Diagnosis Letter Template with Examples

Diagnosis Letter Template

This diagnosis letter template is designed to help you quickly create clear, accurate medical diagnosis letters for external communication. When used in Heidi, this sample letter of diagnosis template leverages artificial intelligence (AI) to streamline clinical documentation by:

• Reducing charting workload by using voice input to automatically generate diagnosis letters for scenarios such as medical leave, disability claims, or specialist referrals
• Offering flexible customization for specialists (e.g. psychiatrists, orthopedic surgeons, oncologists) when documenting workplace accommodations, school support letters, or specialist referrals.
• Integrating directly with Electronic Health Records (EHRs), ensuring compliance with privacy regulations and simplifying secure document sharing.

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What is a Diagnosis Letter? 

A diagnosis letter is a formal document prepared by licensed healthcare specialists to officially confirm a patient’s medical condition based on examinations, diagnostic tests, and the clinician’s professional judgment.

Also known as a letter of diagnosis from doctors, it outlines a comprehensive summary of the diagnosis, or provisional findings if a final diagnosis is not yet possible, and recommended treatments to serve as a reference for future treatment.

Diagnosis letters are also often provided to external parties such as employers, insurance companies, educational institutions, or legal representatives to support medical leave requests, disability claims, academic accommodations, or legal proceedings related to a patient's health condition.

In this article, we’ll cover the implications of missing diagnosis documentation, general guidance on medical diagnosis letters across different countries, and key components to include in a diagnosis letter with samples. You will also have access to customizable diagnosis letter templates for various medical specialties.

The Impact of Incomplete Diagnosis Letters

Accurate and thorough documentation of medical diagnoses is essential for safeguarding patient safety and minimizing legal and professional risks. When healthcare providers fail to properly record diagnostic information, the consequences can be severe, leading to compromised patient outcomes and heightened exposure to medical negligence claims.

In fact, a recent analysis found that 20% of over 65,000 medical malpractice cases closed between 2014 and 2023 involved at least one significant documentation failure, underscoring how frequently poor documentation contributes directly to malpractice risks.

With that, let’s take a look at major examples of how absent or missing diagnosis documentation has impacted the healthcare industry:

Financial Consequences

In the UK, the National Health Service (NHS) paid a record £40.3 million in compensation for failing to diagnose patients' cancers, with each plaintiff receiving an average of £130,000. Over four years, there were 1,125 payouts totaling £135 million, highlighting the financial impact of diagnostic failures.

Harm in Care Transition

Poor documentation during patient handoffs leads to errors. In a recent study, up to 80% of serious medical errors involve miscommunication during transitions between providers, often due to missing or incomplete diagnosis information.

A patient discharged with an undocumented preliminary diagnosis of sepsis may fail to receive timely follow-up, increasing morbidity.

Weakening Legal Defense Due to Missing Documentation

Absence or incomplete diagnosis documentation can also severely undermine a provider's defense in malpractice litigation, as courts may interpret it as negligence or an attempt to conceal information.

Link Between Documentation Failures and Severe Outcomes

Diagnostic errors, often tied to documentation failures, represent approximately 26.6% of all malpractice claims in the U.S., with 39% of these cases resulting in patient death, typically involving delayed or missed diagnoses. 

Given the serious risks associated with missing or incomplete diagnosis documentation, creating accurate and properly structured diagnosis letters is critical. The following section discusses key guidance and specific regulations that clinicians from different countries should follow to ensure their diagnosis letters meet professional, legal, and patient care standards.

General Guidance on Medical Diagnosis Letters

While the core purpose of diagnosis letters is consistent worldwide, the specific requirements for what must be included and how the information should be handled can vary across different countries.

Diagnosis Letters in the United States

According to the HIPAA Privacy Rule from the Health Insurance Portability and Accountability Act (HIPAA) of the U.S., healthcare providers must ensure confidentiality, disclosing only the minimum necessary information (U.S. Office of Personnel Management).

Additionally, documentation supporting the medical necessity of diagnosis and treatment must comply with the Centers for Medicare & Medicaid Services (CMS) guidelines.

Key Requirements for Diagnosis Letters in the US:

• Patient Identification: Full name, date of birth, and contact information.
• Diagnosis Details: Clear and specific medical diagnosis with supporting clinical findings.
• Medical Necessity: Explanation of why the diagnosis and recommended treatments are medically necessary.
• Provider Information: Name, credentials, signature, and contact details of the healthcare provider.

