Learn how to communicate with medical school admissions using letters of interest, intent and update letters, plus email examples, timing, etiquette and common mistakes.
How to Communicate With Medical School Admissions Departments
Communicating with medical school admissions departments becomes a much bigger part of the application process than many premed students expect. After submitting your AMCAS, AACOMAS, or TMDSAS application and completing your secondary essays, you may still need to ask questions, provide application updates, reaffirm your interest, send interview follow-ups, respond to waitlist decisions, or clarify something in your application.
Some of these messages are simple emails that may take only a few minutes to write, while others, such as a letter of interest, letter of intent, or update letter, require much more thought. The difficult part is not only knowing what to say, but also deciding which type of communication is appropriate for your situation and whether the school accepts it at all.
You want to advocate for yourself without overwhelming the admissions office, remain enthusiastic without sounding desperate, and communicate professionally without making every email sound as though it was written by a lawyer or generated from a formal template.
When I applied to medical school, I sent letters of interest to several programs, submitted updates as my experiences continued developing, and contacted admissions offices whenever I had a legitimate question. I learned that these messages do not need to be complicated, but they do need to have a clear purpose.
This guide will walk you through how to communicate with medical school admissions departments throughout the application cycle, including how to write general emails, letters of interest, letters of intent, update letters, interview thank-you notes, waitlist communications, and withdrawal messages. I will also explain how often you should contact a school, what admissions offices are unlikely to appreciate, and how I approached these communications during my own application cycle.
Quick Guide to Medical School Admissions Communication
The correct communication depends on what you are trying to tell the medical school.
A general admissions email is appropriate when you have a specific question, need to clarify a requirement, are having a problem with the application portal, or need to submit requested information.
A letter of interest tells a medical school that you remain genuinely interested in the program and would seriously consider attending if accepted. You can send personalized letters of interest to multiple schools when they allow them.
A letter of intent tells one medical school that it is your clear first choice and that you will attend if accepted. Because you are making an exclusive commitment, you should send a letter of intent to only one program.
An update letter tells the admissions committee about meaningful developments that occurred after you submitted your application, such as a publication, new leadership responsibility, award, academic accomplishment, or significant clinical experience.
A thank-you email is a brief note sent after an interview to thank an interviewer or the admissions team for the opportunity.
A waitlist communication may combine an update with a letter of interest or intent, depending on how strongly you feel about the school.
A withdrawal email formally removes you from consideration after you decide that you would no longer attend the program.
Although there can be some overlap, each type of communication has a different central message. Before writing anything, ask yourself what you want the admissions committee to remember after reading it. That answer will usually tell you which type of message you need.
Should You Contact a Medical School After Applying?
You can contact a medical school after applying when you have a legitimate reason, but you do not need to send an email simply to remind the admissions office that you exist.
Once your primary and secondary applications are complete, a period of silence is normal. Medical schools may spend weeks or months reviewing applications, and applicants who submit at the same time do not always receive decisions in the same order.
A lack of communication does not necessarily mean that the school lost your application or has already rejected you. It often means that your application remains under review while the committee works through a very large pool.
That said, there are several reasonable reasons to contact the admissions department. You might need to confirm that a required document was received, ask whether the school accepts updates, clarify a prerequisite, report a portal problem, respond to an interview invitation, or provide a significant new accomplishment.
You may also decide to send a thoughtful letter of interest later in the cycle, particularly when the school is a strong fit and you have something specific to say.
The main question is whether your communication gives the school useful information or asks a question that cannot be answered through the admissions website, applicant portal, or previous emails. When it does, reaching out is completely reasonable.
Check the School’s Communication Policy First
Before sending any update, letter, or attachment, look for the medical school’s policy on additional correspondence.
Some schools welcome updates and allow applicants to upload them through the portal. Others accept updates only after an interview, limit applicants to one or two submissions, or state that they do not consider additional materials at all.
You do not want to spend hours writing a personalized letter only to discover that the school will not add it to your application. More importantly, sending materials when a school specifically asks applicants not to do so may show that you did not follow its instructions.
Start by reviewing the admissions website, applicant portal, secondary-completion email, and interview materials. Search for phrases such as “application updates,” “additional materials,” “letters of interest,” or “post-interview communication.”
When the policy remains unclear, you can send a brief email asking whether the school accepts the type of communication you are considering. That is a much better approach than relying entirely on advice from an online forum, especially because policies can change between application cycles.
How to Email a Medical School Admissions Office
Most general communication with a medical school will go through the admissions department’s main email address. Some schools may instead direct you to an applicant portal, a specific admissions coordinator, or the staff member who contacted you.
Your email should make its purpose obvious from the beginning. Admissions offices receive a large volume of messages, so a clear subject line and a short, organized email make it easier for someone to help you.
A useful subject line generally includes your name, application identification number, and the reason for the message.
