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[Blog](https://info.onedoc.ch/en/blog/ "Go to Blog.") [All specialties](https://info.onedoc.ch/en/blog/all-specialties/ "Go to the All specialties Category archives.") How to write a referral letter in 5 steps: A guide for healthcare professionals # How to write a referral letter in 5 steps: A guide for healthcare professionals Last updated on 08/06/2026 [All specialties](https://info.onedoc.ch/en/blog/all-specialties/)  A referral letter is an essential communication tool between a [primary care provider](https://info.onedoc.ch/en/specialty/general-practitioner/) and a [specialist](https://info.onedoc.ch/en/specialty/specialist/). It ensures that all clinically relevant information is shared clearly, completely, and without unnecessary follow-up questions. Well-structured referrals make it easier for the specialist to assess the case, help avoid duplicate examinations, and reduce delays in patient care. In this article, you will learn __how to write a professional referral letter__ efficiently in just a few clear steps.  [Discover OneDoc’s referral module](https://info.onedoc.ch/en/hub/referral/) ## What should be included in a referral letter? Before you start writing, it is worth knowing which elements a complete referral letter should contain. This helps prevent missing information and reduces the need for the receiving specialist to request clarification. ### Mandatory information and optional additions The essential components include: - Patient identification: name, date of birth, address, and, if applicable, insurance number - Name and contact details of the referring healthcare professional - Recipient: name of the specialist or department and institution - Date of referral - Reason for referral and clinical question - Relevant medical history - Current medication and known allergies - Findings such as laboratory results, imaging, or previous reports - Expected action: assessment, treatment, procedure, or follow-up care Optional details may include the urgency of the referral, the patient’s language preferences, or appointments that have already been scheduled. A standardized format reduces the risk of forgetting critical details and enables the specialist to assess the case more quickly. ### Formal requirements in Swiss practice The letter should begin with a complete letterhead including practice details and the date. Use a clear, readable format with a standard font, and avoid unexplained abbreviations. When sending referral letters, Swiss data protection requirements apply, in particular the revised Swiss Federal Act on Data Protection, which has been in force since September 2023. ## How to write a referral letter in just 5 steps A well-structured referral letter does not require a long introduction or an extensive medical history. Half a page is often enough if the following five steps are applied consistently. ### Step 1: Provide complete patient information Start with all essential patient details so that the receiving specialist immediately has the correct clinical context: - First and last name - Date of birth - Contact details, such as phone number and email address - Health insurance number or patient number Whenever possible, transfer this information directly from your practice management system. This helps avoid transcription errors and saves time. ### Step 2: State the reason for referral clearly and precisely The most important sentence in a referral letter is the first clinical sentence. It should clearly state what you expect from the specialist, whether this is an assessment, a procedure, a second opinion, or ongoing care. For example: > I am referring this 58-year-old patient to you for assessment and possible cholecystectomy due to recurrent cholecystitis. Make sure the letter reflects what you discussed with the patient. Inconsistencies between the patient conversation and the referral letter can cause confusion on both sides. A __common mistake is using vague wording__ such as “for further assessment” without specifying the actual request. ### Step 3: Present the relevant medical history in a structured way Do not describe the patient’s entire medical history. __Focus only on what is relevant to the specialist assessment__. This may include chronic conditions such as hypertension or diabetes, previous operations, and family history where relevant to the reason for referral. For the current symptoms, specify: - Location - Duration - Progression - Quality, including radiation and intensity in the case of pain - Associated symptoms Relevant negative findings can also be important. Include current laboratory or imaging results with dates. The referral letter should be a structured case presentation, not a raw consultation note with unexplained abbreviations or sentence fragments. ### Step 4: List current medication and allergies List all current medications with dosage and frequency. __Known allergies or intolerances should be stated explicitly__. If there are no known allergies, write “no known allergies.” This step is clinically important. The receiving specialist must be able to assess possible interactions and contraindications before initiating treatment. For referrals to infectious disease specialists, vaccination status may also be relevant. ### Step 5: Add contact details, expectations, and a clear closing At the end of the letter, clearly state what you expect from the specialist: a diagnosis, a second opinion, a treatment plan, or specific follow-up care. For example: > I would appreciate your expertise in ruling out coronary heart disease and, if appropriate, recommending further investigations or treatment adjustments. Also indicate the urgency of the referral, whether elective, urgent, or emergency. List any attachments such as laboratory results, imaging, or previous reports, and close with your full contact details. __ Practical tip:__ Write the referral letter immediately after the consultation while the details are still fresh.  #### Simplify referrals | | | |-----------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------| |  [Online booking](https://info.onedoc.ch/en/hub/online-booking/) |  [Referral](https://info.onedoc.ch/en/hub/referral/) | |  [SMS reminders](https://info.onedoc.ch/en/hub/sms-reminders/) |  [Email confirmation](https://info.onedoc.ch/en/connectors/) | [Request a demo](https://info.onedoc.ch) ## Example of a referral letter ### Simplified template for a cardiology referral __Dr. Emily Brown__ Cardiology Department, ABC Hospital Geneva, 6 September 2024 __Patient:__ John Doe, born 01.01.1980, tel. 079 XXX XX XX __Dear Dr. Brown,__ I am referring Mr John Doe to you for an evaluation of persistent chest pain. For the past 3 months, these symptoms have occurred with exertion and have not completely subsided at rest. His ECG shows ST-segment abnormalities and his tests reveal hypercholesterolemia. __Medical history:__ Hypertension treated with Lisinopril 10 mg/day, hypercholesterolemia, family history of cardiovascular disease. No previous surgery. No known allergies. __Expectations:__ Specialised cardiology evaluation to rule out coronary artery disease and propose a possible treatment plan. Thank you in advance for your expertise and recommendations. __Sincerely,__ Dr. Gregory House ### Simplified template for a pulmonology referral __Dr. Laura Schmidt__ Pulmonology Department, XYZ Hospital Lausanne, 15 October 2024 __Patient:__ Mr Jean Martin, born 12.07.1972, tel. 078 XXX XX XX __Dear Dr. Schmidt,__ I am referring Mr Martin for a specialist evaluation of suspected sleep apnoea. For several months, his wife has reported loud snoring and night-time breathing pauses. The patient complains of persistent fatigue, daytime sleepiness and difficulty concentrating. __Medical history:__ Hypertension treated with Amlodipine 5 mg/day, BMI 31. Smoker, no known allergies. No surgical history. __Expectations:__ Pulmonology evaluation with polysomnography, diagnostic confirmation and a proposal for appropriate management (e.g. CPAP or other treatment). Thank you for your expertise and recommendations. __Sincerely,__ Dr. Claire Bridges ### Simplified template for a psychiatry referral __Dr. Marc White__ Psychiatry Department, Belle-Rive Clinic Geneva, 22 October 2024 __Patient:__ Ms Sarah Lopez, born 03.04.1990, tel. 076 XXX XX XX __Dear Dr. White,__ I am referring Ms Lopez for a psychiatric evaluation due to persistent anxious and depressive symptoms. For more than six months, she has presented with low mood, marked loss of interest, sleep disturbances and recurrent anxiety attacks, despite weekly psychological follow-up. __Medical history:__ No major somatic condition known. Family history of generalised anxiety disorder on the maternal side. No current medication, no known allergies. __Expectations:__ Specialised psychiatric evaluation to confirm the diagnosis, propose pharmacological