Managing Interview Invitations and Scheduling

Getting an interview invitation is good news, and a quick, organized response is part of making a good first impression. This page covers how invitations arrive, how to respond, how to resolve conflicts, how to cancel without causing problems, and how to avoid missing one. For what the interview season is and the rules behind it, see interview season overview.

How invitations arrive #

Programs send invitations after reviewing applications. The timing differs by program and specialty, and some specialty groups publish guidance on offer dates and formats. Recent examples from CORD and APIC best-practice guidance for emergency medicine include a preference for virtual interviews and a request that programs spell out scheduling and cancellation expectations when they make an offer. Other specialties have their own norms, so check your specialty's program director organization.

Typical channels:

• Email, sometimes with a link to a scheduling platform.
• A program's application portal or ERAS-linked tools. Check each program's instructions.
• Phone or text from a coordinator, less commonly.

Practical habits:

• Check your email, including spam and promotions folders, at least a few times a day during peak weeks.
• Use an address you read, and make sure your ERAS contact details are correct. See ERAS timeline.
• Turn on phone notifications for your email app during the season.
• Add scheduling-platform domains to your safe-sender list if the program names them.

Respond quickly #

Interview slots can fill fast. NRMP's applicant materials say programs should give at least 48 hours to accept or decline an offer and should not offer more interviews than they have slots, but a program that has a few open dates may fill them within hours. Respond when you can, even if only to confirm that you received the message and will choose a date shortly (when the platform allows).

Choose a date well #

1. Check the format. Virtual, in person, or hybrid. See virtual interview setup.
2. Check the time zone. Write the time in the program's zone and in yours. Check daylight saving changes, which occur in different weeks in different countries.
3. Leave a gap between interviews on the same day, unless the program says otherwise.
4. Note any required parts, such as a welcome session, a resident social or a pre-recorded task, and the instructions about each.
5. Check any in-person costs, and whether a visitor visa is needed. See B-1/B-2 visas for interviews and exams. Visa appointment waits can be long, so do not accept an in-person date until you know whether you can travel.

Handle conflicts #

• Two programs, same time: pick one and ask the other for an alternative slot as early as possible. Do not accept both.
• Exam or rotation clash: tell the program honestly and ask for an alternative. Programs usually have several dates.
• Waitlisted or no dates left: some programs keep a waitlist for cancellations. Ask politely whether it is possible to be notified. If the platform shows no available times, a short email to the coordinator is acceptable.
• Do not hold slots "just in case." Holding a place you will not use takes a spot from another applicant.

Cancelling or rescheduling #

NRMP's applicant materials set two expectations: accept only the interviews you intend to keep, and give one to two weeks' notice when you cancel or reschedule. Practical steps:

1. Cancel through the platform if one exists, or email the coordinator.
2. Cancel as early as you can. If an emergency happens at short notice, explain briefly and apologize.
3. Keep the message polite and short. You do not have to give a long reason.
4. Do not announce your plans to other programs or say where you are interviewing instead. You are also not required to tell anyone.

Build a tracker #

Use a simple spreadsheet. Suggested columns:

The notes column feeds your list: see rank order list strategy.

What IMGs should plan for #

• Fewer invitations per application. As covered in the overview, IMGs often receive fewer invitations, so you cannot be casual about those you receive. Protect each one.
• Time zone sleep schedule. If an interview falls at an unusual hour in your location, plan your rest and arrange a quiet space.
• Visa and travel. For in-person interviews, check visa processing times before you accept. A visitor visa generally requires an appointment, and wait times differ widely by city.
• If no slot works. If none of the offered times is possible, reply promptly and politely to say so and ask whether another time is available. Programs may or may not be able to accommodate, so do not count on it.
• Verify the source. Invitations should come from the program or its named platform. If an email asks for money to hold an interview slot, treat it as a scam and verify through the program's published contact information.

Dealing with fewer invitations #

If invitations are slow, do these before the season ends:

1. Confirm that your ERAS application and contact details are complete.
2. Ask a trusted advisor to review your program list and screening filters. See program screening filters.
3. Consider whether you need to apply to additional programs or additional specialties. NRMP and program data show that applicants who rank more programs in their preferred specialty tend to match more often, though that is an association, not a guarantee.
4. Plan for the case in which you do not match: see if you do not match.

After each interview, see post-interview communication for what is allowed.