For example:
Application Update – John Doe – AMCAS ID 12345678
Other possible subject lines include:
Prerequisite Question – John Doe – AMCAS ID 12345678
Interview Scheduling Question – John Doe – AMCAS ID 12345678
Letter of Interest – John Doe – AMCAS ID 12345678
Applicant Portal Issue – John Doe – AMCAS ID 12345678
Begin with a professional greeting, briefly introduce yourself, explain why you are writing, and state what you need from the admissions office. Include your full name and application ID even if they already appear in the subject line.
You do not need to write several paragraphs before asking your question. At the same time, avoid sending a message that is so short that it sounds abrupt or gives the staff no useful context.
General Medical School Admissions Email Template
Dear Office of Admissions,
I hope you are doing well. My name is [Full Name], and my [AMCAS/AACOMAS/TMDSAS] identification number is [ID Number].
I am writing to ask about [briefly explain the question or issue]. [Provide one or two sentences of necessary context.]
Would you please let me know [specific question or requested action]?
Thank you for your time and assistance.
Respectfully,
[Full Name]
[Application ID]
[Email Address]
[Phone Number]
This format works well for most administrative questions because it gives the admissions staff the information they need without burying the request underneath a long introduction.
Medical School Admissions Email Example
Subject: Application Update Policy – John Doe – AMCAS ID 12345678
Dear Office of Admissions,
I hope you are doing well. My name is John Doe, and my AMCAS identification number is 12345678. I recently had a research manuscript accepted for publication and would like to provide the admissions committee with an update.
I reviewed the applicant portal but was unable to find instructions regarding additional materials. Would you please let me know whether Example University School of Medicine accepts application updates and, if so, how I should submit one?
Thank you for your time and assistance.
Respectfully,
John Doe
AMCAS ID: 12345678
johndoe@email.com
555-555-5555
When Should You Email Medical School Admissions?
You should email the admissions office when you have a specific question or need that the staff is in a position to address.
Reasonable situations include confirming whether a school accepts updates, reporting a technical issue, asking about an unclear prerequisite, correcting important application information, clarifying an interview-scheduling problem, or submitting a document the school requested.
You can also email when there has been an unusually long delay involving something administrative, such as a missing completion confirmation or a document that should have appeared in your portal.
Try not to contact the school solely to ask when it will make a decision on your application. Unless the school has given you a specific timeline and has gone well beyond it, the admissions staff will usually be unable to provide a personalized review date.
The same applies to questions that are answered clearly on the school’s website. Looking for the answer before emailing demonstrates that you respect the admissions staff’s time and often gives you a faster answer anyway.
What Is a Medical School Letter of Interest?
A medical school letter of interest tells an admissions committee that you remain genuinely enthusiastic about its program and would seriously consider attending if accepted.
You might send one before receiving an interview, after completing an interview, or while remaining on the waitlist. The exact message should change depending on your status, but the central purpose remains the same: you want the school to understand why you believe the program fits your experiences, goals, and values.
A strong letter of interest does more than compliment the school. It connects specific features of the program to your own background. You might discuss the curriculum, a student-run clinic, a research center, a community partnership, a specific training pathway, or something meaningful you learned during your interview.
When I wrote these letters, I approached them almost like matchmaking letters. I was not simply trying to tell a school that it was impressive. The admissions committee already knew that applicants wanted to attend medical school. I wanted to explain why that particular program and I made sense together.
I usually began with one or two sentences thanking the school for considering me or for inviting me to interview. I then spent most of the letter explaining the specific reasons the program fit my goals, followed by a brief conclusion reaffirming my interest.
I sent letters of interest to many of the schools where I hoped to interview, and I also sent one after every MD interview I completed. Every MD interview I attended ultimately resulted in an acceptance.
I cannot prove that the letters caused those acceptances, and I would never suggest that a single letter can control an admissions decision. My application, interview performance, experiences, and each school’s priorities were much more important. Still, the letters gave me a professional way to make sure the programs understood that my interest was sincere.
For a complete template, step-by-step guide, email example, and full sample letter, read my guide on how to write a strong letter of interest for medical school.
When Should You Send a Medical School Letter of Interest?
A letter of interest can be useful at several points in the cycle, but timing matters.
Before an interview, the letter can reaffirm that you remain interested and explain why you would appreciate the opportunity to interview. This is most relevant while the school is still actively offering interview dates.
Looking back at my own application cycle, I probably would have sent some of my pre-interview letters earlier, especially to a few reach schools. By the time I contacted several of them, many interview invitations had already gone out, which may have limited how useful the letters could be.
After an interview, your letter can become more personal because you can reference specific conversations, programs, or observations from the day. This is often a stronger letter because you are no longer relying only on information from the school’s website.
While on a waitlist, a letter of interest can confirm that you remain enthusiastic about the program even though several months may have passed since your interview.
