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Introductions: Important Grammar Rules
Introductions: Important Grammar Rules
There are a variety of ways to write introductions and with practice you can
develop a formula that works for you. For the purpose of this document, the
opening salutation and subject will be included as part of the introduction.
Salutation: If the name of the person is included in the case notes then it should
be used. This can be followed by either a comma or full colon.
If the name of person is not mentioned then you can begin with Sir/Madam
o Dear Sir/Madam,
Subject: The subject is a place where information such as the name & age of the
patient can be included. This can save you words in the body of the letter, but be
careful not include too much information here, and definitely no phrases or
sentences. Both Re & RE are acceptable.
Handy Tip 1
You can save on word length by added some detail after Re, such as the patient
name and age. However, take care not to write too much here, and always use
note form i.e nouns only (no articles, verbs, adjectives)
Basically, the introductory sentence of the letter can contain the following:
It will usually be only 1 or 2 sentences long and detailed information about the
patient's history and condition should go in the main body of the letter.
Example 3
Age: There are specific rules regarding how to refer to a patient's age. The first is
that it must be hyphenated when used before a noun such as man/woman, and
the second is that an article is required. For more details refer to Year Vs Years in
the Grammar and Vocabulary Clinic.
Incorrect Correct
• I am writing to refer this patient, a • I am writing to refer this patient, a 63-
63 years old man who lives alone. year-old man who lives alone.
• I am writing to refer this patient, • I am writing to refer this patient who is
63 years old man who lives alone. 63 years old and lives alone.
Handy Tip 2
Mastery of the patterns above will ensure that you start your letter on a positive
note.
Sample Introductions
Introduction Analysis
Dear Dr. Howard, • Does not include patient name or age as
this is clearly stated after Re
Re: Mr. Malcolm Latham DOB: 29/11/1985 • Uses relative clause sentence structure
which demonstrates ability to use
Thank you for seeing this patient who presented to complex sentences
my clinic today with the complaint of painful • Summarises the chief complaint
wisdom teeth.
Dear Dr. Hope: • Does not use Re. Therefore, includes a lot
of background information concisely
I am writing to refer Mrs. Betty Booth, a 68-year- including full name, age, marital status
old widowed pensioner who presented at my clinic and occupation
today with a complaint of a swollen cheek. • Uses appositive and relative clause
sentence structure which demonstrates
ability to use complex sentences
• Note comma placement and use of
relative clause
Common Errors
Incorrect Correct
Dear Dr. Jones, Dear Dr. Jones,
Re: Mr. Adrian Lamp DOB: 10/10/1965 Re: Mr. Adrian Lamp DOB: 10/10/1965
Thank you for seeing this patient. Mr. Adrian lamp Thank you for seeing this patient who presented at
presented to my clinic today with the complaint of my clinic today with the complaint of painful
painful wisdom teeth. wisdom teeth.
Explanation: No grammatical errors, but it lacks
sophistication in the use of simple sentences. Also,
it repeats the patient name in full which is not
necessary and repetitive since it was written
directly above in the subject line.
Thank you for seeing Mrs. Saunders, an 80-year- Thank you for seeing Mrs. Saunders, an 80-year-
old dementia patient,presented to my clinic on old dementia patient who presented to my clinic on
05/09/2008 with a complaint of loose upper partial 05/09/2008 with a complaint of loose upper partial
denture. denture.
Explanation: Relative pronoun required.
Dear Dr. Howell, Dear Dr. Howell,
Thank you for seeing Mrs. Jabore a 69-year-old Thank you for seeing Mrs. Jabore, a 69-year-old
lady who presented at my surgery today, lady who presented at my surgery today
complaining of swelling in her left cheek. complaining of swelling in her left cheek.
Explanation: Incorrect comma usage
Thanks for seeing Mr. David Lee who presented at Thank you for seeing Mr. David Lee who
my clinic today complaining of sever pain presented at my clinic today complaining
associated with the teeth 2.6 and 2.7. of severe pain associated with the teeth 2.6 and 2.7.
Explanation: Two errors. 1. Thanks is a casual
expression. 2. common spelling error with sever
I am referring Mr Roberts to you because he I am referring Mr Roberts to you because he
presented to my clinic today with a complain of a presented to my clinic today with a complaint of a
painful wisdom tooth. painful wisdom tooth.
