GP Referral Letter
[Your Name]
[Your Title/Position]
[Your Medical Practice Name]
[Your Practice Address]
[City, State, ZIP Code]
[Your Phone Number]
[Your Email Address]
[Date: DD-Month-YYYY]
[Specialist's Name]
[Specialty]
[Specialist's Medical Practice Name]
[Specialist's Practice Address]
[City, State, ZIP Code]
Dear Dr. [Specialist's Last Name],
Re: Referral for [Patient's Full Name]
Date of Birth: [Patient's Date of Birth]
NHS Number: [Patient's NHS Number, if applicable]
I am writing to refer my patient, [Patient's Full Name], for your expert opinion and consultation regarding [brief description of the medical concern or reason for referral, including relevant symptoms].
Patient's Medical History:
[Provide a concise summary of the patient's relevant medical history, including previous diagnoses, treatments, and medications.]
Results of Recent Tests/Examinations:
[Include any relevant test results, imaging reports, or lab findings.]
Reason for Referral:
[Elaborate on the specific reason for the referral, detailing any concerns or questions you have and what you hope the specialist can address.]
Urgency:
[Indicate the level of urgency, if applicable.]
I greatly appreciate your expertise in assessing and managing this patient's condition. I believe your input
Routine Specialist Referral
Subject: Referral Request for [Patient Name] - [Condition/Concern]
Dear Dr. [Specialist Name],
I am writing to refer my patient, [Patient Name] (DOB: [Date], NHS Number: [Number]), for your expert evaluation and management of [specific condition/concern].
[Patient Name] has been under my care since [date] and presents with [detailed symptoms/history]. Despite [treatments tried], the condition requires specialist intervention. Current medications include [list]. Relevant investigations show [results].
The patient understands the referral process and is keen to proceed with specialist care. Please find attached recent test results and imaging studies.
I would be grateful for your assessment and recommendations for ongoing management.
Yours sincerely,
Dr. [Your Name]
[Practice Details]
Urgent Referral for Suspected Cancer
Subject: URGENT 2-Week Wait Referral - Suspected [Cancer Type]
Dear Colleague,
I am making an urgent referral for [Patient Name] (DOB: [Date], NHS Number: [Number]) under the 2-week wait pathway for suspected [cancer type].
The patient presents with [red flag symptoms] over [timeframe]. Clinical examination reveals [findings]. This presentation is consistent with possible malignancy requiring urgent investigation.
Risk factors include [smoking history/family history/other]. The patient has been informed of the urgency and nature of this referral.
Please expedite this appointment as clinically indicated.
Yours urgently,
Dr. [Your Name]
[Contact Details]
Mental Health Referral
Subject: Mental Health Referral - [Patient Name]
Dear Mental Health Team,
I am referring [Patient Name] (DOB: [Date]) who would benefit greatly from your specialized mental health support.
[Patient Name] has been experiencing [symptoms/challenges] which are significantly impacting their daily life and wellbeing. They have shown tremendous courage in seeking help and are motivated to engage with appropriate services.
Current presentation includes [mood symptoms/anxiety/other concerns]. Risk assessment indicates [low/medium risk with safety planning in place]. Previous mental health history includes [relevant information].
The patient consents to this referral and understands the support available. They are particularly interested in [specific therapy type/support needed].
Thank you for your compassionate care.
Best regards,
Dr. [Your Name]
Pediatric Referral
Subject: Pediatric Referral - [Child's Name]
Dear Dr. [Pediatric Specialist],
I would like to refer [Child's Name] (DOB: [Date]), accompanied by [parent/guardian name], for your pediatric expertise.
[Child's Name] is a delightful [age]-year-old who has been experiencing [symptoms/concerns]. Parents report [parental observations] and are understandably concerned about their child's wellbeing.
Development has been [normal/concerning areas], with particular issues around [specific areas]. School/nursery reports [relevant information]. The family is very supportive and eager to help their child.
Both child and parents understand this referral and are looking forward to your guidance.
With warm regards,
Dr. [Your Name]
Physiotherapy Referral
Subject: Physiotherapy Referral - [Patient Name]
Dear Physiotherapy Team,
I am pleased to refer [Patient Name] for physiotherapy assessment and treatment.
[Patient Name] presents with [musculoskeletal complaint] following [injury/gradual onset]. They are motivated to improve their function and return to [activities/work/sport].