You can send letters of interest to multiple medical schools because you are not making an exclusive promise. However, every letter should be personalized and truthful. Copying the same generic letter and changing only the school’s name is unlikely to convince anyone that your interest is especially meaningful.
What Is a Medical School Letter of Intent?
A medical school letter of intent tells one school that it is your clear first choice and that you will attend if accepted.
This is a much stronger message than a letter of interest. You are no longer saying that you would seriously consider attending or that the program is one of your favorite options. You are telling the admissions committee that, if it offers you a seat, you are prepared to accept it and matriculate.
You should send a letter of intent to only one medical school because the promise is exclusive. Telling several programs that each one is your first choice would defeat the purpose of the letter and could raise concerns about your professionalism.
Although the letter is generally not treated like a legal contract, I still believe you should take the commitment seriously. Medical education is a relatively small world, and it is not worth making promises you have no intention of keeping simply because you hope the wording will improve your chances.
I personally did not end up sending a letter of intent during my application cycle. There were schools that I liked and would have been excited to attend, but I did not reach the point where I felt comfortable promising one program that I would choose it over every other possible option.
My plan was to reserve a letter of intent for a situation in which I was on the waitlist at my unquestioned first-choice school without another acceptance. Thankfully, I did not need to use that strategy.
I think that is an important part of this discussion because applicants sometimes feel pressured to send a letter of intent simply because other people are doing it. There is nothing wrong with deciding that several schools could be good places for you to train. You should make the commitment only when you genuinely have one clear first choice.
For a complete explanation of the timing, structure, ethical considerations, template, and sample letter, read my guide on how to write a letter of intent for medical school.
Letter of Interest vs. Letter of Intent
The difference between a letter of interest and a letter of intent comes down to the commitment you are making.
A letter of interest says:
I remain very interested in your medical school and would seriously consider attending if accepted.
A letter of intent says:
Your medical school is my first choice, and I will attend if accepted.
You can be sincerely interested in several medical schools, which is why you can send personalized letters of interest to multiple programs. You can have only one exclusive first choice, which is why you should send a letter of intent to only one school.
When you are not ready to promise that you will attend, use language such as “one of my top choices,” “one of the programs I am most excited about,” or “a school I would be thrilled to attend.”
Do not call a school your first choice merely because the wording sounds stronger. The purpose of these letters is to communicate honestly, not to make the biggest possible claim.
Can You Change Your Mind After Sending a Letter of Intent?
Life can become more complicated after you send a letter of intent. You might later receive an acceptance from another school with a major scholarship, discover an unexpected family need, or learn something that changes how you view your options.
The letter may not function as a binding enrollment agreement, but reversing your decision would still mean going against the commitment you made. This is why you should think through possible scenarios before sending it.
One situation I discussed in the original version of this guide was receiving a large scholarship from another school after telling your first-choice program that you would attend.
When you still prefer the school that received your letter of intent, you can contact its admissions or financial aid office, explain that you received another scholarship offer, and ask whether the school is willing to reconsider your financial aid package. The program may not match the offer, but you cannot know unless you ask professionally.
You should not use another scholarship as a threat or imply that the school owes you more money. Simply explain the situation honestly, reaffirm that the program remains your first choice, and ask whether any additional aid may be available.
When the financial difference causes you to choose another school, you will ultimately have to make the decision that is right for your circumstances. However, this possibility is another reason not to send a letter of intent casually or too early.
What Is a Medical School Update Letter?
A medical school update letter tells the admissions committee about meaningful developments that occurred after you submitted your primary or secondary application.
The central purpose is not simply to remind the school that you are still waiting. You are giving the committee new information that may strengthen your candidacy or help it see that you have continued growing throughout the application cycle.
Meaningful updates may include a new publication, an accepted manuscript, a research presentation, an award, strong academic results, a promotion, a new leadership role, expanded clinical responsibilities, or substantial progress within an ongoing service activity.
You can also update schools on experiences listed with anticipated hours in your original application. Doing so shows that you followed through on the activities you said you expected to continue.
Medical schools do not expect applicants to stop every activity immediately after submitting AMCAS. Continuing your clinical work, research, service, employment, or leadership responsibilities can demonstrate that these experiences were genuinely important to you rather than boxes you checked only long enough to include them in the application.
What Should You Include in a Medical School Update Letter?
A medical school update letter should briefly introduce the purpose of the message, explain each meaningful development, and close by reaffirming your interest in the program.
For each update, include enough detail for the committee to understand what happened and why it matters. Depending on the experience, this might include the date, your role, the accomplishment, your increased responsibility, and what you learned.
You do not need to repeat a full AMCAS-style activity description. A few clear sentences for each major update are usually enough.
When you have a publication, include the citation, publication status, and a link or DOI when appropriate. Be accurate about whether the manuscript is submitted, under review, accepted, available online ahead of print, or formally published. Those stages are not interchangeable.
