Grammar and Vocabulary Clinic: Introductions 6/9/23, 7:30 PM

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Grammar & Vocabulary Clinic

INTRODUCTIONS
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.

1. Identify your patient

2. State the chief compliant

3. Introduce the reason for writing

4. Add relevant contextual details (who, what, when, where, why, how)
5. Use correct professional expression and vocabulary

6. Follow standard conventions

7. Avoid grammatical errors

Test Procedure is as follows:

Salutation: If the name of the person is included in the case notes then it should be used.

Dear Dr. Wilson,

If the profession is mentioned, but no name is provided, then it is standard to use their job title.

Dear Doctor,

Dear Nurse,
Dear Dietitian,

If the name of person is not mentioned and you do not know their profession, then you can begin with Sir/Madam

Dear Sir/Madam,

Subject: The subject is a place where information such as the name & age of the patient can be included. Both Re & RE are

acceptable.

Re: Dylan Charles D.O.B. 04/12/2009

RE: Dylan Charles DOB 04/12/2009 (more common)

Re: Dylan Charles Aged 11

Re: Dylan Charles Aged 11 years

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Grammar and Vocabulary Clinic: Introductions 6/9/23, 7:30 PM

Handy Tip !

You can save on word length by adding 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).

When writing an information letter to a member of the public, you may choose not to include a subject line, but for professional

correspondence it should always be included.

Introductory sentence

Basically, the introductory sentence of the letter can contain all or some of the following:

1. Background information such as name, age, occupation, marital status and gender of the patient if relevant and not mentioned

in the subject line.

2. A brief summary of the chief complaint, purpose of writing or your main concern.

! 3. 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.

"
Please note, there are always exceptions to the rule. It is language after all so you will see different variations. For example, there
! are occasions where the introduction and first body paragraph are joined together.

#
Important Grammar Rules

$
The important patterns to learn are as follows:

%
Example 1
&
Relative Clauses: A non-defining relative clause is a useful sentence structure to use in the introduction. It allows the writer to
" demonstrate the ability to include a lot of relevant information in one sentence.

# 1. I am writing to refer this patient. I suspect he has a subdural haematoma.

2. I am writing to refer this patient, who I suspect has a subdural haematoma.
$

% Activity: compare the sentences below and practice the patterns.

& Simple Complex Explanation

I am writing to refer Mr
' 1. (non-defining
Bright.
1. I am writing to update you on the progress of Mr Bright, who underwent a relative clause so
He is your patient.
right total hip replacement and is due to be discharged today after comma before

making a full recovery. who)

He underwent a right total
2. I am writing to update you on the progress of Mr Bright, a patient of yours 2. (defining relative
hip replacement.
who underwent a right total hip replacement and is due to be discharged clause so no
He is due to be discharged today after making a full recovery. comma before
today. He has made a full who)
recovery.

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Grammar and Vocabulary Clinic: Introductions 6/9/23, 7:30 PM

Example 2

Appositives: This is a noun or a noun phrase that is placed after another noun to explain or identify it, and a comma is required to
'
separate these nouns. It has a very important use in the introductory sentence of referral letters as in the example below.

1. I am writing to refer Mr. Barry Booth. He is 68 years old. He is my patient. He presented with signs and symptoms suggestive
of peritonitis. (incorrect)

2. I am writing to refer Mr. Barry Booth, a 68-year-old patient of mine who presented with signs and symptoms suggestive of
peritonitis. (correct)

Simple Complex Explanation

I am writing to
refer Mr Barry

Booth.

He is 68 years old.
1. I am writing to refer Mr Barry Booth, a 68-year-old widowed pensioner who 1. (defining relative clause
He is a pensioner.
requires dietary advice after undergoing heart surgery. so no comma before who)

2. I am writing to refer Mr Barry Booth, a 68-year-old widowed pensioner who 2. (defining relative clause
He is a widower.
underwent heart surgery for which he requires dietary advice. so no comma before who)
He underwent heart

surgery.

He requires dietary
advice.

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.

