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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

  1. Click Letters on the navigation menu.
    Letters selected on the navigation menu
  2. Click Request a Letter in the upper right-hand corner.
  3. 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

    1. Select Email as the Request Method.
    2. 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.
    3. 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.

       
    4. Indicate if this is a request for a confidential letter.

      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.

       
    5. Enter the Information for Your Recommender including a due date, description, message to the recommender, and supporting materials.

      Note that the message will be personalized by inserting the name of each individual recommender in place of the text variable %RecommenderName%

       
      • Click Preview Request adjacent to Message To Recommender to see how the message will look to the recommenders.
    6. Click Send Request when finished.
     
     

    Paper Form

    1. Select Paper Form as the Request Method.
    2. Fill out information.
    3. Click Complete Request when finished.
    4. 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.

       
     
     
 

2a. Review request

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

 
  1. Click Letters on the navigation menu.
    Letters selected on the navigation menu
  2. Click View Details adjacent to the desired letter to to see information on.
    View Details button selected under the Actions column
    • 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.

 
 
 

2b. Resend a request

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.

 
  1. Click Letters on the navigation menu.
    Letters selected on the navigation menu
  2. Click Re-send Request under the Actions column on the right-hand side.
    Re-send Request button selected under the Actions column
  3. 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.

     
 
 

Print

  1. Click View Details adjacent to the desired letter to to see information on.
    View Details button selected under the Actions column
  2. Click Download Cover Sheet.
  3. 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.

     
 
 
 
 

2c. Delete a LOR Request

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.

 
  1. Click Materials on the navigation menu.
    Materials selected from the Home navigation menu
  2. Click the Title of the desired LOR.
  3. Select Delete from the Other Options dropdown.
    Other Options dropdown with Archive and Delete below
 
 

FAQs

Can I edit a Letter of Recommendation Request after it has been sent?

No. There is no way to edit a request that has been sent. 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 it has been used in a delivery or added to an application, then it can be 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 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.

 
 

Next Steps