When describing a new position or responsibility, focus on what changed. Rather than saying only that you continued volunteering, explain that you began training new volunteers, coordinating a program, developing educational materials, or assuming responsibility for a larger group of patients.
When possible, connect the update to the medical school. For example, an applicant who recently took on a leadership role in a free clinic could explain how that experience strengthened their interest in the school’s longitudinal community health program.
Medical School Update Letter Template
Dear Dr. [Last Name] and Members of the Admissions Committee,
Thank you for continuing to consider my application to [Medical School Name]. My name is [Full Name], and my [AMCAS/AACOMAS/TMDSAS] identification number is [ID Number]. I am writing to provide several meaningful updates that have occurred since I submitted my application.
Since [month or application submission], I have [describe the first significant update, including your role, accomplishment, or increased responsibility]. Through this experience, I have [briefly explain what you learned or how you grew].
I have also [describe the second significant update]. [Provide any important details, such as the title of a publication, date of a presentation, award received, or leadership responsibility.]
These experiences have continued to strengthen my interest in [relevant area of medicine, service, research, or education]. I remain especially interested in [specific feature of the medical school] because [brief personal connection].
Thank you for your time and continued consideration of my application. I remain very interested in the opportunity to [interview at/join] [Medical School Name].
Respectfully,
[Full Name]
[Application ID]
[Email Address]
[Phone Number]
Medical School Update Letter Example
Dear Dr. Williams and Members of the Admissions Committee,
Thank you for continuing to consider my application to Example University School of Medicine. My name is John Doe, and my AMCAS identification number is 12345678. I am writing to provide several meaningful updates that have occurred since I submitted my secondary application.
In October, the research manuscript I discussed in my application was accepted for publication in the Journal of Example Medicine. I am listed as the second author and contributed to data collection, statistical analysis, and preparation of the manuscript. Working through the revision process strengthened my scientific writing skills and gave me a greater appreciation for the importance of responding thoughtfully to peer review.
I have also taken on a new leadership role within our community blood pressure screening program. I now coordinate volunteer orientation and developed a brief training session on accurate measurements, patient communication, and appropriate referral procedures. Since assuming this role, I have trained 12 new volunteers and helped expand our monthly screening events to an additional community center.
These experiences have continued to strengthen my interest in preventive medicine, community health, and research. I remain especially interested in Example University’s longitudinal community health curriculum and the opportunity for students to develop sustained relationships with local patients.
Thank you for your time and continued consideration of my application. I remain very interested in the opportunity to interview at Example University School of Medicine and discuss how my experiences align with the program’s mission.
Respectfully,
John Doe
AMCAS ID: 12345678
johndoe@email.com
555-555-5555
When Should You Send a Medical School Update Letter?
You want to balance sending the update early enough to influence a decision with waiting until you have enough meaningful information to justify contacting the school.
You do not need to send a separate update every time something small changes. Ten letters containing one minor development each may be more distracting than helpful, especially when the school limits how many updates it accepts.
During my own cycle, I usually waited until I had several updates that could fit naturally into one document. However, there were also situations where one accomplishment was significant enough to justify sending earlier.
For example, a publication may be worth reporting even when it is your only completed update, particularly if the research was an important part of your application. You could also mention an upcoming presentation once your abstract has been formally accepted, while clearly stating that the conference will occur on a future date.
Think about what you are likely to accomplish over the next month or two. When several major developments are close, waiting briefly may allow you to submit a stronger combined letter. When your only major expected update has already occurred, submitting it earlier may make more sense.
You should also consider where the school is in its admissions cycle. An update cannot influence an interview decision after the school has completed nearly all of its interviews, and it cannot affect a final committee review that has already taken place.
How Long Should a Medical School Update Letter Be?
Most update letters should remain around one page.
The admissions committee does not need another complete application or an expanded description of every activity you have continued. Focus on the developments that materially add to your candidacy.
My own update letters were generally short and straightforward. I thanked the committee for continuing to consider me, explained that I wanted to provide recent information, listed the meaningful updates with enough detail to understand them, and closed by reaffirming my interest.
When the letter reaches two or three pages, there is a good chance that you are including information that could be shortened or omitted. A concise letter respects the committee’s time and makes your strongest accomplishments easier to identify.
Can You Combine an Update Letter With a Letter of Interest?
Yes, and in many situations combining them creates a stronger message.
You might begin by explaining that you are providing an application update, describe the new accomplishment, and then connect that experience to a program at the medical school. You can finish by reaffirming your continued interest.
This is especially useful before an interview or while you are on the waitlist because the update gives the admissions committee a new reason to evaluate your application, while the interest section explains why the school remains important to you.
However, the central purpose should still be clear. Do not attach a few minor updates merely to create an excuse to send another interest letter.
