OET Transfer Letter: Structure, Key Components and Samples

Introduction to OET Transfer Letter

In the writing section of the OET exam, a transfer letter is written by a healthcare professional to provide important details about a patient when he/she is being transferred to another professional or a facility.

Unlike the discharge letter, which signifies the end of care, or a referral letter, which initiates a new course of treatment. The OET transfer letter is written when the patient is still actively receiving treatment, and the entire management of the patient’s care is being transferred.

As we mentioned above, transfer letter in OET are used to assess a candidate's written ability to effectively communicate important patient information using appropriate medical terminology, and a professional tone after selecting relevant information from case notes, and then organising the information logically.

How to Write OET Transfer Letter: Format & Key Components

To write a transfer letter, there is a dedicated letter structure that you can follow, which is the same as an OET transfer letter for doctors, nurses, and other healthcare professionals. The only difference is that the specific content and focus of the letter vary based on the individual patient’s case and profession.

Below is the transfer letter format OET and structure that you can follow, which adheres to the OET writing sub-test's word limit (180-200 words).

1. Heading

The first part of the OET writing transfer letter is the heading, where you have to add important details like:

• Recipient's Address: Here, you have to add the full name and address of the healthcare professional or the facility to which the patient is being transferred.
• Date: Next, in the heading, you have to add the date (you can write the date of the OET test). You can follow either the MM/DD/YY or the DD/MM/YY pattern.
• Salutation: You then have to write a formal greeting like "Dear [Recipient's Name]" or "Dear Dr. [Doctor's Last Name]"
• Reference Line: Lastly, write a reference line where you have to include the patient’s full name and date of birth. For example, Re: John Smith, DOB: 12/03/1975.

2. Introduction

The next part of the OET transfer letter is the introduction where you have to write that the patient is being transferred. In addition to this, you also have to mention the reason behind the patient’s transfer.

You first have to write where the patient is being transferred from and provide a summary in brief about what the patient’s main complaint or reason for admission was.

3. Body Paragraphs

Once you are done with the heading and the introduction in the transfer letter OET, then comes the main part, the body paragraphs. In these, you have to write about things like:

• Patient’s Background: In this, you have to include things like the past medical history of the patient, their medical history, social history, family history, and if he/she has any allergies.
• Current Condition: Next, write about the current condition and medical status of the patient. You have to write about things like their primary and secondary complaints, and recent changes or developments.
• Treatment and Care Plan: In the body paragraphs of the transfer letter in OET, you also have to write in detail about the kind of treatment the patient is receiving, including medications, investigations, and other relevant interventions.
• Ongoing Care: Finally, write about the kind of care the patient needs after the transfer and add instructions for monitoring and medication if there are any.

4. Conclusion

The last part of the transfer letter format OET is the conclusion, where you have to summarise all the key information about the patient and the transfer, and write a request for the action plan from the recipient.

You can also write a closing sentence like “Feel free to contact me if you need any additional information,” and then sign off with your job title and name.

Common Scenarios Requiring a Transfer Letter

There are a few common scenarios that require an OET transfer letter for nurses and other professions. Knowing about these common scenarios can help you score 350+ in the OET writing section.

In addition to this, you can also check out some OET writing samples to understand these common scenarios, which can also help you learn how to address the correct purpose, provide relevant information, and maintain a professional tone, ultimately leading to a higher band score.

Examples of common scenarios requiring a transfer letter include:

• Patient Relocation: The first scenario is patient relocation, where a patient is being moved to a new city or area and needs to transfer their ongoing care to a local clinic or hospital.
• Intra-Hospital Transfers: A common scenario in the OET transfer letter for nurses is intra-hospital transfers. This is used when the patient is being transferred from one department to another within the same facility.
• Transfer to Specialised Care: A transfer letter OET is also written when the patient requires specialised therapy or treatment that is not available at the current facility.
• Transfer to a Rehabilitation Centre: Lastly, a transfer letter is written when a patient needs specialised rehabilitation services after an acute injury or illness.

OET Transfer Letter Samples

As you can see OET transfer letter is an important document, but writing it can get a little difficult. This is mainly because there are several assessment criteria in OET writing which check your ability to pick relevant information from the case notes, your grammar, use of medical jargon, and much more.

To understand what goes in the transfer letter, you can check out our OET transfer letter sample for doctors and nurses below. These will not only help you understand how to write the letter, but this OET transfer letter sample will also help you learn how to pick up relevant information from the case notes.

OET Transfer Letter Sample for Nurses

Here is a sample that will help you understand how to write the patient’s details, reason for transfer, relevant medical history, and the discharge plan, including ongoing care requirements. Check out the OET transfer letter sample for nurses along with the case note:

Sample Transfer Letter for Nurses

Westside Community Health Clinic

27 Hill Street

Westside

15 September 2023

Dear [Name of the Recipient],

Re: Mr John Reynolds

DOB: 12 May 1948

I am writing to refer Mr John Reynolds, a 75-year-old gentleman who is getting relocated to Riverside to live with his son. He needs ongoing community-based support and requires monitoring for his health needs.

Mr Reynolds was diagnosed with type 2 diabetes in January 2021, and despite our initial advice on diet modification, weight management, and exercise, his blood sugar control has remained suboptimal. His HbA1c was 8.2% at diagnosis, and it has only improved to 7.9%. A major reason behind this is his inconsistent medication adherence and difficulty in maintaining a diabetic diet. Additionally, due to poor glycaemic control, he started insulin glargine therapy in December 2022. However, he has been feeling overwhelmed by injections, which have led to variable compliance.

