Residency interviews are a crucial step in your journey to becoming a doctor. You’ve spent countless hours preparing your application, perfecting your personal statement, and honing your interview skills. The interview is over, but your efforts aren’t quite done. A question lingers in the minds of many residency applicants: do program directors actually care about thank you notes after the interview? The short answer is yes, they can, and here’s why it matters.
While thank you notes might not be the single deciding factor in your residency match, dismissing them would be a mistake. Think of them as a subtle yet significant element of your application. Beyond their potential impact on your ranking, sending a thank you note is simply good professional etiquette, acknowledging the program’s time and consideration.
Let’s delve deeper into the role of thank you notes in the residency application process and understand why, even in a busy application cycle, taking the time to send a thoughtful message can be beneficial.
The Nuances of Program Director Perspectives on Thank You Notes
It’s important to understand that not all program directors and faculty members hold the same view on thank you notes. You’ll find a spectrum of opinions, and recognizing this is key to navigating post-interview communication effectively.
Some Program Directors Value Thank You Notes
Some faculty members genuinely appreciate receiving thank you notes and consider them a reflection of an applicant’s professionalism and genuine interest in their program. Imagine a residency selection committee meeting, as described by Dr. Katta:
One faculty member, looking through the thank you notes she had received, commented “this applicant didn’t even bother to send a thank you note. I don’t think she’s interested in our program at all.“
This anecdote highlights that for some, the absence of a thank you note can be interpreted negatively, suggesting a lack of enthusiasm or even basic courtesy. For these program directors, a thank you note can subtly reinforce a positive impression and demonstrate your sincere interest in their program.
Others Are Neutral or Don’t Prioritize Them
On the other end of the spectrum, some program directors and faculty members may not place much weight on thank you notes. As another faculty member in the same anecdote declared:
“I really don’t care if people send thank you notes. It doesn’t bother me one way or the other, and I don’t think we should consider it at all.“
This perspective is equally valid. Many program directors are aware of the pressures applicants face and might not want to add to the burden by emphasizing thank you notes. They may focus more heavily on other aspects of the application, such as academic performance, interview performance, and letters of recommendation.
The Golden Rule: Follow Program Instructions
Regardless of individual preferences, the most crucial aspect of post-interview communication is to follow the program’s directions. Some programs explicitly state their policy on post-interview communication, including thank you notes.
- If a program discourages thank you notes: Respect their request. Sending a thank you note when explicitly asked not to could be perceived negatively. Programs might discourage them if they are overwhelmed by communication or want to ensure a fair and unbiased evaluation process.
- If a program says thank you notes are “not necessary”: This is where you need to use your judgment. It might be a subtle discouragement, or it could simply mean they don’t want applicants to feel obligated. In such cases, a well-crafted, brief thank you note is generally still acceptable and can be a positive gesture.
Why Thank You Notes Matter (Even If Some Don’t ‘Care’)
Even if some program directors are neutral about thank you notes, there are several compelling reasons why sending them is still a worthwhile endeavor.
Demonstrating Professional Courtesy and Manners
At its core, sending a thank you note is about demonstrating professional courtesy and good manners. Residency interviews are a significant investment of time and resources for both applicants and programs. Thanking the program for the interview opportunity acknowledges their effort and your respect for the process. This simple act of gratitude reflects positively on your professionalism and interpersonal skills, qualities highly valued in the medical profession.
Reinforcing Your Interest and Creating a “Memory Spark”
A well-written thank you note can subtly reinforce your interest in the program and help you stand out in the minds of your interviewers. The key is to personalize your note by including a “memory spark”—a specific detail from your interview day.
As Dr. Katta explains, a memory spark is:
…some brief item that helps your interviewer remember you and your conversation together. This could be any topic of discussion that came up during the interview.
This could be referencing a shared interest, a discussion about research, or an insightful answer an interviewer provided to your question. By including a specific detail, you show that you were engaged during the interview and genuinely interested in the conversation. This personalization makes your thank you note more impactful and memorable.
Examples of memory sparks include:
- “I especially enjoyed our conversation about [specific research area] and how it aligns with the program’s focus.”
- “Thank you for sharing insights about the [specific program feature], which further solidified my interest in [specialty].”
- “I appreciated your recommendations for [local restaurant/activity], and I hope to try them out if I have the opportunity to train at your program.”
