How to Write an OET Referral Letter

The OET Writing sub-test is one of the most challenging components for healthcare professionals, particularly when it comes to writing referral letters. Unlike general English tests, OET Writing requires you to demonstrate professional medical communication skills — transforming case notes into a clear, concise, and clinically appropriate letter. This comprehensive guide walks you through every step of writing a Band B (350+) referral letter, from understanding the task to polishing your final draft.

Understanding the OET Writing Task

The OET Writing task presents you with a set of medical case notes and asks you to write a letter to another healthcare professional. The letter type varies — it could be a referral letter, a letter of transfer, a discharge letter, or a letter to advise or inform. You have 45 minutes total: 5 minutes for reading and planning, and 40 minutes for writing.

Your task is not simply to reproduce the case notes. You must transform them into a professional letter that:

• Achieves its purpose (e.g., requesting further care, updating on treatment)
• Selects and prioritises relevant information from the case notes
• Uses appropriate medical and professional language
• Follows standard letter conventions
• Is concise (180-200 words) and well-organised

The Six Assessment Criteria Explained

Understanding what the examiner is looking for is half the battle. The OET Writing sub-test uses six criteria, each scored from 0 to 7. You need a minimum combined score of 350 out of 500 to achieve Grade B.

Standard Referral Letter Structure

A well-structured OET referral letter follows a consistent format. Here is the standard layout:

1. Recipient's Address — Name, title, and organisation (if provided in task)
2. Date
3. Re: Patient name, age, and date of birth
4. Salutation — "Dear Dr. [Surname]," or "Dear [Title] [Surname],"
5. Opening paragraph — Purpose statement
6. Background paragraph — Relevant medical history and presenting condition
7. Management paragraph — Treatment given, current status, medications
8. Request paragraph — What you want the recipient to do
9. Closing — "Yours sincerely," or "Yours faithfully," + your name and title

Step-by-Step: From Case Notes to Letter

Step 1: Read the Task Prompt (1 minute)

Start by reading the writing task instructions carefully. Identify: (a) Who you are writing to, (b) The purpose of the letter, (c) Any specific requests. This determines your entire approach.

Step 2: Analyse the Case Notes (2 minutes)

Read through all case notes and categorise information into three groups: Must include (relevant to the recipient and purpose), Could include (relevant but less critical), and Exclude (irrelevant or already known to recipient). Cross out excluded notes to avoid including them.

Step 3: Plan Your Letter Structure (2 minutes)

Decide what goes in each paragraph. Write brief keywords for each paragraph on your planning sheet. A typical plan looks like:

• Opening: Purpose statement + key patient details
• Paragraph 2: Admission / presenting condition
• Paragraph 3: Management and current status
• Paragraph 4: Request for recipient's action

Step 4: Write the Letter (30 minutes)

Write quickly but carefully. Convert case note abbreviations into full words. Use professional medical language. Aim for 180-200 words. Focus on accuracy — frequent basic errors will lower your Language score significantly.

Step 5: Proofread (5-10 minutes)

This is critical. Check for: spelling errors, verb tense consistency, article usage (a/an/the), preposition errors, punctuation, word count, and that you have included all essential information. Many candidates skip this and lose easy marks.

Sample OET Referral Letter (Band B Standard)

Here is a model referral letter based on a typical nursing scenario. This letter demonstrates all six assessment criteria at a Grade B level:

Why this letter scores Band B:

• Purpose: Clear in opening sentence — "request ongoing wound care"
• Content: Relevant information selected; admission/discharge dates, condition details, medication, and follow-up needs all included
• Conciseness: Approximately 195 words — well within the target range
• Genre & Style: Formal professional tone with appropriate medical vocabulary
• Organisation: Standard letter format with logical paragraph progression
• Language: Grammatically accurate with appropriate use of medical terminology

Key Language and Phrases for OET Letters

Using appropriate professional phrases demonstrates genre awareness. Here are essential phrases organised by function:

Opening Statements (Purpose)

• "I am writing to refer [Patient Name], who requires..."
• "I am writing to request your assessment of..."
• "I am writing to update you on the progress of..."
• "Thank you for seeing [Patient Name], who presented with..."
• "This letter is to inform you that [Patient Name] was discharged today..."

Background and History

• "[Patient] has a [X]-year history of [condition]."
• "[Patient] presented with [symptoms] on [date]."
• "[Patient] was admitted on [date] with [condition]."
• "Relevant medical history includes..."
• "[Patient] has been managed with [treatment] since [date]."

Making Requests

• "Could you please [action required]?"
• "I would appreciate it if you could [action]."
• "It would be grateful if you would [action]."
• "Please [action] at your earliest convenience."
• "I would be grateful for your continued management of..."

Closing Statements

• "Please do not hesitate to contact me if you require any further information."
• "Should you have any questions, please feel free to contact the ward."
• "I would be happy to discuss [Patient]'s case in more detail if required."

Common Mistakes to Avoid

• Copying case notes directly: Always transform abbreviated notes into full sentences.
• Irrelevant information: Including social history or routine observations the recipient does not need.
• Informal language: "Mr. Smith is doing great" should be "Mr. Smith's condition has improved significantly."
• Wrong word count: Significantly under or over 180-200 words affects your Conciseness & Clarity score.
• Forgetting the purpose statement: Every letter must open with a clear statement of why you are writing.
• Tense errors: Be consistent. Current status uses present tense; past events use past tense.
• Inappropriate closing: Use "Yours sincerely," when you know the recipient's name; "Yours faithfully," when you do not.

Pro Tips for Exam Day

Free OET Writing Checklist

Use this interactive checklist before submitting your practice letters:

Continue Your OET Preparation

Frequently Asked Questions