Frequently Asked Questions

PrivateFolio is a professional online dossier service designed to support students and academics throughout the application process. We provide a secure, centralized platform for collecting, managing, and distributing confidential letters of recommendation alongside other application materials. Our service enables you to request letters from recommenders, store essential documents, and deliver complete application packages to institutions worldwide—all while maintaining the strict confidentiality that admissions committees expect and FERPA regulations require.

An online dossier service like PrivateFolio offers several distinct advantages over managing applications on your own. First, we provide a secure mechanism for collecting confidential letters that you, as the applicant, cannot access—a requirement that many institutions prefer, as it lends greater authenticity to the recommendations. Second, we assign each letter a unique email address, enabling application portals to request letters directly from our system without requiring additional action from your recommenders. Third, we maintain your materials indefinitely, allowing you to apply to programs across multiple cycles without repeatedly contacting your letter writers. Finally, our professional cover pages and standardized formatting present your credentials in the polished manner that competitive programs expect.

Confidentiality is foundational to our service. When you request a letter through PrivateFolio, you are required to waive your right to view it—a standard practice that ensures your recommenders can write candidly and that receiving institutions can trust the authenticity of the letter. All letters are submitted directly by the letter writer through a secure, encrypted link. They are stored using AES-256 encryption at rest and transmitted using TLS 1.3 encryption. Only authorized personnel involved in processing deliveries have system-level access to letters, and we maintain comprehensive audit logs of all access events. Our practices fully comply with FERPA regulations, and we include appropriate confidentiality notices with all deliveries.

We maintain a comprehensive Help Center with step-by-step guides, video tutorials, and answers to frequently asked questions. You can access it anytime at https://privatefolio-help.freshdesk.com/support/home. Additionally, contextual help is available throughout the platform—look for information icons and help links on each page. For personalized assistance, our support team is available via email at help@privatefolio.com or by phone at (855) 976-1245 during business hours.

To request a letter, navigate to the Letters section of your dashboard and select 'Request New Letter.' You will provide your recommender's name, email address, and a descriptive title for the letter (such as 'Research Supervisor Letter' or 'Academic Advisor Recommendation'). Upon submission, our system sends your recommender a secure, personalized link to upload their letter directly to your dossier. You can monitor the status of all requests from your dashboard and send courteous reminder emails when appropriate. Each letter is automatically assigned a unique email address that you will use when application portals request your recommenders' contact information.

The waiver of access rights is a standard practice in academic applications that serves multiple important purposes. First, it assures your recommenders that they can write with complete candor, knowing their assessment will remain confidential. Second, it signals to admissions committees that the letters are genuine and uninfluenced by applicant review. Research consistently demonstrates that confidential letters carry greater weight in admissions decisions because they are perceived as more honest and reliable. This waiver is required for all letters submitted through PrivateFolio and aligns with the practices of major application services such as AMCAS and LSAC.

Letter writers who have misplaced their upload link or are experiencing technical issues have several options. They may contact the student to request that a reminder email be sent, which will include the original upload link. Alternatively, they may email the letter directly to help@privatefolio.com, including the student's full name in the message. Our team will manually process the letter and confirm receipt within one business day. We also offer phone support for letter writers at (855) 976-1245. Rest assured, we understand that faculty and professionals have demanding schedules, and we are committed to making the process as seamless as possible.

We accept letters in PDF, DOC, and DOCX formats. PDF is strongly preferred because it preserves formatting precisely as intended across all devices and systems. Letters should be on official letterhead when possible, include the date of writing, and bear the recommender's signature. All letters are converted to PDF format before delivery to ensure consistent presentation. There is no strict page limit, though most effective letters of recommendation are between one and two pages. Individual files should not exceed 10MB, which accommodates virtually all standard documents.

Your PrivateFolio dossier can accommodate the full range of materials typically required for academic and professional applications. Common documents include transcripts (official or unofficial), curricula vitae and resumes, personal statements and statements of purpose, diversity statements, writing samples and research papers, teaching statements and philosophy of education documents, cover letters, certificates and credentials, test score reports, and any supplementary materials requested by specific programs. All documents are stored securely and can be selectively included in deliveries as needed.

Standard PrivateFolio accounts include generous storage capacity designed to accommodate comprehensive application portfolios. There is no limit on the number of documents you may upload. Individual files should be 10MB or smaller; for larger files such as lengthy research documents, we recommend optimizing the PDF or dividing into logical sections. If you have specialized needs requiring larger file uploads, please contact our support team to discuss available options.

Your documents and letters remain securely stored in your account for as long as your subscription is active. This enables you to apply to programs across multiple application cycles—even years apart—without needing to request new letters from your recommenders. Many users maintain their dossiers throughout graduate school and into their professional careers. We strongly recommend downloading copies of all materials for your personal records. Should you ever need to close your account, you will have the opportunity to export all accessible documents before deletion.