You can also combine an update with a letter of intent when the school is your genuine first choice. In that situation, provide the update and state clearly that you will attend if accepted.
Should You Send a Thank-You Email After a Medical School Interview?
A short thank-you email after an interview can be a thoughtful way to acknowledge the interviewer’s time and briefly reinforce something meaningful from the conversation.
Not every medical school expects thank-you messages, and some programs may ask applicants not to contact interviewers directly. Follow whatever instructions the school provides.
When thank-you emails are permitted, keep the note focused. Thank the interviewer, mention one specific topic you enjoyed discussing, and reaffirm your appreciation for the opportunity to learn about the program.
You do not need to rewrite your entire interview or turn the message into a disguised letter of intent. A brief and sincere note is enough.
Medical School Interview Thank-You Email Example
Subject: Thank You for the Interview – John Doe
Dear Dr. Williams,
Thank you for taking the time to speak with me during my interview at Example University School of Medicine. I especially enjoyed our conversation about the school’s community health curriculum and the ways students develop longitudinal relationships with patients throughout their training.
Learning more about the program strengthened my interest in Example University, and I appreciate the opportunity to share more about my experiences and goals.
Thank you again for your time and for such a thoughtful conversation.
Respectfully,
John Doe
AMCAS ID: 12345678
johndoe@email.com
How Should You Communicate After Being Waitlisted?
Being placed on a medical school waitlist can make you feel as though you need to contact the school constantly so it does not forget about you. In reality, one or two thoughtful communications are usually more useful than repeated emails that contain no new information.
Start by following any instructions included with the waitlist decision. Some schools ask applicants to formally accept a position on the waitlist, complete a form, or provide additional information by a certain deadline.
After that, you may send a letter of interest, update letter, or letter of intent when the program accepts them.
When the school remains one of several programs you would be excited to attend, a letter of interest is appropriate. When it is your unquestioned first choice and you will attend if accepted, a letter of intent may be the better choice.
Meaningful updates can also help you demonstrate that you have continued developing since your interview. Publications, new leadership responsibilities, strong grades, major awards, and substantial clinical or service accomplishments are all potentially useful.
Do not email every week asking whether the waitlist has moved or whether your position has changed. Unless the school provides ranked waitlist information, the admissions staff may not be able to give you a meaningful answer.
For a deeper explanation of the process, you can also read my guide on how medical school waitlists work.
How Often Should You Contact a Medical School?
There is no universal number of emails that is appropriate for every school, but each message should have a clear reason.
You may need several administrative emails to resolve an interview or application issue, and that is completely different from repeatedly sending unsolicited messages to reaffirm the same interest.
For optional communications, quality matters much more than quantity. A personalized letter of interest, followed later by one meaningful update, will usually communicate more than several emails saying that the school remains your top choice.
Before sending another message, ask whether anything has changed since your last one. Have you earned a major award, received a publication acceptance, assumed a new responsibility, or made a decision that the school is now your clear first choice?
When the answer is no, another email may not add anything useful.
You should also avoid contacting several members of the admissions office with the same request. Send the message through the channel the school provides and allow the staff a reasonable opportunity to respond.
How Long Should You Wait for an Admissions Office to Respond?
Admissions departments can become extremely busy, especially during secondary season, interview scheduling, and the period when waitlist movement begins.
When your question is not urgent, give the office several business days to respond before following up. Make sure you account for weekends, holidays, and school closures.
When the matter involves an approaching interview, document deadline, or technical problem preventing you from completing a required step, you can follow up sooner. Clearly mention the deadline and remain polite.
Do not send several emails within the same day or contact multiple staff members unless the situation is genuinely urgent and you have been instructed to do so.
Should You Call the Medical School Admissions Office?
Calling may be appropriate when you have an urgent, time-sensitive issue that cannot reasonably wait for an email response.
Examples might include being locked out of an interview platform shortly before your scheduled interview, discovering an immediate scheduling conflict, or encountering a portal problem near a firm deadline.
For ordinary questions, email is often easier because it creates a written record and allows the admissions staff to research the answer before responding.
When you do call, introduce yourself, have your application ID ready, explain the issue clearly, and remain respectful even when you are stressed. The person answering the phone may not be the individual responsible for your admissions decision, but every interaction still contributes to the professional impression you create.
Should You Email an Admissions Dean Directly?
Use the contact method the medical school provides.
When the school directs applicants to a general admissions email address, send your question there rather than searching for the dean’s personal contact information. The main inbox is often monitored by several staff members who can route your message to the correct person.
You may address a formal letter to the dean or director of admissions while still submitting it through the school’s general inbox or portal.
Directly emailing a dean is more appropriate when that person has invited you to contact them, previously communicated with you, or is the designated recipient for the type of correspondence you are sending.
