How to address the Patient in an OET Letter?

Considering that OET letters should be written in a formal style and polite tone, it is important to address the patient accordingly.

As you know, the patient’s name is presented in many parts of the letter. This article discusses how to refer to a patient appropriately in an OET letter.

1. Age and name of the patient

The age of the patient influences the way in which he or she is addressed in an OET letter. Therefore, please keep in mind the following information when the patient is referred to as adult/child in the following parts of the article.

Adult: aged 17 and above

Child: aged 16 and below

2. Title

The most common titles used with the name of the patient in OET letters are as follows. (Period after the title is optional)

Mr – Adult male
Mrs – Adult female (married)
Ms – Adult female (unmarried/widow)
*Miss is an outdated title.
(Read the case notes carefully to use the appropriate title)

NOTE:
You should not use any title if the patient is a child.

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3. Patient’s name in reference line

Adult:
Write the patient’s full name with/without appropriate title.

Example
Re: John Mathews, DOB: …
Re: Mr. John Mathews, DOB: …

Child:
Write the patient’s full name. You should not use a title if the patient is a child.

Example
Re: Harry Llyod, DOB: …

Refer ‘Reference Line’ for more clarity on reference line.

4. Patient’s name in introduction

Adult:
Mention the patient’s full name with appropriate title at the first occurrence in the introduction paragraph.

Example
I am writing to refer Mr. John Mathews …

Child:
Write the patient’s full name (without title).

Example,
I am writing to refer Harry Llyod …

NOTE: You may use appropriate gender pronouns to represent the patient later in the introduction.

5. Patient’s name in body paragraphs

Adult:
Write the patient’s second name or surname with appropriate title at the first occurrence in a body paragraph.

Example
On review today, Mr. Mathews …

Child:
Write the patient’s first name (without title) at the first occurrence in the body paragraphs.

Example,
On review today, Harry …

NOTE: You may use appropriate gender pronouns to represent the patient later in the body paragraphs.

6. Words that should be avoided to refer to a patient

Avoid using patient/client to address the patient (adult and child) in the letter as it is considered less polite.

the patient, this patient, a patient, my patient

the client, this client, a client, my client

Exception
However, if the letter is addressed to a reader who already knows the patient, using ‘your patient’ is acceptable. It illustrates the existing relationship to the reader.

Example
(Adult) I am writing to update you on your patient, Mr. John Mathews …

(Child) I am writing to update you on your patient, Harry …

Avoid using gender pronouns at the first occurrence in a paragraph

Example
On review today, he/she …

NOTE: You may use appropriate gender pronouns to represent the patient later in the paragraphs.

7. Criterion

Addressing the patient appropriately will be assessed under the criterion ‘Genre and Style’.

Note: Errors that lead to misgendering of the patient can impact the score significantly; therefore, proofread the letter carefully after completion.