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Send and Manage Letter of Recommendation Requests
This article will go through the process of how to request a letter of recommendation (LOR).
Dossier users cannot upload confidential letters of recommendation for themselves.
Request Letter of Recommendation
1. Send a Letter of Recommendation Request
Navigation: Letters > Request a Letter > Request Method
- Click Letters on the navigation menu.
- Click Request a Letter in the upper right-hand corner.
- Select the Request Method; email or printed form. Select the tabs below to view more information on how to fill out the form based on the request method selected.
Email
- Select Email as the Request Method.
- Select the Recommender:
- Ensure the Choose Existing Contact tab is selected. Select the Recommender from the dropdown.
- Or select the Add New Contact tab. Enter information for recommender and click Add Contact when finished. - Enter the Document Title.
When submitting request, a document title will be created for each letter requested, and the text variable %RecommenderName% will be replaced with the name of the recommender. This allows letter requests to be personalized when requesting from multiple writers.
- Select the checkbox to indicate that this is a request for a confidential letter or evaluation.
Note that when requesting a confidential document, it is important to acknowledge that all rights of access to the letter being requested are being waved.
- 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.
Paper Form
- Select Paper Form as the Request Method.
- Fill out information.
- Click Complete Request when finished.
- Click Download Request Form to download and print a cover sheet pdf to give to the letter writer.
A cover sheet will need to be downloaded to give to the letter writer. After the letter is mailed to Interfolio, it will be checked, scanned, and uploaded to Dossier where it will be available for use.
2. Manage Request
Review
Requests will appear in the My Materials section of Dossier with the status Requested until the letter is received by Interfolio. Keep track of and re-send requests from the Letters page in Dossier
i. Click Letters on the navigation menu.
ii. Click View Details adjacent to the desired letter to to see information on.
iii. Information on the letter can be viewed on this page.
iv. 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 by Email
If problems arise with an emailed request, it is recommended to ask the letter writer to check the spam folder of their email inbox.
i. Click Letters on the navigation menu.
ii. Click Re-send Request under the Actions column on the right-hand side.
iii. Click Ok to confirm 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.
Resend by Mail
i. Click Letters on the navigation menu.
ii. Click View Details adjacent to the desired letter to to see information on.
iii. Click Download Cover Sheet.
iv. Print the downloaded document request form and sent it to the letter writer.
The letter writer will need to include this form as a cover sheet when they mail the recommendation to Interfolio.
Once Interfolio receives the recommendation it will be scanned and uploaded to Dossier where it will be available for use.
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.
Delete
A pending or completed request can only be deleted if it has not been added to an application or used in a delivery. If it has been used in a delivery or added to an application, then it can be only be archived.
i. Click Materials on the navigation menu.
ii. Click the Title of the desired LOR.
iii. Select Delete from the Other Options dropdown.
FAQs
Can I edit a Letter of Recommendation Request 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 be only be archived.
Check out section two of this article for instructions on how to delete a request.
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 letter head, signature, or is missing some other features. Read more about the QC process.
A note for applicants:
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 not notified if the letter is reused.
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.
Next Steps
- How to Upload a Confidential Letter to an Online Application System for more information.