How to Correct a Mistake in Your Medical School Application
When you discover a meaningful error after submitting your application, contact the medical school promptly and explain the correction clearly.
Small typographical mistakes generally do not require a separate email. Admissions committees understand that applicants are human, and calling attention to every missing comma may create more confusion than it resolves.
You should contact the school when the error affects important factual information, such as dates, course completion, institutional history, contact details, an activity description, or another part of your application that could meaningfully influence its review.
State what the application currently says, provide the correct information, and take responsibility without writing a long explanation.
For example:
I am writing to correct the dates listed for my clinical assistant position. My application currently lists January 2024 through May 2024, but the correct dates are January 2023 through May 2024. I apologize for the error and would appreciate it if this correction could be added to my application file.
When the mistake involves something serious or potentially sensitive, consider speaking with a prehealth advisor before contacting the school so you can communicate accurately and professionally.
How to Withdraw a Medical School Application
Once you know that you would no longer attend a particular medical school, withdrawing your application is a professional way to allow the program to focus on other candidates.
Depending on the school and your current status, you may be able to withdraw through the applicant portal. When a portal option is not available, send a short email to the admissions office.
You do not need to explain every detail behind your decision. Thank the school for its consideration, state that you are withdrawing your application, and provide your application identification number.
Medical School Application Withdrawal Email Example
Subject: Application Withdrawal – John Doe – AMCAS ID 12345678
Dear Office of Admissions,
Thank you for considering my application to Example University School of Medicine. After careful consideration, I am writing to withdraw my application from further review.
I appreciate the time the admissions committee has devoted to my application and the opportunity to learn more about the program.
Respectfully,
John Doe
AMCAS ID: 12345678
johndoe@email.com
555-555-5555
When withdrawing after an interview or acceptance, you can add a sentence thanking the school for the interview opportunity or offer of admission.
How to Decline a Medical School Acceptance
Declining an acceptance should also be handled promptly and professionally once you are confident in your decision.
Follow the instructions in the acceptance letter or applicant portal. Some schools may require you to complete a withdrawal form, while others accept an email.
You do not need to reveal which school you selected or compare the two programs. Thank the medical school for the offer, state that you are declining the position, and express appreciation for the time the committee and interviewers spent with you.
Medical School Acceptance Withdrawal Email Example
Subject: Withdrawal of Acceptance – John Doe – AMCAS ID 12345678
Dear Office of Admissions,
Thank you very much for offering me admission to Example University School of Medicine. After careful consideration, I have decided to accept an offer from another program and must respectfully withdraw my acceptance.
I am sincerely grateful for the time the admissions committee, faculty members, students, and staff devoted to my application and interview experience. I enjoyed learning about Example University and greatly appreciate the confidence the committee placed in me.
Respectfully,
John Doe
AMCAS ID: 12345678
johndoe@email.com
555-555-5555
Asking a Medical School to Reconsider Financial Aid
When you receive a stronger scholarship or financial aid offer from another medical school, you may contact the program you prefer and ask whether it can reconsider your package.
Keep the message appreciative and honest. Explain that the school remains a program you are strongly considering, mention that another institution offered a significantly different financial package, and ask whether additional scholarship consideration may be available.
Attach or provide documentation when requested. Do not exaggerate the offer, create a false deadline, or make the message sound like a demand.
When the school has received your letter of intent, you can reaffirm that it remains your first choice while explaining that the difference in cost is financially significant.
The school may increase your award, match part of the competing offer, or tell you that no additional funding is available. Asking professionally does not guarantee a different package, but it gives the program an opportunity to respond before you make your final decision.
Medical School Scholarship Reconsideration Email Example
Subject: Financial Aid Reconsideration – John Doe – AMCAS ID 12345678
Dear Office of Financial Aid,
Thank you again for offering me admission to Example University School of Medicine. I remain extremely excited about the program because of its community health curriculum, supportive student environment, and opportunities for longitudinal clinical service.
I recently received a scholarship offer of [amount] from another medical school. Although Example University remains my preferred program, the difference in cost is significant for me and my family.
Would it be possible for my financial aid package to receive additional consideration? I would be happy to provide documentation of the competing offer or any other information that would be helpful.
Thank you for your time and for considering my request.
Respectfully,
John Doe
AMCAS ID: 12345678
johndoe@email.com
555-555-5555
Common Medical School Communication Mistakes
Sending a Message Without a Clear Purpose
Before writing, decide what you want the admissions office or committee to know or do. A message that combines several unrelated questions, vague interest, and minor updates can become difficult to follow.
Whenever possible, give each email one central purpose.
Asking Questions Answered on the Website
Review the admissions website, applicant portal, and previous messages before contacting the school. Admissions staff are happy to help with genuine uncertainty, but repeatedly asking for information that is posted clearly may create the impression that you did not look for it.
Sending Generic Letters
A letter praising a school’s faculty, research, curriculum, and supportive culture could apply to nearly any medical program.
