Doctor Appointment: 14 Sample Letters & Examples

Doctors usually have a busy schedule; that is why writing a letter requesting an appointment makes it possible for them to set aside time especially for you without making you wait while they treat other patients. It is important to note that doctors are not required to see patients by appointment only, but they will not always be able to see you spontaneously.

However, an appointment letter will make it more likely that your request will be considered.  A letter will let the doctor know about your problem and explain the reason for your visit, making it possible for them to provide you with the best treatment possible.

A letter seeking an appointment from a doctor is a formal letter written by a patient or their representative and should contain all the necessary information, such as the requested appointment time and date, contact information, and any relevant medical details to help the doctor prepare for the appointment. 

The primary reason for writing such a letter is to provide enough notice to the doctor so that they can make time for you without neglecting or delaying other patients’ appointments.  

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Contents- What to Include?

Writing an appointment letter can be challenging. It can be overwhelming if you are writing such a letter for the first time and are uncertain of its contents. If you are writing to request an appointment for your child, then you should include the child’s age or date of birth, as well as their full name. The letter should also clearly state what you want to consult on.

Below is a list of everything that should be included in such a letter:

• Your name and contact information
• The doctor’s name and contact information (practice phone number and email)
• How you would like the appointment time to be confirmed (e.g., via phone call or email)
• Purpose of the appointment (e.g., annual check-up)
•  Requested appointment date and time
•  Any prior contact with the doctor or any other physician
• Your health insurance plan’s name
•  Ask for any other needed document

Tip: Keeping your medical documents organized and updated is very important. Keep your medical records, discharge summaries, mental health examinations, operative reports, etc., up-to-date and filed safely. This will help ensure that all the information you might need is readily available when visiting your doctor.

When requesting an appointment in writing, it is important to be both professional and clear. Think about what information the doctor would need to set up an appointment. When writing the letter, it is essential to stay focused on your current medical condition and needs. The best way to create such a letter is as follows:

1. Header

The header should include your contact details, such as your address and phone number if you are requesting an appointment with a doctor in another city or state.

Here is a list of some elements that ought to be in the header:

• Date: The date the letter was written.
• Doctor’s name and address: The name and address of the doctor you are writing to should be mentioned in the header,
• Salutation: The salutation should be formal, such as “Dear Dr. Smith.”

2. Introduction

Introduce yourself in this section by stating your name and the reason(s) for your appointment request. For example:

“My name is Elly Edward. I am writing to request an appointment for an examination for my lower back pain”

3. Body

The body of the letter should explain why you need the appointment with the doctor. You can include any relevant medical history or details to help the doctor treat you. It would be best to express your concerns and what you would like to accomplish with the appointment.

In the body, the following should also be addressed:

1. Appointment timeframe: Mention the date and time that are suitable for you. It is essential to consider the doctor’s schedule as well. It is not possible to schedule an appointment at 1:00 p.m. or 11 p.m. if the doctor only offers morning appointments on Tuesdays between 10 and 12 p.m.
2. Any prior contact with the doctor or any other physician: It is good to mention in your letter if you have had previous appointments with this doctor or another physician. It gives more context and helps the doctor prepare for your appointment by knowing about past treatments and existing medications, if any. 
3. Ask if any documents are needed: A good way to close your letter is by simply asking if any extra documents, such as laboratory test results, are needed. Sometimes, depending on the type of appointment, it is best to include these documents with your request.
4. Medical Insurance: It is essential to include the name of your health insurance company. It is important to have a statement stating whether the costs will be covered by the health insurance company.

4. Conclusion

Conclude the letter by thanking the doctor for their time. It is important that you also include your contact information, such as your email or phone number, with your name. Be sure to end with a formal closing, such as “Sincerely” or “Yours Truly.”

For example,

Thank you for taking the time to read this letter. If you have any questions or comments, please contact me at (732) 523-4966.

Thank you,
Sincerely,
John Steven

Tip: It is important to note that the content of your appointment letter may differ depending on your reasons for booking an appointment. Nonetheless, the format of the letter should always begin with an introductory paragraph explaining who you are and why you are writing it. The letter should also request a specific date for the appointment and include enough details to help the doctor prepare for your visit.

Writing a letter to get a doctor’s appointment is an important task that should be taken seriously. To benefit the most from your appointment, consider the following suggestions:

State your purpose clearly

You should be clear and concise in stating the reason for your visit. This will assist the doctor in understanding your health problem and preparing for what you wish to discuss or any examination that needs to be conducted.

Select the day of appointment carefully

If you request a specific day for your appointment, it is best to check the doctor’s availability before making the request. It may be challenging to choose an appointment outside of the doctor’s regular business hours because many offices only have a limited number of appointments each day.

Include all necessary details

To maximize your benefit from the appointment, be sure to provide all relevant information, such as your name, date of birth, contact information, and insurance information.

Be brief and focused

The secret to writing an effective letter is to keep it brief and focused. Simply state the date, time, reason for visiting, the name of the doctor you are requesting to see, and any other pertinent details. The aim is to provide enough information to help you secure an appointment with the doctor.

Avoid unnecessary details

If you include unnecessary details in your letter, the doctor may take longer to review your case. Therefore, avoid including information that is not pertinent to your visit.

In conclusion, doctor appointment letters are an effective way to express your needs and ensure that you benefit from your appointment. By including important information concisely, you can ensure that the doctor will have all the details needed to prepare for your visit. The letter can also serve as a record of what you wanted to speak to the doctor about. Always be sure to include your name, date of birth, and insurance information. This will make it easy for the doctor’s staff to access your records and contact you should they have any questions.

About This Article

Authored by:

Megan V.

Award-Winning Resume Writing, Cover Letters, Executive Bios, Public Relations

Megan V. is an acclaimed resume writing professional, celebrated repeatedly as one of the "Top Ten Best Resume Writers in the Bay Area," a title she proudly reclaimed in 2023. Transitioning from her extensive experience owning and steering a public relations agency since 2009, Megan has tailored her writing prowess to cater to individuals seeking standout resumes, compelling cover letters, and detailed executive bios.