The delivery process is designed to be straightforward while maintaining professional standards. From your dashboard, select the documents and letters you wish to include in the delivery, then specify the recipient—either by email address or by identifying the application portal. You may compose a cover message and customize the subject line as appropriate. Once submitted, we compile your materials with a professional cover page documenting the contents, then transmit the complete package according to your specifications. You receive confirmation when the delivery is complete, including timestamp and delivery method details.

PrivateFolio delivers letters and documents to all major centralized application services used by graduate and professional programs in the United States. For health professions, we support AMCAS (MD programs), AACOMAS (osteopathic programs), AADSAS (dental programs), CASPA (physician assistant programs), PharmCAS (pharmacy programs), PTCAS (physical therapy programs), NursingCAS, and TMDSAS (Texas medical and dental schools). For other professional programs, we support LSAC (law schools), SOPHAS (public health), and numerous graduate school portals. When prompted by these systems to provide your letter writer's contact information, simply enter the unique email address assigned to each letter in your PrivateFolio account.

Delivery timelines vary by method. Email deliveries to individual recipients or institutions are typically completed within minutes of submission. Portal uploads to systems like AMCAS and LSAC are generally processed within one to two business days, though many are completed same-day during regular business hours. During peak application seasons (typically June through September for medical schools), portal deliveries may take slightly longer due to high volume. You will receive email notification when each delivery is confirmed complete. For time-sensitive deliveries, we offer expedited processing—contact support for details.

Yes. PrivateFolio can deliver application materials to institutions worldwide via email. For international programs without centralized application portals, email delivery is the standard method. Simply provide the recipient's email address and any specific formatting requirements. Our cover pages and professional presentation meet international standards for academic credentials. Note that some international institutions may have specific requirements for document authentication or apostille certification, which would need to be arranged separately.

PrivateFolio offers institutional partnerships designed to support advising offices of all sizes. Partner institutions receive access to our Advisor Portal, which provides oversight of student dossiers, streamlined letter collection workflows, and tools for assembling committee letters. There are no limits on the number of advisor accounts or student accounts within a partnership. We offer flexible arrangements to match your office's specific needs, from full-service dossier management to letter collection only. Implementation is rapid—most partnerships are operational within 24-48 hours. Contact us at help@privatefolio.com or (855) 976-1245 to discuss options.

The Advisor Portal empowers pre-professional advisors with comprehensive oversight and management tools. Advisors can view the dossiers of students affiliated with their institution, monitor letter request status and follow up on outstanding letters, review incoming letters for completeness and quality, assemble committee letters and recommendation packets, add advisor cover letters to student applications, and track delivery history. All advisor access is logged for FERPA compliance, and students maintain visibility into how their materials are being managed.

A committee letter—sometimes called a letter packet or composite recommendation—is a comprehensive evaluation document prepared by a pre-professional advising office on behalf of a student. It typically incorporates individual letters from the student's recommenders along with an institutional cover letter that contextualizes the student's achievements within their academic community. Many medical schools and other competitive programs prefer or require committee letters from institutions that offer them. PrivateFolio's Advisor Portal includes specialized tools for assembling committee letters, including the ability to arrange individual letters in desired order, add cover pages and institutional letterhead, and deliver the complete packet as a unified document.

Absolutely. We recognize that some advising offices prefer to maintain direct control over the delivery process while benefiting from centralized letter collection and management. Our platform supports this model fully. Your office can use PrivateFolio for secure letter collection, storage, and review while handling deliveries through your own established channels. This approach reduces costs while still providing the security, tracking, and organizational benefits of our platform. Contact us to discuss pricing and implementation for letter-management-only arrangements.

Password reset is straightforward and secure. Click the 'Forgot Password' link on the login page and enter the email address associated with your account. You will receive an email containing a secure reset link valid for one hour. Click the link to establish a new password. If you do not receive the email within a few minutes, check your spam or junk folder, verify you entered the correct email address, and try again. For persistent issues, contact support at help@privatefolio.com with your registered email address.

All account management functions are accessible from Account Settings in your dashboard. You can update your name, contact information, and password at any time. Notification preferences allow you to control which email alerts you receive, including letter upload confirmations, delivery notifications, and reminder schedules. If you need to change the primary email address associated with your account, you will be asked to verify the new address before the change takes effect.

If you need to cancel your PrivateFolio account, please contact our support team at help@privatefolio.com. We offer full refunds to users who cancel within 30 days of account creation, provided no deliveries have been made. After 30 days or once deliveries have been processed, subscriptions are non-refundable but remain active through the end of the billing period. Before cancellation, we strongly recommend downloading copies of any documents you wish to retain. Letters of recommendation, being confidential, cannot be released to you upon account closure.

We offer multiple channels for support to ensure you can reach us in the manner most convenient for you. Email support is available at help@privatefolio.com, with most inquiries answered within 24 hours. Phone support is available at (855) 976-1245, Monday through Friday, 9:00 AM to 6:00 PM Eastern Time. Our comprehensive Help Center at https://privatefolio-help.freshdesk.com/support/home provides self-service resources, tutorials, and the ability to submit support tickets for complex issues. For urgent matters during business hours, phone support typically provides the fastest resolution.