treatment if indicated and coordinate therapeutic follow-up. Thank you in advance for your help with this case. __Sincerely,__ Dr. Alice Liddel ## What are the most common mistakes in referral letters? Even experienced healthcare professionals often make the same mistakes when writing referral letters. Knowing what commonly goes wrong is just as useful as following a step-by-step guide. Common mistakes include: - __Unclear opening sentence:__ The referral request is missing or too vague, such as “for further assessment.” - __Raw consultation notes:__ Abbreviations, fragments, and lack of structure make the letter difficult for the receiving specialist to read. - __Inconsistency with the patient conversation:__ What the patient expects and what the letter says do not match. - __Missing medication list or allergy information:__ These omissions can create clinical risks. - __Too many irrelevant details:__ Long-past medical history can overwhelm the reader and obscure the essential information. - __No indication of urgency:__ Whether a referral is elective or urgent significantly affects scheduling. - __Missing contact details:__ Without a reachable sender, follow-up questions become difficult and delays may occur. An incomplete or unclear letter can lead to duplicate examinations, unnecessary costs, and delays in patient care. Many practices conduct internal referral audits; a structured referral letter will pass these easily. ## Are there digital solutions to simplify the referral of patients? Digital tools can make referral processes faster, clearer and more reliable. Commonly used tools include: - __Integrated templates,__ that \*\*\*\*help automate mandatory fields, reduce manual data entry and ensure that key clinical information is not forgotten. - [__Digital referral networks,__](https://info.onedoc.ch/en/hub/referral/) that help healthcare professionals quickly find a suitable specialist near the patient, based on specialty, location and patient needs. Both solution support you in making referrals more efficient, reliable and patient-centered. However, digital tools do not replace clinical judgement. The medical indication, referral question and choice of specialist remain the responsibility of the referring healthcare professional. Additionally, it remains your responsibility to ensure, that referral documents are transmitted securely and in accordance with Swiss data protection law.  OneDoc Pro’s referral module provides access to a large network of Swiss healthcare professionals and is fully compliant with the revised Swiss data protection requirements. ## Conclusion A professional referral letter is concise, structured, and clinically focused. By clearly stating the reason for referral, including only relevant medical information, and ensuring that medication, allergies, urgency, and contact details are complete, healthcare professionals can improve communication, reduce delays, and support better continuity of care. Digital tools can further streamline the process while maintaining high standards of quality and data protection.  [Speak with our experts and discover how OneDoc helps with your patient referrals](#) [](https://www.google.com/preferences/source?q=onedoc.ch) [](https://www.facebook.com/sharer/sharer.php?u=https%3A%2F%2Finfo.onedoc.ch%2Fen%2Fblog%2Fall-specialties%2Fwrite-referral-letter%2F "Share on Facebook")[](https://x.com/intent/post?url=https%3A%2F%2Finfo.onedoc.ch%2Fen%2Fblog%2Fall-specialties%2Fwrite-referral-letter%2F "Share on X")[](https://www.linkedin.com/shareArticle?mini=true&url=https%3A%2F%2Finfo.onedoc.ch%2Fen%2Fblog%2Fall-specialties%2Fwrite-referral-letter%2F "Share on LinkedIn") ### On the same topic [](https://info.onedoc.ch/en/blog/all-specialties/electronic-prescription-switzerland-guide/ "How does the electronic prescription (E-Prescription) work in Switzerland? Our complete guide") - [All specialties](https://info.onedoc.ch/en/blog/all-specialties/) ##### [How does the electronic prescription (E-Prescription) work in Switzerland? 