I find myself in a very interesting position; however I’m uncertain about the proper course of action. As I mentioned before I am a detective and with that comes unlimited access to the M.E.’s Office and all of the autopsies that I can stomach. (This is going to be great for Anatomy!) I consider this to be such a privilege and a valuable resource. Also, I have worked part time at my local emergency room for almost 7 years and during this time I have made friends as well as frequent acquaintances with doctors and hospital directors. Both of these “perks†are wonderful if I knew a little bit more about the etiquette involved with asking for letters of recommendation. First question, is it appropriate to request a letter from a Physician (dept head) who also has substantial involvement with the school that I want to apply to? I have known this Dr for years, but it’s always been in a professional setting- never casual. Also, would a letter from a medical examiner(s) carry the same weight as any other? I know this may sound odd but everything that I’ve read I have not heard any mention of M.E.’s. I feel that I am in a great spot to effectively use my resources but this is uncharted territory for me so I’m a bit awkward. My awkwardness primarily stems from the fact that I haven’t made my med-school goal public knowledge yet but I know inevitably I have to let the cat out. Oh, and timing- I’m guessing the sooner the better, but when in the process should letters be requested? Thanks for any advice.
As to the ME question, yes, I’d think that would carry as much weight as any other physician letter. Physicians you’ve had a relationship with over time, PARTICULARLY if it’s been “just professional” are excellent sources of LOR.
You’d like your LOR to be recent – within 6 months to a year at most of your application. It sometimes is good to take a 2 -pronged approach. Share with them your interest in applying to medical school and ask if they would be willing to write you a letter of recommendation when the time comes. When you hit the year you are going to apply, January or later, give them an email reminding them of their offer of a LOR, note that you are applying this cycle and wanted to give them plenty of notice, and ask if they can send one to your letter service (either AMCAS or the Interfolio letter service). Let them know you will mail them the instructions for the LOR regarding what they should discuss about your, where to send it too, etc. They can submit electronically or mail it so find out which they would like to do so you can send them an addressed, stamped envelope to the letter service if they want to mail it in (see, make it easy). It’s generally better to waive your right to see the letter. Ask if there is any information that they would like you to send them to help them with the letter: dates you worked together (from ___ to ___), perhaps a copy of your CV, any volunteer/community involvement.
Then wait. If it is getting to 2 weeks from the date you requested it to be in by (say the first of May), the polite way to followup is to send a card thanking them again for agreeing to write the LOR and hoping they can have it in by ___date and is there any other information you could give them to help them out with it.
Have thank you cards already bought and ready to go so as soon as the LOR is in, send a handwritten thank-you letter. It’s also nice after you get in to let them know ! 
Kate
Thanks again Kate, the thank you cards are a nice touch. It beats the hell out of ambushing them in the break room! So I’m curious- can there be a conflict of interest if the person I’m asking the LOR from also has some form of involvement in the interview/admission process of the school I’m applying to? I guess I’m over thinking this. I am just trying to be as tactful as possible since a lot of the folks that I work around at the hospital also have some form of connection to the school. Its a small circle of professionals and I’m trying to avoid violating any social norms
I’m not sure - but I would think that they could answer that for you themselves when you ask them…I know I applied for a Rural Health Scholar program this year and needed a LOR, and the Assoc. Dean OFFERED to write on for me, and he was on the committee picking the rural health scholars. Apparently he saw no conflict. I do not think ASKING will cross any lines --you can even mention “if giving me an LOR doesn’t conflict with your involvement in admissions”. Also, aren’t you going to apply to more than one institution? There would be NO COI if they were writing you an LOR for those other institutions. In general, I think Docs write these regardless of their committee membership.
kate
My experience was that if you pre-emptively drop off a thank you note with a small gift you get letters that people promised but forgot. 
I think Licia suggested this to me, and it worked GREAT.
I started the note by thanking them for the huge favor they were doing by writing me a “positive letter”, and mentioned that I was including a small token of appreciation for the effort it had taken. (Slight guilt-trip for those who hadn’t written it yet). For extra oomph I got nice chocolates from See’s, not just a box from the grocery. 
Thanks ladies! I may ask a bunch of questions that seem like common sense to some, but I have learned from experience to never assume that I know it all. Kate, you asked if I plan on applying to more than one school. The answer is yes BUT I pray and I pray that I can get into my local institution. I own a home, kids in schools, wife has a great job and I love the area.I will be better supported if I can manage to stay put. Also, for the passed several years I have come to love the school and I have been known to grab a sandwich and sit outside of the main building and watch all of the students come and go. No this is not stalking (I checked the code section). I was simply meditating on future plans while conducting a bit of urban reconnaissance. All joking aside, of course I would move mountains to get accepted anywhere- period. Staying local would be the absolute perfect scenario tho.
DETDR -
Nothing wrong with handing out and imagining yourself there --in fact it’s great visualization!
My point was, the fact that the doctor you want a recommendation from is on the admissions committee at your ideal school doesn’t affect him writing a LOR that will go to other schools. This is why in general I think doctors are fine with writing LOR’s even if their own committee is going to look at it --they know you need it for other sites as well.
Keep picturing/visualizing!!
Kate
Kate, I guess I am so focused on this one school in particular that I didn’t even consider the fact that the LOR can be used elsewhere. That revelation made me feel just a tad….slow. Every molecule in me wants my #1 pick so bad that I’m hardly looking beyond it.