Current limitations include [specific functional problems]. Pain levels are [description] and impact on daily activities is [significant/moderate]. The patient is particularly keen to [specific goals].
Previous treatments have included [medications/rest/other interventions]. [Patient Name] understands the importance of active participation in their recovery.
Thank you for helping restore their mobility and confidence.
Kind regards,
Dr. [Your Name]
Emergency Department Referral
Subject: URGENT ADMISSION REQUIRED - [Patient Name]
Dear A&E Team,
I am sending [Patient Name] (DOB: [Date], NHS Number: [Number]) for immediate assessment and likely admission.
The patient presents with [acute symptoms] requiring urgent hospital care. Vital signs are [observations]. I am concerned about [specific medical emergency/deterioration].
Immediate actions taken include [treatments given]. The patient and family understand the seriousness and need for hospital assessment.
Please contact me on [number] if further information is required.
Urgently yours,
Dr. [Your Name]
[Emergency contact details]
Second Opinion Referral
Subject: Request for Second Opinion - [Patient Name]
Dear Esteemed Colleague,
I would value your expert second opinion regarding my patient [Patient Name] (DOB: [Date]).
This complex case involves [detailed clinical scenario]. Despite thorough evaluation and [treatments attempted], I feel additional specialist insight would benefit patient care.
[Patient Name] is aware of this referral and welcomes another expert perspective. They are particularly concerned about [patient's main worries] and would appreciate your assessment.
Attached are comprehensive notes and investigation results for your review.
Thank you for your valuable time and expertise.
Respectfully,
Dr. [Your Name]
Occupational Health Referral
Subject: Occupational Health Referral - [Patient Name]
Dear Occupational Health Team,
I am referring [Patient Name] for occupational health assessment regarding their fitness for work.
[Patient Name] works as [job role] and has been experiencing [work-related health issues]. Current medical condition [diagnosis] may impact their ability to perform [specific work duties].
The patient is eager to return to work safely and requires guidance on [adjustments/restrictions/return-to-work planning]. They understand the importance of balancing health needs with work responsibilities.
Please advise on appropriate workplace modifications and timescales for return to full duties.
Professional regards,
Dr. [Your Name]
What is a GP Referral Letter and Why is it Important
A GP referral letter is a formal medical document written by a general practitioner to request specialist care, additional services, or hospital admission for their patient. This critical communication tool serves as the bridge between primary and secondary healthcare, ensuring continuity of care and appropriate resource allocation.
- Acts as legal documentation of medical decision-making
- Provides essential clinical information to receiving healthcare providers
- Ensures patients access appropriate specialist services
- Facilitates efficient healthcare system navigation
- Supports clinical governance and patient safety standards
Who Should Write GP Referral Letters
- Qualified General Practitioners with full registration
- GP registrars under supervision when appropriate
- Locum doctors working within GP practices
- Practice nurses with advanced qualifications for specific referrals
- Clinical leads in urgent care centers
- Out-of-hours service physicians
- Military medical officers in primary care roles
When GP Referral Letters Are Required
- Patient's condition exceeds GP's scope of practice
- Specialist investigation or treatment needed
- Second opinion requested by patient or clinician
- Urgent medical conditions requiring immediate attention
- Mental health crisis or ongoing psychiatric care needs
- Complex chronic disease management
- Surgical intervention requirements
- Diagnostic uncertainty requiring expert assessment
- Patient request for private healthcare
- Occupational health assessments
- Medicolegal requirements
Requirements and Prerequisites Before Writing
- Valid patient consent for referral and information sharing
- Comprehensive medical history and examination completed
- Relevant investigations performed and results available
- Clear clinical indication for specialist referral
- Patient's NHS number and demographic details confirmed
- Receiving department or specialist identified
- Urgency level determined and appropriate pathway selected
- Discussion with patient about referral purpose and expectations
- Documentation in patient's medical records
- Consideration of alternative management options
How to Write an Effective GP Referral Letter
The referral writing process requires systematic approach and clear clinical thinking. Begin by gathering all relevant patient information, including medical history, current medications, and investigation results.