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Our complete guide") - [All specialties](https://info.onedoc.ch/en/blog/all-specialties/) ##### [How does the electronic prescription (E-Prescription) work in Switzerland? Our complete guide](https://info.onedoc.ch/en/blog/all-specialties/electronic-prescription-switzerland-guide/ "How does the electronic prescription (E-Prescription) work in Switzerland? Our complete guide") [Read the article](https://info.onedoc.ch/en/blog/all-specialties/electronic-prescription-switzerland-guide/) [](https://info.onedoc.ch/en/blog/physiotherapists/more-patients-physiotherapy/ "7 ways to attract more patients to your physiotherapy centre") - [Physiotherapists](https://info.onedoc.ch/en/blog/physiotherapists/) ##### [7 ways to attract more patients to your physiotherapy centre](https://info.onedoc.ch/en/blog/physiotherapists/more-patients-physiotherapy/ "7 ways to attract more patients to your physiotherapy centre") [Read the article](https://info.onedoc.ch/en/blog/physiotherapists/more-patients-physiotherapy/) [](https://info.onedoc.ch/en/blog/psychologists/the-psychotherapy-prescription-model-how-does-it-work/ "The Referral Model for Psychotherapy: Process, Authorisation and Billing in Switzerland") - [Psychologists](https://info.onedoc.ch/en/blog/psychologists/) ##### [The Referral Model for Psychotherapy: Process, Authorisation and Billing in Switzerland](https://info.onedoc.ch/en/blog/psychologists/the-psychotherapy-prescription-model-how-does-it-work/ "The Referral Model for Psychotherapy: Process, Authorisation and Billing in Switzerland") [Read the article](https://info.onedoc.ch/en/blog/psychologists/the-psychotherapy-prescription-model-how-does-it-work/) [](https://info.onedoc.ch/en/blog/all-specialties/care-health-network-opportunities/ "From care network to health network: challenges and opportunities in the Swiss system") - [All specialties](https://info.onedoc.ch/en/blog/all-specialties/) ##### [From care network to health network: challenges and opportunities in the Swiss system](https://info.onedoc.ch/en/blog/all-specialties/care-health-network-opportunities/ "From care network to health network: challenges and opportunities in the Swiss system") [Read the article](https://info.onedoc.ch/en/blog/all-specialties/care-health-network-opportunities/) [](https://info.onedoc.ch/en/blog/all-specialties/healthcare-professional-recruitment-tips/ "Healthcare professional recruitment: 4 tips to make a new position profitable fast") - [All specialties](https://info.onedoc.ch/en/blog/all-specialties/) ##### [Healthcare professional recruitment: 4 tips to make a new position profitable fast](https://info.onedoc.ch/en/blog/all-specialties/healthcare-professional-recruitment-tips/ "Healthcare professional recruitment: 4 tips to make a new position profitable fast") [Read the article](https://info.onedoc.ch/en/blog/all-specialties/healthcare-professional-recruitment-tips/) [](https://info.onedoc.ch/en/blog/all-specialties/electronic-prescription-switzerland-guide/ "How does the electronic prescription (E-Prescription) work in Switzerland? Our complete guide") - [All specialties](https://info.onedoc.ch/en/blog/all-specialties/) ##### [How does the electronic prescription (E-Prescription) work in Switzerland? Our complete guide](https://info.onedoc.ch/en/blog/all-specialties/electronic-prescription-switzerland-guide/ "How does the electronic prescription (E-Prescription) work in Switzerland? Our complete guide") [Read the article](https://info.onedoc.ch/en/blog/all-specialties/electronic-prescription-switzerland-guide/) prev next ##### About OneDoc - [Our Mission](https://info.onedoc.ch/en/our-mission/) - [Privacy policy](https://privacy.onedoc.ch/fr) - [Cookie policy](https://info.onedoc.ch/en/cookie-policy/) [Consent management](javascript:Didomi.preferences.show%28%29) ##### Our websites - [pro.onedoc.ch: app for healthcare professionals](https://pro.onedoc.ch/fr/) - [onedoc.ch: online booking platform](https://www.onedoc.ch/fr/) - [myhealth.onedoc.ch: health blog](https://myhealth.onedoc.ch/fr/) ##### Languages - [FR](https://info.onedoc.ch/fr/blog/toutes-les-specialites/rediger-courrier-adressage/ "Switch to FR (FR)") - [DE](https://info.onedoc.ch/de/blog/alle-fachgebiete/ueberweisungsschreiben-verfassen/ "Switch to DE (DE)") - [IT](https://info.onedoc.ch/it/blog/tutte-le-specialita/scrivere-lettera-invio/ "Switch to IT (IT)") - [EN](https://info.onedoc.ch/en/blog/all-specialties/write-referral-letter/ "Switch to EN (EN)") ##### Our Softwares - 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And how?](https://info.onedoc.ch/en/blog/all-specialties/ai-medical-practitioners/) - [3 methods to effectively prioritize tasks in your medical practice](https://info.onedoc.ch/en/blog/all-specialties/prioritizing-tasks-medical-practice/) © 2026 OneDoc SA - Made with  in Switzerland Close