LoR via snail mail - should I inform the program?

[pohks]

Hi,

 

This might be a silly question, but I am entering the 'nervous wreck' stage and can't seem to think straight anymore.

 

I was wondering if I should let the program know that one of my letters of recommendations will be arriving by snail mail, although I indicated in my application that all my LoR writers would submit their letters via the online system. I was relieved when all my letter writers told me that they had submitted their recommendations - well before the deadline. However, the status of one of the letters remains "incomplete" (although it momentarily changed into "complete" last week; I start to think that was a failure in the application platform). I thus started to reread the emails I received from my letter writers, and I noticed that one of the professors told me that he had sent the letter and the recommendation format (the online system did not require the latter), but that they might not be picked up until the next day, thus implying that he had sent the documents via snail mail. Realizing this made me freak out completely, as the program indicates that its preferred method of receiving LoRs is the online system. Moreover, as I am an international applicant and my professor is from Europe, too, I am afraid that the letter won't arrive before the deadline.

 

Sorry for rambling. Do you think that it would be a good idea to write to the program office and explain what happened so that they would know that the LoR will (hopefully) arrive in snail mail?

[123hardasABC]

Yes. Yes. Yes. You should also make sure that the department accepts physical letters because I know some schools don't. Please check with the offices.

[pohks]

Yes. Yes. Yes. You should also make sure that the department accepts physical letters because I know some schools don't. Please check with the offices.

Thanks very much for your reply. Luckily they do accept physical letters, although they strongly prefer online recommendations. The webpage explicitly states, though, that under no circumstances should the recommendation letters be sent both via mail and through the online system. I already wrote to the LoR writer and asked him to confirm that he, in fact, had sent a physical letter, and that he had sent that only. He's traveling - of course - but as soon as he responds, I'll contact the program.

 

I told the professor 3 or 4 times to submit the letter electronically, but I understand that professors don't have time to read instructions..