A Potentially Small Positive Factor
While thank you notes are unlikely to dramatically change your ranking, they can act as a small positive factor in your favor. In a competitive application process where programs are looking for well-rounded, professional, and genuinely interested candidates, a thank you note can subtly tip the scales in your direction, especially when comparing applicants with similar qualifications. It reinforces the impression of you as a polished and thoughtful candidate.
Crafting the Perfect Thank You Note
To maximize the positive impact of your thank you notes, focus on making them concise, personalized, and timely.
Who to Send Thank You Notes To
It’s generally recommended to send separate thank you notes to:
- Program Director: A thank you note to the program director is essential as they oversee the entire residency program and selection process.
- Interviewers: Sending individual thank you notes to your interviewers demonstrates your appreciation for their time and personalizes your message.
- Program Coordinator: The program coordinator plays a vital role in organizing interviews and ensuring a smooth experience. A thank you note to the coordinator is a thoughtful gesture acknowledging their hard work.
What to Include in Your Thank You Note
- Express Gratitude: Begin by clearly stating your gratitude for the interview opportunity and the interviewer’s time.
- Reference the Program and Specialty: Mention the specific residency program and specialty you interviewed for.
- Incorporate a “Memory Spark”: Include a personalized detail from your interview conversation to make your note memorable.
- Reiterate Interest (Optional but Subtle): You can subtly reiterate your interest in the program, but avoid overly effusive language or discussing ranking.
- Keep it Concise: Aim for brevity. Program directors and faculty are busy, so a short and to-the-point note is most effective.
- Maintain Professional Tone: Use a professional and respectful tone throughout your note.
Email vs. Handwritten Thank You Notes
In today’s digital age, email thank you notes are perfectly acceptable and generally preferred for their speed and efficiency. Email allows you to send your thank you notes promptly, ideally within 24 hours of your interview.
Handwritten thank you notes can be a thoughtful gesture, especially in specific situations, such as when interviewing at your home program or if you know the program culture values traditional communication. However, consider the timing and delivery logistics of handwritten notes to ensure they reach the recipients promptly. Email is generally the more practical and timely option for residency interview thank you notes.
When to Send Your Thank You Notes
Send your thank you notes as soon as possible after your interview, ideally within 24 hours. Promptness demonstrates your enthusiasm and ensures your note is received while the interview is still fresh in the program’s mind. Don’t delay sending thank you notes, as they are not letters of intent and should be sent shortly after each interview.
Addressing Common Concerns about Thank You Notes
What if a Program Says Thank You Notes Aren’t Necessary?
As discussed earlier, use your judgment. If a program explicitly discourages thank you notes, respect their wishes. If they say they are “not necessary,” a brief, personalized thank you email is usually still acceptable and can be a positive gesture, demonstrating courtesy without being intrusive.
What if I Can’t Find Interviewer Email Addresses?
It’s common not to be given interviewer email addresses directly. In this case, contact the program coordinator. Politely inquire about the best way to send thank you notes to your interviewers. They can either forward your notes or provide guidance on how to send them directly.
Should I Discuss Ranking in My Thank You Note?
No. Thank you notes are solely for expressing gratitude. Discussions about ranking or expressing your program preference belong in a separate letter of intent, sent later in the application cycle and typically directed to your top-choice program. Keep your thank you notes focused on expressing appreciation for the interview experience.
The Bottom Line: Thank You Notes Reflect Professionalism
In conclusion, while the degree to which program directors “care” about thank you notes varies, sending them remains a standard practice and a valuable component of your residency application process. They are an opportunity to demonstrate professionalism, express gratitude, reinforce your interest, and create a subtle positive impression. By crafting thoughtful, personalized, and timely thank you notes, you are taking a proactive step to enhance your application and navigate the residency match process with polish and professionalism. Remember to always prioritize following any specific instructions provided by each residency program regarding post-interview communication.
Dr. Rajani Katta is the creator of The Residency Interview 101, the online course that helps applicants quickly and confidently prepare for their residency interviews. She is also the co-author of The Successful Match: Rules to Succeed in the Residency Match and served as Professor of Dermatology at the Baylor College of Medicine for over 17 years.
Dr. Samir Desai is the author of 20 books, including The Successful Match and The Clinician’s Guide to Laboratory Medicine. He has been a faculty member in the Department of Internal Medicine at the Baylor College of Medicine for over 20 years and has won numerous teaching awards.
