How to write a good referral letter to hospital
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Use a clear and structured format
A good referral should follow a standardised structure to ensure clarity and reduce delays:
- Patient demographics: Full name, date of birth, NHS number, address, and contact details.
- GP details: Your name, practice address, phone number, and secure email (e.g. nhs.net).
- Date of referral: Essential for triage and record-keeping.
- Specialty and clinic: Be specific (e.g. Cardiology – Rapid Access Chest Pain Clinic).
State the reason for referral upfront
Begin with a clear reason or question you want answered. For example:
“Please assess for suspected colorectal cancer in a 68-year-old male with recent change in bowel habit and iron-deficiency anaemia.”
This helps triage and ensures the referral goes to the right team.
Include a focused clinical summary
Summarise the relevant clinical background. Include:
- Presenting complaint and duration
- Key examination findings
- Relevant past medical history
- Current medication and allergies
- Social history (if relevant, e.g. smoking, alcohol, carer needs)
Attach or include relevant investigations
Include up-to-date results such as:
- Blood tests (FBC, U&Es, LFTs, CRP, etc.)
- Imaging reports (if already done)
- ECG or spirometry, where relevant
Attach electronic copies where possible via the referral system.
State urgency clearly
Use appropriate pathways (e.g. 2WW, urgent, routine) and back this up with clinical justification.
Use appropriate coding and templates
Most systems like SystmOne or EMIS have referral templates. Using these ensures consistency and saves time.
Avoid unnecessary detail
Avoid pasting entire notes or irrelevant history. Focus on what helps secondary care assess and act.
Sample referral opening
“Dear Colleague,
I would be grateful if you could assess this 52-year-old woman with progressive dysphagia and weight loss. I am concerned about oesophageal malignancy and have initiated a 2WW Upper GI referral.”