OET Letters – Writing format, samples, and Tips

The OET writing subtest generally requires candidates to write one of three types of letters. Each of these letters will differ in its structure or format. However, OET does not specify any particular format; as a candidate, it is up to you to select any structure as long as it is clear and well-structured and follows grammatical rules.

In this article, you will find an OET letter sample of each of the three types, which will help you prepare for the OET writing subtest.

 Aim of OET letter writing

The main aim of OET letter writing is to evaluate your ability to communicate via writing. It is crucial that you grasp exactly what the task requires you to do and what purpose is being served by the letter you have to write.

You will also be given case notes for your reference. The aim of the task is to see how much pertinent information you are able to extract from them and reconstruct them in your own words.

Types of OET letters

There can be three major types of OET letters which are:

• Referral Letter
• Discharge Letter
• Transfer Letter

 Referral Letter

This is the most commonly provided type of letter. It is usually based on a real-life situation and could be a case you might encounter on a regular basis in your practice as a healthcare professional. This letter involves you assigning a patient to a colleague for further investigation and requires the communication of the patient’s essential information, such as their medical history, diagnosis, and personal details.

Discharge letter

This letter is written when the patient is released from a medical facility after their treatment has been completed. The responsibility of continuity of care is then handed over to the GP or primary care physician of the patient. The addressee usually knows the patient and their medical history or has an existing connection with them so providing the detailed medical history of the patient is not much required in this case.

Transfer letter

This is usually written to seek further care or treatment after a transfer in residential care accommodation from one medical facility to another. This could also be for a transfer within the same healthcare institution. The addressee is usually unfamiliar with the patient and their medical history and hence, you have to ensure that you include all the necessary details about the patient, such as their diagnosis, medical history, course of stay, and treatment. The medical professional addressed in this letter is given the responsibility of continuity of care through this letter.

TIPS:

• To write this letter, you will have to select the relevant details from the case notes provided to you for inclusion in your letter.
• Once you have selected the details, you have to paraphrase them in your own words wherever possible.
• You have to be brief and formal and ensure that you are communicating all the necessary details that another doctor might find helpful when treating the patient.
• Organize the case notes in your own words in a clear, structured format. It is expected that you will select only the relevant information and organise it in complete sentences instead of reproducing what has already been stated in the case notes.
• Make sure you mention the chief issue and clearly state the reason for writing the letter in the first paragraph.
• Pay close attention to the main issue and ensure that you are able to distinguish it from the secondary issues. Familiarising yourself with sample letters and case notes will help you figure out which is the chief complaint and separate it from the secondary issues.
• Use separate paragraphs to include details other than the main and secondary issues that you think might be necessary for conveying an accurate medical picture of the patient.
• Lastly, utilize the reading time wisely to carefully read through the case notes, select the pertinent information from them, and plan out the structure of your letter and the main points you will be covering in it.

OET Letter Writing Samples

Referral Letter

Read the case notes and complete the writing task which follows.

Notes:

Mrs Priya Sharma is a patient in your general practice who is concerned about her glucose level control.

PATIENT DETAILS:

Name: Mrs Priya Sharma

DOB: 08.05.58 (Age 60)

Address: 71 Seaside Street, Newtown

Social background: Married 40 years – 3 adult children, 5 grandchildren (overseas).

Retired (clerical worker).

Family history: Many relatives with type 2 diabetes

Nil else significant

Medical history: 1999-type 2 diabetes

Nil significant, no operations

Allergic to penicillin

Menopause 12 yrs

Never smoked, nil alcohol

No formal exercise

Current Drugs: Metformin 500mg b.d.

Glipizide 5mg 2 mane

No other prescribed, OTC, or recreational

29/12/18

Concerned that her glucose levels are not well enough controlled – checks levels often (worried?)

Discussion: Concerned that her glucose levels are not well enough controlled – checks levels often (worried?)

Attends health centre – feels not taking her concerns seriously Recent blood sugar levels (BSL) 6-18

Checks BP at home

Last eye check October 2017 – OK Wt steady, BMI 24

App good, good diet

Bowels normal, micturition normal

O/E: Full physical exam: NAD

BP 155/100

No peripheral neuropathy: pelvic exam not performed

Pathology requested: FBE, U&Es, creatinine, LFTs, full lipid profile, HbA1c Medication added: candesartan (Atacand) tab 4mg 1 mane

Review 2 weeks

05/01/19 Pathology report received:

FBE, U&Es, creatinine, LFTs in normal range

GFR > 60ml/min

HbA1c 10% (very poor control)

Lipids: Chol 6.2 (high), Trig 2.4, LDLC 3.7

12/01/19 Review of pathology results with Pt Changes in medication recommended

Metformin regime changed from 500mg b.d. to 750mg b.d.

