If you have been preparing for the OET exam, then it is apparent to you that the writing section holds the key. One thing that confuses many test-takers is the distinction between a referral, transfer, and discharge letter.
Understanding these differences is crucial for effective OET letter writing. In this article, we will discuss each letter type, provide OET writing tips, and also give you insight into avoiding common mistakes.
The writing section of the OET exam asks us to write a formal letter using the case notes provided. This would be a referral, transfer, or discharge letter. The tasks are based on our ability to communicate within the medical context.
Be it as a nurse, doctor, or therapist, the letter must show the Institute of Professional Standards. The OET letter writing task is time-sensitive — 45 minutes in total, with 5 minutes to read case notes.
OET Letter Format: The Basics
To do well in this section, we must follow a clear format. This includes:
- Date and Recipient Details: Always begin with the correct date and the recipient’s name designation and address.
- Formal greeting : Use “Dear Dr. Smith” or “Dear Ms. Jones.”
- Patient details: Details of the patient like full name and date of birth, or age.
- Introduction: Briefly mention the patient’s name, purpose of writing, and condition.
- Body Paragraphs: Break information into logical sections — current issue, past history, treatments.
- Conclusion: Wrap up with expected actions or follow-up care.
When we follow the OET referral letter format properly, the reader can understand the patient’s needs without confusion
Referral vs Transfer vs Discharge Letter: What’s the Difference?
Understanding the purpose of each letter is key to scoring high in OET case note writing.
Referral Letter
We compose a referral letter when we require another medical practitioner to evaluate or care for a patient. It can be a specialist, surgeon, or therapist. As an example, a nurse may send a diabetic patient to a podiatrist to check his or her feet. However, in this case, the facility or Dept remains the same.
Example 1
[Recipient’s Name] [Recipient’s Position] [Recipient’s Department] [Hospital/clinic details]
Date
Re: Patient’s name and age
Dear [Recipient’s Last Name],
Watch channels that teach English conversation. Some good ones focus on daily English phrases. Start with beginner-friendly content and gradually move to harder videos.
I am writing to refer [Patient’s Name], who has been under our care for [specific condition or reason]. Given their current condition and our assessment, it would be beneficial for [Patient’s name] to receive specialized care from your expertise in [specific field, e.g., podiatry, cardiology, etc.].
Patient Details:
Medical Background:[Provide a brief overview of the patient’s medical history, current medications, any known allergies, and other relevant information.]
We kindly ask that you evaluate [Patient’s Name] and provide the necessary care or recommendations. Your timely attention to this matter would be greatly appreciated.
Please feel free to contact me if you need any further information or if you would like to discuss this case further.
Thank you for your assistance.
Sincerely,
[Your Name] [Your Contact Information]
Transfer Letter
Such a letter is applied in case a patient is transferred between facilities or departments. A transfer letter may be written in case a patient is transferred to a psychiatric unit or to the general ward.
Example 1: Transfer to a Psychiatric Unit
[Recipient’s Detail]
Date: [July 31, 2025]
Re: [Patient’s details]
This letter is to inform you that [Patient’s Full Name], age [Age], has been under our care for [specific condition] since [Admission Date]. Due to the need for specialized psychiatric care, we are transferring [Patient’s Name] to your esteemed facility.
The patient requires ongoing psychological evaluation and treatment, which your unit is well-equipped to provide. Attached are the relevant medical records, including diagnosis, treatment history, and current medications.
We kindly request you to continue the care and treatment as outlined in the attached documents. Should you require any further information, please do not hesitate to contact us.
Thank you for your cooperation.
Sincerely,
[Your Full Name] [Your Position] [Your Contact Information]
Discharge Letter
This letter is applied in a situation where a patient is transferred between different facilities or departments. A transfer letter may be written when the patient has to be transferred to the psychiatric unit from the general ward.
Example 1
Patient Name: John Doe Age: 45 Gender: Male Hospital ID: 123456
Dear Psychiatric Unit Team,
This letter serves to inform you that Mr. John Doe is being transferred from our General Ward to your Psychiatric Unit. Mr. Doe was admitted to our facility with symptoms of severe depression and anxiety that have not improved with the current treatment regimen.
During his stay in the General Ward, Mr. Doe received initial psychiatric evaluations and was started on a course of antidepressants. However, his condition requires more specialized care that your unit is better equipped to provide.
Please continue the treatment as prescribed, and feel free to contact us for any further information.
Sincerely, Dr. Smith, General Ward, XYZ Hospital.
Key OET Writing Tips
Writing a strong OET letter takes practice. Here are the tips we recommend:
- Understand the Purpose Clearly : Before writing, ask yourself: Is this a referral, transfer, or discharge? This makes your tone and content.
Example: If the letter is for a referral, it should clearly state the reason for referral, specialist details, and any other pertinent information.
- Choose Relevant Case Note Information:
Example: If a patient was admitted for a heart condition but also had minor allergies, only include details about the heart condition if it’s relevant to the letter’s purpose.
- Understand the Purpose Clearly : :Maintain a formal, respectful, and professional tone. Follow the OET referral letter format strictly.
Example: Dear Dr. Smith, I am writing to refer Mr. John Doe, who has been experiencing severe migraines over the past month. He is otherwise in good health and has responded well to preliminary treatments. Be Clear and Concise- Do not use long and complicated sentences. A single idea should be expressed in each sentence. Healthcare communication should be clear.
Example: Instead of saying, “The patient, who is suffering from diabetes, which is a condition affecting blood sugar levels, has been advised to monitor his diet and exercise regularly,” say, “The patient has diabetes and has been advised to monitor diet and exercise regularly.”
- Practice Regularly with Feedback– Use OET writing tips from the experts and try timed practice. Feedback enables you to quickly see where the errors are and correct them.
Example: Write a practice letter about a patient’s transfer to another hospital. Then, have it reviewed by an OET tutor to get feedback on structure, tone, and content relevance.
These tips and examples should help you craft a strong and effective OET letter.
Common Mistakes to Avoid
Even good writers make small errors. Here are common mistakes we’ve seen:
Avoiding these errors improves your OET case note writing drastically.
Real-Life Example: OET Discharge Letter
Let’s say a 71-year-old woman was admitted after a fall. She had surgery and recovered well. In the discharge letter, we should:
This approach shows that we understand the case and can communicate it clearly, a vital part of the OET writing tips.
I can help you with
How can you distinguish between referral, transfer, and discharge letters easily?
Consider the path of the patient. When they are going into a different profession, it is referred. When they are changing location, it is a transfer. When they head home, it is a discharge.
What is the word count of an OET letter?
It should be as long as 180-200 words. You may be penalized by writing either too little or too much.
What is the number of practices I should have before the test?
Train at least 3 times a week or 4 times a week. Look through samples of letters and contrast them with your writing to identify gaps.
Do I need to memorize the OET referral letter format?
Well, it makes it easy to concentrate on the content in the test because you already know the format. It is also time-saving.