Sample Physician Letters To Patients: A Guide to Effective Communication

Subject: Your Appointment with Dr. [Physician’s Last Name] – [Date] at [Time]

Dear [Patient Name],

This email confirms your upcoming appointment with Dr. [Physician’s Last Name] at [Clinic Name] on [Date] at [Time].

Appointment Details:

• Physician: Dr. [Physician’s Last Name]
• Date: [Date]
• Time: [Time]
• Location: [Clinic Name], [Address]
• Reason for Visit: [Brief Reason, e.g., Follow-up, New Patient Consultation]

Please arrive 15 minutes prior to your scheduled appointment time to allow for check-in. Bring your insurance card and a form of identification.

If you need to reschedule or cancel your appointment, please contact us at [Phone Number] at least 24 hours in advance. Failure to do so may result in a cancellation fee.

We look forward to seeing you.

Sincerely,

[Clinic Staff Name/Title]

[Clinic Contact Information]

Subject: Your Test Results from [Date]

Dear [Patient Name],

This email is to inform you about the results of your recent tests.

[Option 1: Brief explanation if results are normal]
The results of your recent tests are within normal limits. No further action is needed at this time. We will keep these results on file.

[Option 2: If results indicate further follow-up is needed]
Your test results showed [brief, neutral summary of the findings]. We need to discuss these results further. Please call our office at [Phone Number] to schedule an appointment to review them.

You can also view your results securely through our patient portal: [Link to patient portal].

If you have any questions, please don’t hesitate to contact our office.

Sincerely,

[Physician’s Name/Clinic Name]

Subject: Prescription Refill Request – [Medication Name]

Dear [Patient Name],

We have received your request for a refill of your prescription for [Medication Name].

[Option 1: If the refill is approved]
Your prescription refill has been sent to your pharmacy, [Pharmacy Name]. You should be able to pick it up in [Timeframe, e.g., 24-48 hours].

[Option 2: If a follow-up is needed]
Before we can refill your prescription, we need to [briefly explain the reason, e.g., review your medical history, see you for a check-up]. Please call our office at [Phone Number] to schedule an appointment.

[Option 3: If the prescription cannot be refilled]
Unfortunately, we are unable to refill your prescription at this time because [reason, e.g., your prescription has expired, we need further information]. Please call our office to discuss this further.

If you have any questions, please contact us.

Sincerely,

[Physician’s Name/Clinic Name]

Dear [Recipient, e.g., School Nurse, Employer],

This letter is to confirm that [Patient Name] was seen in our office on [Date].

[Patient Name] was seen for [brief, general reason, e.g., an illness, a medical examination].

They are excused from [activity, e.g., school, work] from [Start Date] to [End Date] due to their condition.

[Optional: If appropriate, include a brief statement like “They are now able to resume normal activities.”]

If you have any questions, please feel free to contact our office.

Sincerely,

[Physician’s Name/Clinic Name]

[Physician’s Contact Information]

Dear Dr. [Specialist’s Last Name],

I am writing to refer [Patient Name] to your care for [reason for referral, e.g., further evaluation of a specific condition, management of a specific health issue].

[Patient Name]’s medical history includes [brief summary of relevant history, medications, and previous treatments].

The relevant findings from my examination/tests include [brief summary of key findings, e.g., specific symptoms, test results].

I would appreciate it if you would [specific request, e.g., evaluate and provide a treatment plan, provide a second opinion]. Please share your findings with me.

You can reach me at [Physician’s Phone Number] or [Physician’s Email Address].

Thank you for your assistance.

Sincerely,

Dr. [Physician’s Name]

[Physician’s Contact Information]

Subject: Instructions Following Your [Procedure Name] on [Date]

Dear [Patient Name],

Here are some instructions to follow after your [Procedure Name] on [Date].

1. [Instruction 1, e.g., Rest for the remainder of the day.]
2. [Instruction 2, e.g., Take pain medication as prescribed.]
3. [Instruction 3, e.g., Apply ice to the area for 20 minutes every hour.]
4. [Instruction 4, e.g., Avoid strenuous activity for [duration].]
5. [Instruction 5, e.g., Watch for signs of infection, such as increased pain, redness, swelling, or fever. If you experience these, contact our office immediately.]

You can expect [briefly describe expected outcomes, e.g., some discomfort and swelling in the area].

Please contact our office at [Phone Number] if you have any questions or concerns. If you need to reach us after hours, please [instructions for after-hours care, e.g., go to the nearest urgent care clinic].

Sincerely,

[Physician’s Name/Clinic Name]