- Structure information logically from presenting complaint to clinical findings
- Use clear, concise medical terminology appropriate for the receiving specialist
- Include specific questions you want answered or interventions required
- Prioritize information by clinical relevance and urgency
- Ensure accurate patient demographics and contact details
- Review letter for completeness and accuracy before sending
- Choose appropriate referral pathway based on clinical urgency
- Consider patient preferences and discuss referral options
Formatting Standards and Professional Etiquette
- Use professional letterhead with practice details and registration numbers
- Include clear subject line indicating referral type and urgency
- Address recipient formally using appropriate titles
- Maintain objective, factual tone throughout correspondence
- Keep letters concise while including essential clinical information
- Use standard medical abbreviations appropriately
- Ensure legible handwriting if written by hand
- Electronic referrals must meet NHS standards and security requirements
- Include relevant attachments such as test results or imaging
- Close with appropriate professional sign-off
- Provide contact details for queries
Follow-up Actions After Sending Referrals
- Document referral in patient's medical record with date and recipient
- Monitor for acknowledgment receipt from receiving department
- Track appointment scheduling and communicate with patient
- Follow up on urgent referrals within appropriate timeframes
- Maintain interim care for patient while awaiting specialist review
- Review and act upon specialist recommendations when received
- Ensure patient attends scheduled appointments
- Coordinate care between multiple specialists when necessary
- Update patient records with specialist correspondence
- Consider discharge back to primary care when appropriate
Common Mistakes to Avoid When Writing Referrals
- Insufficient clinical detail leading to inappropriate triaging
- Failing to specify urgency level or using wrong referral pathway
- Missing patient demographic information or contact details
- Not obtaining proper consent for referral and information sharing
- Illegible handwriting or unclear electronic formatting
- Including irrelevant personal information about patient
- Using inappropriate tone or unprofessional language
- Forgetting to attach relevant test results or documentation
- Not following up on urgent referrals appropriately
- Referring without adequate primary care management attempts
- Unclear clinical questions or expected outcomes
Advantages and Disadvantages of GP Referrals
Advantages:
- Ensures appropriate specialist care for complex conditions
- Provides expert opinion and advanced treatment options
- Reduces GP workload for conditions requiring specialist expertise
- Improves patient outcomes through timely intervention
- Creates formal documentation trail for medicolegal purposes
- Facilitates learning and professional development
Disadvantages:
- Can create delays in treatment while awaiting appointments
- May increase patient anxiety about potential serious conditions
- Places burden on secondary care services and waiting times
- Can lead to over-medicalization of minor conditions
- Potential for fragmented care if poorly coordinated
- May reduce patient confidence in primary care capabilities
Essential Elements and Structure Components
Every effective GP referral letter should include specific structural elements to ensure comprehensive communication and appropriate specialist response.
- Patient demographics including full name, date of birth, and NHS number
- Clear referral reason and clinical questions requiring specialist input
- Comprehensive history of presenting complaint with timeline
- Relevant past medical history and current medications
- Clinical examination findings and vital signs where appropriate
- Investigation results including blood tests, imaging, and specialist reports
- Treatment attempts already undertaken in primary care
- Patient's social circumstances affecting care
- Specific concerns or expectations expressed by patient
- Clear indication of urgency level and preferred appointment timeframe
- Professional signature with GMC number and contact details
Comparison with Other Healthcare Communications
GP referral letters differ significantly from other medical communications in purpose, audience, and format. Unlike discharge summaries that document completed care, referrals request future interventions and specialist assessment.
- More detailed than routine correspondence but less comprehensive than full case reports
- Formal tone compared to internal clinical notes but less rigid than medicolegal reports
- Forward-looking unlike retrospective discharge communications
- Requires clinical judgment about appropriate referral pathway
- Alternative options include telephone consultations, advice-and-guidance services
- Electronic referral systems offer advantages over traditional paper-based methods
- Differs from emergency communications requiring immediate telephone contact
Professional Tips and Best Practices
- Maintain updated knowledge of local referral pathways and specialist services
- Build relationships with local specialists to facilitate appropriate referrals
- Use templates for common referral types while personalizing content
- Review specialist feedback to improve future referral quality
- Consider patient's individual circumstances and preferences
- Utilize advice-and-guidance services before formal referrals when appropriate
- Keep referral criteria and waiting times information readily accessible
- Participate in referral quality improvement initiatives
- Seek feedback from specialists about referral appropriateness
- Use clinical decision support tools when available