Use specific details and explain why they connect to your experiences. The admissions committee should be able to tell that you wrote the letter for its school.
Contacting the School Too Frequently
Sending another email every few days will not necessarily keep your application at the top of the committee’s mind. It may simply create more work for an already busy admissions office.
Contact the program when you have a legitimate question, significant update, or meaningful message of interest.
Sounding Demanding
You can ask whether an update was received, whether a policy allows additional materials, or whether financial aid can be reconsidered. You should not tell the admissions office that you deserve an interview, acceptance, scholarship, or immediate answer.
Remain confident, but remember that the staff is working with a large number of applicants.
Sending Multiple Letters of Intent
A letter of intent promises one school that you will attend if accepted. Sending that promise to several schools is misleading and undermines the purpose of the letter.
Use letters of interest when you remain enthusiastic about multiple programs.
Sending Updates That Are Too Minor
You do not need to contact every medical school because you completed one additional volunteer shift, attended a meeting, or added a few anticipated hours.
Wait until you have an accomplishment or development that gives the committee meaningful new information.
Ignoring the School’s Instructions
Do not email an update when the school requires portal uploads, contact interviewers when the program prohibits it, or send additional materials when the admissions website says they will not be considered.
Following directions is part of communicating professionally.
Writing an Overly Long Email
Formal letters may require more detail, but routine administrative emails should remain focused. Place the question or requested action near the beginning so the staff member does not have to search for it.
Forgetting Your Application ID
Your name may not be enough for the admissions office to identify your file quickly, especially when another applicant has a similar name.
Include your AMCAS, AACOMAS, or TMDSAS identification number in formal correspondence.
Using an Unprofessional Email Address
Use a straightforward email address that includes your name or another professional variation. An old nickname or joke-based address may have been fine in high school, but it is worth creating a professional account for applications when needed.
Writing While Frustrated
When an email involves a delay, technical issue, or decision that disappointed you, write the message and then review it before sending. A calm explanation is more likely to get a helpful response than an accusatory one.
My Experience Communicating With Medical Schools
During my own application cycle, I used several of these types of communication. I sent letters of interest to programs where I was hoping to receive an interview, sent follow-up letters after my MD interviews, and provided update letters as my activities and research continued.
My update letters were generally around one page. I began by thanking the committee for continuing to consider my application and then explained that I wanted to provide information about experiences that occurred after I submitted my AMCAS application.
I included the titles of new experiences, dates, updated hours, research developments, presentations, and links or citations for publications when appropriate. I then closed by thanking the committee again and reaffirming my interest in the program.
I tried to balance sending updates early enough to matter with waiting until I had enough substance to justify the communication. There were times when I combined several developments into one letter, but there was also a point when I reported a publication earlier because it was significant and I did not expect many additional updates immediately afterward.
I also used letters of interest after my interviews. Every MD interview I completed ultimately led to an acceptance, although I cannot tell you exactly how much those letters influenced the decisions.
I think that is an important distinction. You should not treat any email or letter as a guaranteed way to receive an interview or acceptance. Medical school admissions decisions are based on the entire application, the interview, institutional priorities, and many factors applicants will never see.
Still, after submitting your application and completing your interview, there are not many parts of the process you can control. Thoughtful communication is one of them. I wanted to make sure the programs knew that I remained interested, had carefully considered their opportunities, and could genuinely see myself attending.
Looking back, I would have sent some of my pre-interview letters of interest earlier, especially to reach schools. By the time I contacted a few programs, their interview calendars were likely much fuller than they had been earlier in the cycle.
At the same time, I would not recommend sending a generic letter to every school immediately after submitting a secondary. The message still needs a purpose, specific connections, and enough personal reasoning to make it worth reading.
The approach I would recommend is to stay organized, learn each school’s communication policy, keep track of meaningful updates, and contact programs when you have something useful to say. You do not need to communicate constantly, but you also do not need to remain completely silent when a thoughtful message could give the committee helpful information.
Medical School Admissions Communication Checklist
Before emailing a medical school, confirm that you understand the purpose of your message and that the school accepts the type of communication you plan to send.
Review the admissions website and applicant portal first, use a clear subject line, and include your full name and application ID. Address the correct person or admissions office, explain the reason for your email early, and keep the message focused.
When sending a formal letter, personalize it to the program and avoid repeating your entire application. Include only meaningful updates, distinguish clearly between interest and intent, and remain honest about your level of commitment.
Proofread the school’s name, the recipient’s name, your application ID, and any dates or publication details before sending. Finally, keep a record of what you submitted, when you submitted it, and whether the school confirmed receipt.
Frequently Asked Questions
Can I Email a Medical School After Applying?
Yes. You can email a medical school when you have a legitimate question, significant update, technical issue, or meaningful message of continued interest. You do not need to email simply because several weeks have passed without a decision.
