the letter writer checks their spam folder. To ensure delivery, the letter writer can add help@interfolio.com to their contacts.
- Click Ok to confirm a request. The original letter request will be sent to the letter writer with a link to submit their LOR.
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To resend by mail: Click View Details adjacent to the desired letter.
- Click Download Cover Sheet.
- Print the downloaded document request form and send it to the letter writer.
Edit Title
i. Click Materials on the navigation menu.
ii. Click the Title of the desired LOR.
iii. Make desired changes to the Title field.
Cancel / Delete Request
A pending or completed request can only be canceled or deleted if it has not been added to an application or used in a delivery. If it has been attached to a position and the position is still open and the institution allows you to edit the application, you can remove the request from the application and then delete the letter or request. Check out this article for more information and steps on how to cancel a letter request.
FAQs
Can I edit a letter of recommendation request or change the letter writer's email after it has been sent?
Once a letter request has been sent the only edit that can be made is the title of the letter. A pending or completed request can be deleted as long as it has not been added to an application or used in a delivery. If the letter has been used in a delivery or added to an application, then it can only be archived.
Does the letter need to be signed?
Interfolio does not require a writer to submit their recommendation with a signature. However, admissions offices and hiring committees may require letters with a signature. Interfolio will notify the requester and letter writer if a letter does not have letterhead, or signature, or is missing some other features. Read more about the QC process.
Please let the letter writer know if the opportunity for the application requires a digital signature for electronically submitted letters of recommendation. It is recommended to include the request for a signature in the message sent to the recommender during the process of requesting a letter of recommendation. The letter writer can sign the document using a digital signature program or service. Alternatively, they can scan and upload a hand-signed letter, or mail us a signed copy of the letter.
Are letter writers notified when their letters are used for an application?
Neither the Letter Writer nor the employers are notified if the letter is used.
Can I submit an application with a pending letter request?
Yes. An application can be submitted once the necessary information to request the letter of recommendation has been provided. The application will be marked as Complete, pending letters until the letter writer has submitted their letter of recommendation.
Why did my letter writer's email update after I sent the request?
If a letter writer has an account with more than one email, the requests will go to their primary email address
When the LOR is uploaded does it capture the date? Will that be seen by recipients?
The dossier user can see when the LOR is uploaded on the Materials or Letters tab. This information is not viewable to the delivery recipient
Can I view my letters of recommendation?
If the request was for a confidential letter of recommendation, no, the requester will never be able to see the content of the letter. If the request is for a non-confidential letter of recommendation, you can view the letter from the Materials page by selecting the title of the letter.