Step-by-Step Guide for Creating and Managing Your Letter Request

Creating Your Letter Request

1. Access the Letters of Evaluation Section: Select the +ADD LETTER REQUEST button. This will open a multistep modal, where you can enter letter details.
2. Select Letter Type: Choose the type of letter you want your author to send to the medical schools: Committee Letter, Letter Packet, or Individual Letter.
3. Enter Letter Title: Enter a title for the new letter request to help identify and manage various letters in your application.
4. Select Associated School:
   1. On the Associated School screen, select a school from the drop-down menu.
   2. For Individual Letters, you have the option to select This author is not associated with a school.
5. Enter Author Information:
   1. Fill in the required fields: Author’s First Name, Author’s Last Name, Phone Number, and Email Address
   2. Optional fields include: Author’s Salutation, Middle Name, Suffix, Title, and Organization Name.
6. Additional Author Information (for Letter Packets only): If you select Letter Packet, you will see a screen where you can add the names of up to ten (10) additional letter authors who contribute to your packet.
7. Review and Save: This will allow you to review all the details you entered before saving your letter request. Once you save, a Request ID (a 16-character [including two hyphens] identification number assigned to each letter entry in your AMCAS application) will be created for the new letter request.
8. Email the Request: After saving your letter request, you can email it to your author immediately or choose to send it later.
   1. The email preview lets you view your letter request with various details.
   2. You are required to check the acknowledgement box before you send the email. 
   3. A confirmation message is sent to you once the email request is successfully delivered to the author.
   4. To send the email later, go to the Manage Letter Requests section on the Letters of Evaluation screen, and go to the Actions menu (i.e., the three dots) next to the letter request (Request ID).
9. Download Letter Request Form (LRF):
   1. You may download the LRF (in PDF format) from the Actions menu (i.e., the three dots).  
   2. You may print the LRF or save it as a PDF to email to the person submitting your letter(s). Ensure that your AAMC ID (an eight-digit identification number assigned to each user of AAMC products and services) and Request ID numbers are included to properly match your LRF with your application.

Managing Your Letter Request

You can manage your letters through the Manage Letter Request Table with the following options:

1. Letter Title With Request ID: Select this option to view the complete Letter Request Details.
2. “Letter Request Status”: Select this help icon for more information about the various Letter Request Status options, including:
   1. Email Not Sent
   2. Email Sent
   3. Email Resent
   4. Request Fulfilled
   5. No Longer Being Sent: After the initial AMCAS application submission, letter entries cannot be deleted; however, you can mark the status as “No Longer Being Sent” if the AMCAS program has not received the letter.
3. Eye Action: Select this action icon to complete the Letter Request Details section.
4. Email: Select this action icon to send an email to the letter author. 
   1. Once the request is “Fulfilled,” the email icon will no longer be available, and you will not be able to send any further emails to the letter author.
   2. The Resend Email icon indicates that you have emailed the letter request to the letter author through the AMCAS application multiple times.
5. Download Request Form: Select this action icon to download the LRF.
6. Delete Request: You can delete the letter request with this action icon in the following situations: 
   1. For an unsubmitted AMCAS application, you can delete a letter request with the status Email Not Sent, Email Sent, Email Resent, or Request Fulfilled.
   2. For a submitted AMCAS application, you can only delete the letter request if it was added after submission but before recertifying and resubmitting the application again. The letter request cannot be deleted in any other postsubmission scenarios.