Atorvastatin (Lipitor) 20mg 1 mane added Glipizide 5mg 2 mane

Review 2 weeks

30/01/19 Home BP in range

Sugars improved

Pathology requested: fasting lipids, full profile

06/02/19 Pathology report received: Chol 3.2, Trig 1.7, LDLC 1.1

10/02/19 Pathology report reviewed with Mrs Sharma

Fasting sugar is usually in the 16+ (high) range

Other blood sugars 7-8

Refer to a specialist at the Diabetes Unit for further management of sugar levels

Writing Task:

Using the information in the case notes, write a letter of referral to Dr Smith, an endocrinologist at City Hospital, for further management of Mrs Sharma’s sugar levels. Address the letter to Dr Lisa Smith, Endocrinologist, City Hospital, Newtown.

In your answer:

• Expand the relevant notes into complete sentences
• Do not use note form
• Use letter format

The body of the letter should be approximately 180-200 words.

Sample referral letter

Dr Lisa Smith

Endocrinologist

City Hospital

Newtown

10 February 2019

Dear Dr Smith,

Re: Mrs Priya Sharma, DOB: 08.05.58

I am writing to refer Mrs Sharma, a 60-year-old female who has type 2 diabetes and needs further management for uncontrolled blood sugar levels. She has a strong family history of type 2 diabetes and is allergic to penicillin. She is not noted to be overweight but has not been doing any regular exercise.

She initially presented to me on 29/12/18 with a 19-year history of type 2 diabetes. Her recent blood sugar levels were ranging 6-18 on Metformin 500mg twice daily and Glipizide 5mg x2 mane. I ordered blood tests including HbA1c and commenced her on Atacand 4mg mane since her blood pressure was 155/100. A pathology report that I received two weeks later revealed that she had poorly controlled diabetes and hyperlipidemia. I increased her Metformin to 750mg b.i.d and prescribed Atorvastatin 20mg mane on 12/01/19. Since then, her blood pressure has been in the normal range, and her sugar levels have improved. The latest pathology demonstrated an improvement in cholesterol level to 3.2.

On 10/02/19, even though other blood sugar levels ranged from 7-8, her fasting sugar levels were still not under control (16+). Therefore, I would appreciate your specialist assessment and management of her condition.

If you need more information, please do not hesitate to contact me at 079 6884 0145. Thank you for taking the time to read this letter.

Yours sincerely,

Dr Lee Alder

Discharge Letter

Read the case notes below and complete the writing task which follows.

Notes:

Name: Mrs Jane LaPaglia

Age: 71

Cultural & religion data: Italian & Catholic, speaks

functional English

Admission Date: 4th March 2011-Prince Albert Hospital

Discharge Date: 28th April 2011

Diagnosis: Renal Failure 2° to dehydration, mild dementia, pneumonia

Social history:

*Lives with 80yr old husband/career, Joe, in a 4 bdrm unit

*Joe not coping with pt’s or his own care needs.

*House filthy, both have poor hygiene and nutrition

*One son, Andrew, a mechanic, visits Tuesday and Sunday

*Interests include classical music, ballet and AFL.

Medical History and Medications:

See Dr’s notes (to be forwarded)

Management and progress during Hospitalisation:

*Initially comatose, ventilated in ICU 7/7

*Given dialysis 3/52 ↓ urea & creatinine, are stable now

*Hospital-acquired pneumonia 2/24 chest physio for 2/52,

still requiring 02 2 litres via nasal prongs but non-infective for 3/52.

*confusion post ICU but now back to usual mild level and is quite settled.

*Needs prompting to eat, drink, dress, walk, toilet & tend to personal hygiene but can independently do these *Family conference 25/3/11. Consensus decision: pt will move to nurse home & Joe will live in adjoining hostel-nil beds for either till 28/4/11

Discharge Plan:

*Transfer to a nursing home

*Husband will live in the hostel next door, both accepting of

this

*Continue 02 therapy as per 02 sats

*Encourage independence, pt capable of self-care with ++ prompting *Ensure adequate hydration to prevent ↓ rental

function

*Repeat electrolyte, urea & creatinine blood tests weekly

Writing Task:

You are the Charge Nurse in the medical ward where Mrs LaPaglia has spent most of her hospital stay as a patient. Using the information in the case notes, write a discharge letter to the Charge Nurse at Boronia Nursing Home, Coogee where Mrs Jane LaPaglia will be discharged to, from your ward.