What Email Address Should I Use to Contact Medical School Admissions?
Use the admissions email listed on the school’s official website, applicant portal, or previous application correspondence. When the school provides a specific email for applicants, use that address rather than contacting several staff members individually.
Should I Include My AMCAS ID in Every Email?
Include your AMCAS, AACOMAS, or TMDSAS identification number in messages related to your application. This makes it easier for the admissions staff to locate your file.
Can I Ask a Medical School About My Application Status?
You can ask when the school invites status inquiries or when an expected administrative update is significantly delayed. Avoid repeatedly asking when you will receive an interview or final decision because the admissions office may not be able to provide an individualized timeline.
What Is the Difference Between a Letter of Interest and a Letter of Intent?
A letter of interest says that you remain highly interested and would seriously consider attending. A letter of intent tells one school that it is your first choice and that you will attend if accepted.
Can I Send Letters of Interest to Multiple Medical Schools?
Yes. You can be sincerely interested in several programs, so personalized letters of interest may be sent to multiple schools when their policies allow them.
Can I Send More Than One Letter of Intent?
No. A letter of intent makes an exclusive promise that one medical school is your first choice and that you will attend if accepted.
When Should I Send a Medical School Update Letter?
Send an update when you have meaningful new information and the school still has time to consider it. Balance waiting for enough substance with submitting the update early enough to influence an interview, waitlist, or admissions decision.
What Counts as a Meaningful Medical School Update?
Examples include publications, accepted manuscripts, significant research presentations, major awards, strong academic results, new leadership roles, increased clinical responsibility, or substantial service accomplishments.
Can I Combine an Update Letter With a Letter of Interest?
Yes. You can provide the update, connect it to the medical school’s opportunities, and reaffirm your continued interest in the same letter.
How Long Should a Medical School Letter Be?
Most letters of interest, letters of intent, and update letters should remain around one page. Focus on the information most relevant to the admissions committee.
Should I Send a Thank-You Email After My Interview?
You may send a short thank-you email when the medical school permits applicants to contact interviewers. Follow the program’s instructions and keep the message sincere and focused.
How Soon Should I Send an Interview Thank-You Email?
Sending it within a few days of the interview is reasonable. The exact timing matters less than writing a thoughtful, professional message and following the school’s policy.
Should I Email the Dean of Admissions Directly?
Use the contact method provided by the school. You can address a formal letter to the dean while submitting it through the general admissions email or applicant portal. Contact the dean directly when invited or when the school specifically directs applicants to do so.
How Often Can I Contact a Medical School?
There is no universal limit, but every message should have a clear purpose. Avoid repeatedly sending the same expression of interest or asking for status updates without new information.
Can I Call the Admissions Office?
Calling is reasonable for urgent, time-sensitive problems, such as an interview-platform failure or a deadline-related portal issue. Email is generally more appropriate for ordinary questions.
Can I Ask a Medical School to Match a Scholarship?
You can professionally ask whether the school is willing to reconsider your financial aid package after receiving a stronger offer from another program. The school is not required to match it, but it may be willing to review your award.
Should I Correct a Typo in My Application?
You usually do not need to report a small typographical error. Contact the school when the mistake changes important factual information or could meaningfully affect the review of your application.
How Do I Withdraw My Application?
Use the withdrawal option in the applicant portal when available. Otherwise, send a short email thanking the school and stating that you are withdrawing from further consideration.
Can Too Many Emails Hurt My Application?
Repeated, unnecessary, demanding, or unprofessional communication could create a negative impression. Thoughtful messages sent for legitimate reasons are a normal part of the application process.
Final Thoughts on Communicating With Medical School Admissions
Learning how to communicate with medical school admissions departments is mostly about understanding what each message is supposed to accomplish.
A general email should ask a clear question or resolve a specific issue. An update letter should provide meaningful new information. A letter of interest should explain why you remain excited about a school, while a letter of intent should communicate your exclusive commitment to attend.
You do not need to contact every medical school constantly, and you should not feel as though your future depends on finding a magical combination of words. These messages are only one part of a much larger application.
At the same time, thoughtful communication can help the admissions committee better understand your continued growth, your connection to the program, and your likelihood of attending. It is one of the few parts of the process that remains within your control after the initial application is complete.
Check each school’s policy, keep your message honest and specific, and remember that the people reading your emails are working through an incredibly busy admissions cycle. A clear, friendly, and professional message will almost always serve you better than one that is overly long, overly formal, or sent without a real purpose.
When you need to express strong but nonexclusive enthusiasm, use my complete guide on how to write a strong letter of interest for medical school. When you have one unquestioned first choice and are ready to promise that you will attend, use my guide on how to write a letter of intent for medical school.
The goal is not to communicate more than every other applicant. The goal is to communicate well when you have something meaningful to say.