Diagnosis Letters in Canada

According to guidance from the Canadian Medical Protective Association (CMPA), Canadian physicians must obtain patient consent before sharing diagnosis details with third parties and ensure all statements are factual, accurate, and based strictly on patient records. 

Key Requirements for Diagnosis Letters in Canada: 

• Patient Consent: Written consent from the patient before disclosing medical information to third parties.
• Objective Information: Diagnosis letters should include factual information within the physician's expertise and be based on the patient's medical record.
• Timeliness: Reports should be provided within a reasonable time frame, typically within 30 business days.

Diagnosis Letters in the United Kingdom

Under the General Medical Council (GMC) guidelines on Good Medical Practice,  GPs or specialists in the UK must produce diagnosis letters and medical reports that are truthful, clear, and not misleading. Patients have the right to review and request corrections under the Access to Medical Reports Act 1988 . 

Key Requirements for Diagnosis Letters in the UK: 

• Accuracy and Honesty: Doctors must ensure that reports are accurate and not misleading.
• Patient Access: Patients have the right to access their medical reports and request amendments if necessary.
• Confidentiality: Only relevant information should be disclosed, maintaining patient confidentiality.

Diagnosis Letters in Australia

According to the Fair Work Act 2009 and guidelines from the Australian Medical Association (AMA), diagnosis letters should clearly document the nature of illness, date of examination, practitioner's details, and recommended accommodations. Employers may require sufficient evidence demonstrating genuine entitlement to leave.

Key Requirements for Diagnosis Letters in Australia: 

• Certification Details: Medical certificates should be based on a proper clinical assessment and include the practitioner's details, date of examination, and period of incapacity.
• Legal Requirements: Employers can request evidence that would satisfy a reasonable person that the employee was genuinely entitled to sick or carer's leave.

Diagnosis Letters in New Zealand

According to the Medical Council of New Zealand (MCNZ), doctors providing medical diagnosis letters must adhere to standards of professionalism, accuracy, and patient confidentiality. MCNZ emphasizes that all medical certificates should clearly reflect objective clinical findings and accurately represent the patient's medical condition, impact on functioning, and relevant recommendations.

Key Requirements for Diagnosis Letters in New Zealand:

• Patient Identification and Examination Details: Full patient name, date of birth, and date of examination (clearly state if backdated).
• Clinical Diagnosis and Findings: Clearly state diagnosis, supported by objective clinical observations. Differentiate between patient-reported symptoms and clinical findings.
• Doctor’s Identification and Consent: Include doctor's full name, qualifications, contact details, and signature. Ensure patient consent before disclosing medical details, complying with the Health Information Privacy Code.
• Accuracy and Confidentiality: Diagnosis letters must be accurate, timely, objective, and maintain patient confidentiality.

How to Write a Diagnosis Letter with Examples

Now that we’ve covered the specific guidelines for different countries, let’s walk through the core steps and components of a diagnosis letter that every effective clinician can follow. 

1. Clearly Identify Your Patient

Clearly identify your patient at the outset ensures accuracy and clarity, minimizing confusion or miscommunication. Always include the patient's full name, date of birth (DOB), and the exact date of the examination or assessment. 

"This letter confirms that Alex Harper (Date of Birth: 15 May 1988) was examined at our facility on April 18, 2025."

2. Provide Your Professional Credentials

Establish your credentials and provide your direct contact details not only verifies your authority as a medical professional but also facilitates any necessary follow-up by recipients. Clearly state your name, medical qualifications, license or registration number, and practice or hospital details. 

"This evaluation was performed by Dr. Priya Sharma, MBBS, MRCGP, General Practitioner (License No: UK987654321), at Brighton Medical Centre, 123 King's Road, Brighton, BN1 2XY. Contact: (01273) 123456 | drsharma@brightonmed.co.uk."

3. Clearly State and Support the Clinical Diagnosis

Explicitly state  the diagnosis and support  it with clinical findings or evidence ensures your letter is credible, professional, and reliable. Briefly describe objective observations, test results, or assessments that confirm your diagnosis, clearly distinguishing these from subjective patient reports. 