Wrong ✗ Right ✓

I am writing to request an ongoing care for Mr Phelps, 45 years old builder, I am writing to request ongoing care for Mr Phelps, a 45-year-old builder

who was admitted to Spirit Hospital on 10/01/2021 and underwent bilateral who was admitted to Spirit Hospital on 10/01/2021 and underwent a

lung transplant. bilateral lung transplant.

Thank you for seeing Mr Strand, a 67 year old retired at my practice who is Thank you for seeing Mr Strand, a 67-year-old retired patient at my practice

suffering from acute left ventricular failure. who is suffering from acute left ventricular failure.

Handy Tip !

Mastery of the patterns above will ensure that you start your letter on a positive note.

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Grammar and Vocabulary Clinic: Introductions 6/9/23, 7:30 PM

12 Patterns to Practice

Patterns Situation

1 I am writing to refer… to a hospital, a standard referral

2 I am writing to introduce… new patient, transfers, discharges

3 Thank you for seeing… referral to specialist or consultant

4 I am writing to update you on the progress of… referral back to a GP

5 I am writing with regard to… general topics, medication review etc.

6 I am writing to request… direct request, an action i.e. urgent admission

7 I am writing to provide you with information regarding… letter to a patient

8 I am writing in response to your request… common for allied professions updating a GP on patient progress

9 Thank you for accepting… respite, palliative care, rehab, transfers

10 I am writing to inform you of… letter to patient

11 You are receiving this letter because… school nurse to parent

12 I am writing to report… to a regulatory authority

Handy Tip !

Mastery of the patterns above will ensure that you start your letter on a positive note.

Spot the Errors

Wrong ✗ Right ✓

Dear Sir/Madam, Dear Doctor,

Re: Mrs Beryl Saunders DOB 01/01/1940 Re: Mrs Beryl Saunders DOB 01/01/1940

Thanks for admitting Mrs Saunders, a 80-year-old dementia Thank you for accepting Mrs Saunders, an 80-year-old dementia

patient, that requires respite care for two month. patient who requires respite care for a period of two months.

16/02/21 16/02/21

Dear Dr Dear Doctor,

Re: Ms Cathy Jones DOB 15/10/1995 Re: Ms Cathy Jones DOB 15/10/1995

I am writing to refer Ms Cathy , a 25-year-old single who is I am writing to refer Ms Jones, a 25-year-old single receptionist

presenting with symptoms and signs of ectopic pregnancy to you who is presenting with signs and symptoms of an ectopic

for urgent assessment. pregnancy for which she requires urgent assessment.

Dear Sir/Madam, Dear Doctor,

Re: Mrs Diana Atherton DOB 09/02/1944 Re: Mrs Diana Atherton DOB 09/02/1944

I am writing to refer Mrs Atherton, a 77 year old woman who is a I am writing to refer Mrs Atherton, a 77-year-old female resident
resident at the Sandy Beach Retirement Village, who needs urgent at Sandy Beach Retirement Village who needs urgent admission to
admission to your hospital due to chest pain. your hospital due to chest pain.

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Grammar and Vocabulary Clinic: Introductions 6/9/23, 7:30 PM

Dear Madame, Dear Nurse,

Re: Mrs Annette MacNamara DOB 17/08/1938 Re: Mrs Annette MacNamara DOB 18/08/1938

I am writing in regards of Mrs MacNamara a 83-years-old widow I am writing to refer Mrs MacNamara, an elderly widow who will

requesting your assistance when she discharged from this hospital require your assistance when she discharges from hospital today

today due to heart surgery. after undergoing heart surgery.

Study Strategy

It is very important to learn the common patterns for referral letters. However, you must always be ready to react to the task given on

exam day. Take the time to learn and understand the basic grammar rules and always remember to include the chief complaint,
purpose of writing or your main concern. Practice writing introductions using the sample case notes provided in your course. Your goal

should be to write error free introductions as this will get your writing off to a positive start and increase the chances of achieving

your target score.

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Last modified: Thursday, 21 October 2021, 1:59 AM

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