Explanation: Incorrect word form: Complain is a
verb and the noun form is required here.
Study Strategy
When writing introductions, find a style which you like and use it for all tasks.
However, take care to understand the basic grammar rules and always remember
to include the chief complaint and/or purpose of writing. Practice writing
introductions using the sample case notes provided in your course.
Body Paragraphs
Most referral letters will contain 2 or 3 body paragraphs located between the
introduction and the conclusion. Each of the paragraphs should have a main idea
which the writer needs to convey to the reader. All the sentences with the
paragraphs must relate to this main idea. The length of the paragraphs will vary,
but an approximate guideline to meet the required word length of 180~200
words in OET is as follows:
• Introduction: 25 words
• Body paragraph 1: 40 words
• Body Paragraph 2: 40 words
• Body Paragraph 3: 70 words
• Conclusion: 25 words
Paragraph Structure
A good paragraph will contain 3 main elements:
1. A Topic Sentence which introduces the reader to the main idea of the
paragraph. In many cases it will identify and/or summarise an area of
concern regarding the patient. Quite often it is written in original words
rather than from words in the case notes.
2. Supporting sentences which may contain the detail regarding patient
history, descriptions of symptoms, significant aspects from the treatment
record, causes and effects, trends and so on. Quite often this information
can be taken directly from the case notes, and written as full sentences.
However, you will need to paraphrase the information into your own
words. This includes
o Changing verbs to nouns: complain=complaint
o Changing nouns to adjectives: diabetes=diabetic
o Using synonyms
o For more details on how to paraphrase, follow this link: Paraphrase
3. Signal words link sentences together so that the information flows
smoothly and is easy to read.
Common signal words which can help you present information clearly and
logically include:
Example 1
Case Notes Paragraphs Analysis
Medical History Regarding her medical history, • Topic sentence is introduced
GP Dr Roslyn Andrews (07) Mrs. Macbeth has with the phrase: Regarding her
4568 2487 hypothyroidism and a high medical history
Hypothyroidism blood pressure. She regularly • Supporting sentences
High blood pressure takes Thyroxine 150mg and transform case notes into
Medications: Thyroxine 150 Karvea 150 mg daily. Her complete sentences
mg daily, Karvea 150mg daily doctor has advised her to • The information is
February 2010 diagnosed with reduce weight and referred her paraphrased
obstructive sleep apnoea to our clinic for assessment
Weight loss advised along regarding the possibility of a
with dental consultation mouthguard to control her
regarding mouth guard to snoring.
control snoring.
Dental History Her dental history shows that • Topic sentence is introduced
Patient at this practice for 35 she has regular dental check with the phrase: Her dental
yrs. ups with scaling and cleaning history shows
Regular 6 month check-up, twice a year. In addition, her • Supporting sentences
scale and clean oral hygiene is very good transform case notes into
Dental hygiene very good although amalgam fillings complete sentences
Amalgam fillings have been done. • Signal words connect ideas
Adverse to needles - generally and express contrast
refuses to consider o In addition,
Good diet o although
• Thank you very much for the referral of Peggy to our office for
an orthodontic evaluation.
• Thank you very much for referring Courtney to our office for
an orthodontic
evaluation. We
• Your patient, Carla Joiner, recently visited our office and will
be undergoing orthodontic treatment.
• We completed a Full Phase orthodontic consultation for Carla
that presented the following findings:
Dr Joe Bloggs
Emergency Department Please see p.2 of this
Colac Hospital formatted letter for examples
COLAC 3250 of wording.
Dear Dr Bloggs
FIRST PARAGRAPH
Short and sweet. Sums up what you want the specialist to do and why this person is
being referred.
NEXT PARAGRAPH
Medical History
History of medication taken over recent years.
NEXT PARAGRAPH
Current problem
Current medication
NEXT PARAGRAPH
Any special “social / lifestyle” considerations that need to be advised.
NEXT PARAGRAPH
What do you want this specialist person to do? (Repeat – more fully – what was
alluded to in the very first paragraph.) Do you want the specialist to examine and
report back to you? Do you want him/her to make an assessment? Perhaps you are
referring this patient to a hospital / rehabilitation unit / an aged care facility – to
take over the care and management of this patient? Are you enclosing xrays or test
results for this specialist’s information?
FINALLY –
Please do not hesitate to contact me if you require any further information.
Yours truly,
DOCTOR.