# What to say in the first meeting when your residency program raises a concern Practical Guidance · Published 2026-06-06 · Resident Help **Short answer:** Say little and decide nothing. Listen, take notes, ask what the concern is, what policy applies, and for the documents behind it, and say you will respond in writing by a stated date. Do not resign, sign, apologize for specific facts, or argue the merits in the room. Write down what was said the same day. The first meeting rarely decides anything. But it often produces the summary every later decision relies on. If a meeting is on your calendar, tell us when: [start a confidential intake](https://www.residenthelp.org/intake). ## Before you walk in - Ask in writing what the meeting is about, who will attend, and whether you may bring a support person. - Learn your state's recording rule. Some states allow recording when one party consents; others require everyone's consent. - Bring a notebook. Write down the date, time, and who is present. ## Four questions to ask 1. What specifically is the concern, and when did it arise? 2. Which policy is being applied, and which step of it is this? 3. What happens next, and when? 4. May I have the documents this is based on? ## One sentence to use "Thank you. I would like to review the documents and respond in writing by [date]." ## What not to do in the room - Do not resign, sign, or agree to a plan, an election, or a separation. See [the first 48 hours](https://www.residenthelp.org/blog/resign-or-be-dismissed-residency-first-48-hours). - Do not concede specific facts or argue the merits. You do not have the documents yet. - Do not blame colleagues. It reads badly in every later summary. ## The same day - Write down what was said, by whom, and what you were shown and not shown. - Send a short email confirming the meeting, your questions, and the date you will respond. - Download your evaluations and policies while you have access. See [get your file before you leave](https://www.residenthelp.org/blog/get-your-residency-file-before-you-leave). If the meeting removed you from duties, see [suspended with no letter](https://www.residenthelp.org/blog/suspended-from-residency-without-written-notice). If it was a committee meeting, see [Clinical Competency Committee referrals](https://www.residenthelp.org/blog/clinical-competency-committee-referral-residency). ## If this is happening to you Facing a deadline from your program? Tell us what you were told and when your deadline is. We will review your situation confidentially and point you to the right next step: [start a confidential intake](https://www.residenthelp.org/intake). Resident Help is not a law firm, and submitting an intake does not create an attorney-client relationship. If your situation needs a lawyer, we will tell you and help you find one. ## Common questions ### What should I say in a meeting with my program director about a concern? Ask what the concern is, which policy applies, what the next steps are, and for the documents behind it. Then say you will respond in writing by a specific date. Keep it short and calm. ### Should I apologize or explain myself in the meeting? Be courteous, but avoid conceding specific facts or arguing the merits in the room. What you say can be summarized in the program's record. Put your account in writing afterward, when you have the documents. ### Can I bring someone to a meeting with my program? Ask in advance, in writing, whether you may bring a support person or advisor. Policies differ, and some limit who may attend or speak. ## Sources - Accreditation Council for Graduate Medical Education, Institutional Requirements, 2025, https://www.acgme.org/globalassets/pfassets/programrequirements/2025-reformatted-requirements/institutionalrequirements_2025_reformatted.pdf This post is general information and not legal advice. Institutional policies and board rules change, so confirm the version in force on your dates. ## Related guidance - [Resign or be dismissed: what to do in the first 48 hours](https://www.residenthelp.org/blog/resign-or-be-dismissed-residency-first-48-hours): Programs often present resignation and dismissal as the only two choices, with a deadline measured in hours. The deadline is usually negotiable, the choices are usually not the only ones, and what you do before it expires shapes everything that follows. - [Referred to the Clinical Competency Committee: what it means and what to do](https://www.residenthelp.org/blog/clinical-competency-committee-referral-residency): Every ACGME program has a Clinical Competency Committee that reviews residents and advises the program director. A referral, or a short-notice meeting, often comes before remediation or worse. Here is what the committee does and how to prepare. - [Suspended from residency with no letter: what to do the same day](https://www.residenthelp.org/blog/suspended-from-residency-without-written-notice): Suspensions in residency are often given verbally, with no letter, no policy named, and no end date. Putting the suspension in writing yourself, the same day, protects your appeal rights and your remediation clock. ## Start here - [Questions residents ask, answered](https://www.residenthelp.org/faq): Short answers to every question our guides cover, from resignation offers and appeal deadlines to accommodations and visas. - [Know your rights as a resident](https://www.residenthelp.org/rights): What your program owes you under ACGME requirements, what federal law protects, and the first 72 hours. - [Court decisions on resident dismissal and probation](https://www.residenthelp.org/cases): Published opinions every resident should know before a probation, dismissal, or forced-leave decision. - [The free Residency Record](https://www.residenthelp.org/record): The documents every resident should keep, the dates that decide non-renewal, and a private place for both. --- Source: https://www.residenthelp.org/blog/what-to-say-first-meeting-residency-program Publisher: Resident Help (https://www.residenthelp.org) This website provides general information and is not legal advice. Using this site or submitting a form does not create an attorney client relationship.