"After clinical evaluation and diagnostic imaging (MRI conducted on April 7, 2025), Emma Davis has been diagnosed with Cervical Radiculopathy, presenting with nerve compression at C5-C6 vertebrae."

4. Describe How the Condition Impacts Daily Life or Work

Clearly articulate how the patient's diagnosis impacts daily or occupational functioning helps third parties (like employers or insurance providers) understand the necessity for specific accommodations or support. Be precise in detailing functional limitations or challenges. 

"Emma experiences significant neck and arm pain, numbness, and decreased strength, severely impacting her ability to maintain prolonged typing or desk-based tasks, directly affecting her productivity and comfort at work."

5. Outline Recommended Accommodations or Treatments

Explicit recommendations for accommodations or treatments are critical for actionable guidance, directly supporting the patient's needs. Clearly outline practical adjustments, workplace modifications, or suggested medical treatments. Indicate the timeframe for reassessment or the duration these accommodations should remain in place. 

"To manage Emma’s symptoms effectively, I recommend ergonomic adjustments at her workstation, frequent breaks (at least 5 minutes every hour), and workload modifications allowing reduced typing duties. These accommodations are suggested for a three-month period, with a reassessment scheduled by April 18, 2025."

6. Affirm Patient Consent and Confidentiality

Highlight that you've obtained patient consent demonstrates compliance with privacy regulations such as HIPAA (US), PHIPA (Canada), GDPR/Medical Reports Act (UK), Privacy Act (Australia), and the Health Information Privacy Code (NZ). Clearly state consent and commitment to confidentiality, as in the following example:

"This diagnosis letter has been provided with Emma’s explicit consent and aligns fully with current privacy and confidentiality requirements."

7. Conclude with Clear Contact Information and Availability

End the letter by reiterating your availability for further clarification fosters open communication and supports the patient's case efficiently. Provide your preferred contact methods clearly and directly, as demonstrated below:

"If you have any additional questions or require further clarification, please do not hesitate to contact me directly."

"Sincerely,
Dr. Priya Sharma, MBBS, MRCGP
General Practitioner, Brighton Medical Centre"

Diagnosis Letter Template Example

Easily write compliant diagnosis letters with Heidi

Here’s how Heidi can simplify and enhance your diagnosis letter workflow in three seamless steps:

• Transcribe – Heidi listens in real-time, transcribing essential clinical findings and recommendations as you discuss them with your patient, ensuring all critical details are captured accurately.
• Transform – It organizes this information into a professional, compliant format, categorizing patient details, clinical findings, functional limitations, and recommendations clearly.
• Customize – Quickly personalize the letter to suit your clinical context, whether it's for workplace accommodations or referral summaries, with just a few clicks.

Dr. Chris Bojrab of Indiana Health Group shared how Heidi seamlessly integrates into their workflow: “I put the patient's name in, go to my EMR, and the letter is ready to go. I copy it, refine it, and start my appointment.”

With Heidi’s efficiency, Dr. Bojrab improved documentation speed and accuracy without disrupting their routine. Additionally, Heidi ensures full compliance with privacy standards, including HIPAA, GDPR, and PHIPA, maintaining secure and reliable documentation.

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Free Diagnosis Letter Templates

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FAQs About Diagnosis Letters 

How is a diagnosis letter different from a medical certificate?

A diagnosis letter offers detailed clinical information, including diagnosis, symptoms, and recommended treatments, typically for referrals or insurance purposes. In contrast, a medical certificate briefly confirms illness or incapacity dates without providing extensive clinical details, mainly for leave validation or administrative documentation.

How do I ensure the confidentiality of information in a diagnosis letter?

To maintain confidentiality when creating diagnosis letters in Heidi, always use secure logins and avoid sharing your credentials. Include only essential patient information, and share diagnosis letters through encrypted channels like secure email or patient portals. Regularly review and update access permissions to protect sensitive templates.

Can I create my own diagnosis letter template?

Yes! Heidi makes it easy to create custom diagnosis letter templates in just a few steps. Simply log in, go to the Templates library, and click "Create template." You can start from scratch, convert an existing note, or use Ask Heidi to generate a template based on your needs. Once saved, select your template during appointments, have it auto-populated with data from the recorded session, and make quick edits before finalizing the letter. For a visual guide, read our help center article.