In your answer:

• Expand the relevant notes into complete sentences
• Do not use note form
• Use letter format

The body of the letter should be approximately 180-200 words.

Sample discharge letter

The Charge Nurse

Boronia Nursing Home

Coogee, New South Wales

28 April 2011

Dear Nurse,

RE: Mrs Jane LaPaglia, 71 years old

I am writing to refer Mrs LaPaglia to your institution. She needs full-time continuity of care following her discharge from our hospital.

The patient was admitted to our facility in a coma on the 4th of March due to dehydration which led to renal failure. During her stay, she acquired pneumonia and experienced some post-ICU confusion but these, together with the renal failure, were successfully treated. Please take note that she has mild dementia.

Mr and Mrs LaPaglia cannot manage on their own anymore as evidenced by the deterioration of their home, nutrition, and hygiene. Their only son is a mechanic and only visits Sundays and Tuesdays. Due to these reasons, the family would like to transfer Mrs LaPaglia there to Boronia while the husband, Joe, relocates to a nearby hostel.

Moving forward, the patient needs to continue oxygen therapy and weekly UEC tests. She also requires good hydration to maintain renal health, and only needs reminders for ADLs and self-care as she still retains some capacity for independence.

If you have any queries or clarifications, please do not hesitate to contact us at 063 124 9999 local 124. The rest of the patient’s medical history and medications will be forwarded to you.

Yours sincerely,

Harold Bacalles

Charge Nurse

Prince Albert Hospital

Transfer Letter

Read the case notes below and complete the writing task which follows.

Notes:

Ms Brown is patient in your care. She is now ready for discharge and will be transferred to a rehabilitation hospital. Read the discharge summary below and complete the writing task which follows.

Discharge Summary:

Name: Ms Rose Brown

Age: 27 yrs

Admitted: 27/5/07

Diagnosis: Dislocated knee

Discharge: 18/6/07

Reason for admission: Dislocated knee

Treatment

After an X-ray, it was determined that Ms Brown had dislocated her left knee. The knee was rested and strapped. Topical heat and cold were used.

Social Situation

Ms Brown is a young woman with a mild intellectual disability. She is a large woman, and the extra strain her weight has put on her leg has made her progress very slow. She lives alone in a council flat, and as she is still unable to walk confidently with crutches, it has been decided that, at present, she will not be able to cope living alone. Her mother is willing to help her, but is not able to help Rose into and out of the shower by herself.

Progress

Ms Brown is experiencing less pain but has little strength in her leg. She is using a frame at present. She lacks confidence with crutches and requires at least one other nurse to assist when she is using them.

Discharge plan

Transfer to rehabilitation centre. Ms Brown needs to continue to be seen by a physiotherapist and to have water aerobics to build up strength and stamina. She needs to progress from the frame, to crutches, and then to a walking stick. Domiciliary care needs to be contacted- a ramp and bathroom aids will need to be placed in Ms Brown’s home before she returns.

Writing Task

Using the discharge summary, write a nursing letter about Ms Brown to the Director of Nursing at the Repatriation General Hospital, Daw Park.

In your answer:

Expand the relevant case notes into sentences

Do not use note form

Your letter should be 15-20 lines long

The body of the letter should be approximately 180-200 words

Sample transfer letter

Director of Nursing

Repatriation General Hospital

Daw Park

18 June 2007

Dear Director,

RE: Rose Brown, 27 years old

I am writing to facilitate Ms. Brown’s transfer into your institution following treatment of her left knee. She is not yet capable of taking care of herself and will need your help during her recovery period.

We admitted the patient on May 25 with a dislocated left knee and gave the appropriate treatment. However, recovery has been slow due to excess weight, and the affected leg is still weak. She still uses a four-point frame to mobilise and is hesitant to progress to crutches.

The patient cannot return home yet as she lives alone and has a mild intellectual disability. The mother has expressed willingness to take care of her but would not be able to manage shower transfers.

Ms. Brown needs assessment by a physiotherapist to determine the best course of action although her physician suggested water aerobics to improve stamina and strength. Hopefully you will be able to help her to progress to a walking stick by the time she is sent home. In addition, her flat does not have a ramp and bathroom handrails, so these will need to be installed by domiciliary care.

Please do not hesitate to reach out to us at 0917 898 241 local 124 if you have any queries or clarifications. We wish Ms. Brown a quick recovery.

Yours sincerely,

Delilah Lima

Charge Nurse