Who is reading?
Genre and style checks whether your letter sounds right for a professional health letter and for this particular reader. The same facts can be written in very different ways depending on who will read them.
| Reader | What they know | How to write |
|---|---|---|
| Specialist in the same field | Deep knowledge of the condition | Technical terms are fine; skip basic explanations |
| GP or a clinician in another field | Broad medical knowledge, but not your specialty's shorthand | Use standard medical terms; write specialty abbreviations in full |
| Nurse, physiotherapist or other health professional | Strong clinical knowledge in their own area | Medical terms are fine; focus on what affects their care |
| Lay reader: parent, carer, teacher, care worker | Little or no medical training | Plain words, short explanations, practical instructions |
A boy with new epilepsy medication
(to his school principal) Ethan has commenced levetiracetam bd for generalised tonic-clonic seizures.
(to his school principal) Ethan has started a new medicine to prevent seizures. He takes it at home, so no doses are needed at school, but he may feel tired for the first few weeks.
Why: A GP would want the drug name and dose. The principal needs to know what the school should do and what they may notice.
Abbreviations and jargon
For professional readers, some abbreviations are more familiar than their full forms. ECG, MRI, CT and BMI are safe for clinicians. Abbreviations used mainly inside one specialty, or with more than one meaning, should be written in full. If in doubt, write it out.
Writing to a community physiotherapist
She had a TKR 3/52 ago and was d/c on DVT prophylaxis.
She had a total knee replacement three weeks ago and was discharged on medication to prevent blood clots.
Why: 'TKR', '3/52' and 'd/c' are ward shorthand. The physiotherapist will understand the full words faster.
Writing to a GP
His LVEF is 35% and he has been started on an SGLT2i.
His echocardiogram showed a left ventricular ejection fraction of 35%, and he has been started on dapagliflozin.
Why: A GP knows these terms but may not use a cardiology abbreviation daily. Naming the drug is clearer than naming its class in shorthand.
For a lay reader, replace medical words with everyday ones, or explain them the first time.
| Medical word | Plain words for a lay reader |
|---|---|
| hypoglycaemia | low blood sugar |
| oedema | swelling caused by fluid |
| mobilise | walk, move around |
| analgesia | pain relief |
| seizure | seizure (fit), then describe what it looks like |
| contraindicated | should not be given |
Clinical and objective, not judgemental
Your letter should report facts, not opinions about the patient. Words like 'heavy smoker', 'non-compliant' or 'difficult' judge the person. They also tell the reader less than the facts would.
He is a heavy smoker and a heavy drinker.
He smokes about 25 cigarettes a day and drinks around six cans of beer most evenings.
Why: The numbers are objective and give the reader something to act on.
She is non-compliant with her medication.
She reports taking her inhaler on about half of the days, as she is worried about side effects.
Why: A reason, if the notes give one, helps the next clinician solve the problem.
Unfortunately, the poor man has had a terrible time.
He has had three admissions for chest infections since June.
Why: Sympathy is natural, but the letter should show the facts, not your feelings.
Formal register
OET letters are formal professional letters. A few habits make a letter sound informal straight away.
| Informal | Formal |
|---|---|
| He's been unwell and didn't take his tablets. | He has been unwell and did not take his tablets. |
| Sarah was admitted ... | Ms Sarah Nkosi was admitted ... (then Ms Nkosi) |
| Thanks a lot for your help! | Thank you for your assistance. |
| She's doing loads better. | Her condition has improved considerably. |
| Can you check his bloods? | Could you please arrange a blood test for him? |
- No contractions: write 'he has', 'did not', 'cannot'.
- Use a title and surname for the patient, not a first name. For a child, the first name is acceptable after the full name is given, especially for a lay reader.
- No exclamation marks and no chatty phrases.
- Formal does not mean old-fashioned. Avoid phrases like 'please do the needful' or 'kindly revert'.
Polite, clear requests
Requests should be polite and direct. The reader should know exactly what you are asking.
Request phrases
I would be grateful if you could assess ...
Main request to a specialist or colleagueCould you please arrange ...?
A practical step such as a test or a visitIt would be helpful if ...
A softer, secondary requestPlease contact me if you have any concerns.
A closing offer, useful for any readerPlease call an ambulance if ...
A clear safety instruction for a lay reader
Writing for a lay reader
Letters to a parent, a carer or a school are still formal, but they focus on what the reader should do. Explain why briefly, give practical steps, and say what to do if something goes wrong.
Doctor writing to a school about a student with type 1 diabetes
Mia is at risk of hypoglycaemic episodes and requires prompt administration of rapid-acting glucose.
Mia's blood sugar may sometimes drop too low. If she becomes shaky, sweaty or confused, please give her the jelly beans in her kit straight away.
Why: The teacher learns what to look for and exactly what to do.
Nurse writing to a man caring for his wife after a hip replacement
Please ensure she maintains hip precautions and mobilises with her four-wheeled walker.
For the next six weeks, please help her avoid bending forward at the hip or crossing her legs, and make sure she always uses her walking frame with wheels.
Why: Plain instructions replace 'hip precautions' and 'mobilises'. The time frame is clear.
Check yourself
4 quick questions. Tap an answer to see why.
1 You are writing to a GP. Which abbreviation is safe to use without writing it in full?
2 Which sentence is clinical and objective?
3 Which sentence has the right register for an OET letter?
4 You are writing to the carer of a man with diabetes. Which instruction is best?