In March 2023, Mr Reynolds was hospitalised with unstable angina and underwent angioplasty with stent placement. He is currently on aspirin, atorvastatin, lisinopril, and insulin, and has also been attending cardiac rehabilitation twice weekly, but he is still struggling with lifestyle changes and medication adherence.

His wife recently passed away, which has increased his anxiety and has also affected his self-care. His son will be assisting with medication management and dietary supervision and has been educated on his condition and treatment needs.

I would appreciate it if you could continue to monitor his blood sugar levels, medication adherence, cardiovascular health, and emotional well-being. Please contact me if you require further information.

Yours sincerely,

[Your Name]

Community Nurse

Westside Community Health Clinic

OET Transfer Letter Sample for Doctors

Above is an OET writing sample for nurses, now let’s take a look at a sample of transfer letters for doctors. While referral and discharge letters are more common, transfer letters are also a recognized and important type of OET writing task for doctors. Below is an OET transfer letter sample for doctors for your reference:

Sample Transfer Letter for Doctors

Central Medical Clinic

42 Park Avenue

Central City

15 June 2024

Dear [Name of the Recipient],

Re: Mrs Sarah Mitchell

DOB: 22 March 1965

I am writing to refer Mrs Sarah Mitchell, a 58-year-old woman, who is relocating to Riverside to live with her daughter. She needs ongoing medical care and follow-up from a specialist.

Mrs Mitchell has a history of hypertension, which was first diagnosed in 2015 and is currently well in control with the help of amlodipine. She also has mild asthma with infrequent symptoms, which is managed with a salbutamol inhaler when needed. Over the past three months, she has developed exertional breathlessness and chest discomfort.

As per recent investigations, we found mild cardiomegaly on chest X-ray and nonspecific T wave changes on ECG. Her blood tests showed a slightly elevated BNP, and spirometry demonstrated mild airflow obstruction. An echocardiogram is pending.

She was started on low-dose bisoprolol to manage her symptoms and has been advised to monitor her condition closely. A cardiology review has been arranged.

I would appreciate your assistance with ongoing monitoring of her cardiac and respiratory status, and further specialist assessment as needed. Please contact me if you require additional information.

Yours sincerely,

[Your Name]

General Practitioner

Central Medical Clinic

Common Mistakes to Avoid in OET Transfer Letters

While a transfer letter can get a little difficult to understand and write, with our OET letter sample above, you can make getting your desired OET score a little easier. In addition to the samples, there are also some common mistakes that you can avoid in OET transfer letter to get 350+ in OET writing:

1. Not Stating the Purpose Clearly: The first mistake you should avoid is not writing the purpose. Make sure that in the introduction of the letter, you write the reason for the transfer and the information the recipient needs to know.
2. Irrelevant Information: In the case notes of the OET writing transfer letter, you will get all kinds of information, and including irrelevant information can reduce your score. So, make sure that you learn how to select the important ones that you cannot miss adding to the transfer letter.
3. Incorrect Vocabulary and Grammatical Errors: Since OET is primarily an English proficiency test, making grammatical errors and using incorrect vocabulary can also affect your score. Try to pay close attention to grammar, including verb tenses and subject-verb agreement, and avoid using medical jargon.
4. Not Practicing: One of the most common mistakes made by test takers is not practising and solving enough OET transfer letter sample. When you practice, you become familiar with the format, required information, and common errors to avoid.

Conclusion

In conclusion, mastering the OET transfer letter is important for healthcare professionals to get 350+ in the OET writing sub-test. By understanding the structure, focusing on relevant patient information, and practising with real samples, like the ones we gave above for the OET Exam for nurses, you can improve your ability to communicate clearly and professionally.

Additionally, if you need the right guidance, you can connect with our experts at Gradding.com, who will help you practice and bring you one step closer to achieving your target OET score.

FAQs

1. What is a Transfer Letter in OET?

A transfer letter in the OET is a type of formal letter that is written by a healthcare professional (doctor or nurse) when a patient is being transferred from one facility or provider to another. This includes things like the patient’s current condition, relevant medical history, given treatment, and the reason behind the transfer.

2. How to Write a Letter to Request for a Transfer?

To write a letter to request for a transfer in OET, you can follow the steps below:

1. Start with writing the recipient’s name, title, address, and date.
2. Next, use a salutation like “Dear Dr. Smith.”
3. Write the purpose of the letter and mention that you are requesting a transfer of care.
4. In the body paragraph, write about all the important information like relevant medical history, diagnosis, current condition, and treatment.
5. Next, write about what is the reason for the transfer.
6. Talk about what the next course of action is or what the recipient needs to do.
7. End the letter with “Yours sincerely” and follow it with your name and designation.

3. What is the Difference Between a Referral and a Transfer Letter?

The main difference between a referral and a transfer letter is that a referral letter is written when referring a patient to another healthcare professional or specialist for opinion or treatment. On the other hand, a transfer letter is written when the full responsibility of the patient is being transferred to another provider or facility.

4. How to Write an OET Transfer Letter for Doctors?

To write an OET transfer letter for doctors you can follow the general structure below:

1. Opening paragraph: Here, you have to introduce the patient and the reason for the letter.
2. Body paragraphs: In this, include things like:

• Medical history and relevant background.
• Current diagnosis and treatment provided.
• Patient’s progress and current condition.
• Reason for transfer and any follow-up actions needed.

1. Closing paragraph: Politely request continued care and express appreciation.
2. Tone and style: Use formal, professional language, and make sure the content is relevant to the recipient's role.