Medical letters and report requests

Overview

A request for medical evidence can mean very different things. An insurer, employer, solicitor or another organisation may need an answer to a specific question. Before arranging an assessment, establish who is requesting the report, what it will be used for and whether they require a particular form or specialist.

A short factual letter is different from an expert report, an immigration assessment or a formal occupational opinion. The doctor’s role and professional competence must match the instruction. A general consultation cannot be assumed to cover every type of report.

By telephone

A telephone conversation may help clarify the request and identify relevant records. You can explain the concern and what evidence already exists. The clinician should distinguish your account from documented history, observed findings and any professional opinion they are able to offer.

Ask what can reasonably be concluded from the available material and what remains uncertain. A report should be accurate about both. Disagreement with a requested conclusion does not mean the evidence can be changed to fit that conclusion.

What cannot be done remotely

An examination, further records or a different specialist may be necessary. The service must confirm suitability before accepting a report instruction; this page does not promise a particular conclusion, document, delivery time or acceptance by a third party.

The purpose, intended recipient and scope of disclosure should be clear before information is shared. GMC guidance addresses consent and confidentiality for employment, insurance and similar reports. Do not send sensitive case papers through an unconfirmed channel or assume that a general enquiry authorises disclosure.

What to prepare

• Obtain the requesting organisation’s written question or form.
• Clarify the deadline and whether a specific specialist is required.
• Identify relevant existing records without sending them until the secure process is confirmed.
• Explain who would receive the report and discuss consent for disclosure.
• For PIP, read the dedicated medical-evidence page.

Sources

• GMC: reports for employment, insurance and similar purposes
• GMC: remote consultations