Answering a Request for More Information on Your Application

A request for more information is a request to clarify or complete part of an application. It does not, by itself, tell you the eventual outcome. The most useful response addresses each point directly, identifies the supporting evidence and explains any item you cannot yet provide.

Read the request before gathering files

Break the message into individual actions. Some points may ask for a missing document, while others ask you to explain a date, total or description. Treat those as different tasks. A larger attachment bundle will not necessarily answer a question that needs a short explanation.

Note the requested response method and any deadline. If you cannot meet it, contact the sender promptly to explain the specific difficulty and ask what arrangement is possible. Do not assume an extension has been granted until it is confirmed.

Match each answer to the original point

Use the same numbering or headings as the request. Under each point, give the answer and name the document or page that supports it. This makes it easier for the reviewer to see that the issue has been addressed.

Where an error has been identified, correct it openly. State what changed and why. For example, a revised total should be accompanied by the corrected record rather than an unexplained replacement number in the application form.

Send the relevant version

Name revised files clearly and distinguish them from the earlier submission. Keep a copy of both versions in your own records. If the instructions ask for a complete replacement document, provide that document rather than a page that cannot be understood on its own.

Check that the response does not introduce new inconsistencies. A corrected date in one attachment may need to be reflected in another part of the application. Review the affected documents together before sending them.

Explain genuine limitations

If an institution cannot issue a record or a verifier is unavailable, describe the steps you have taken and ask what alternative evidence can be considered. Do not create substitute confirmation that appears to come from someone else.

Keep the tone factual. The purpose is to resolve the information gap, not to anticipate or argue against a decision that has not been made. A concise cover note and a clear evidence list are usually easier to follow than a lengthy narrative.

Frequently asked questions

Does a request mean my application has failed?

Do not infer an outcome from the request alone. Read what is being asked and seek clarification if the next step is unclear.

Should I resend everything?

Follow the request. If you are unsure whether the reviewer needs the full application or only the named items, ask before sending a duplicate bundle.

Keep your response with the application records. Use ICPHAA Contact for process questions and Join ICPHAA for the application information.