Insurance Forms and Private Letters

Patient Guide – Private Letter Requests

 

What is a private letter?

Patients request letters from their GP for several reasons, and our doctors are frequently asked to provide private or ‘To Whom it May Concern’ letters or reports for third parties.

Private medical letters are not covered by the NHS, so GP practices charge for the time and work needed to prepare them. This guide explains what to expect, how to request a letter, and what GPs can and cannot provide.

 

Why do GPs charge for private letters?

Private letters fall outside the NHS contract, so GPs must complete them in their own time. This means practices must charge to cover the cost of the work involved.

The NHS pays for your medical care, but not for administrative tasks such as insurance forms, travel letters, or general “To Whom It May Concern” letters.

The doctor reserves the right to refuse to write a private letter that is not covered by the NHS. The content of any letter must be factual, supported by the medical records and if an opinion is requested this must be stated as such and within the competency of the author.

 

How much do private letters cost?

The minimum charge is £50, depending on the type of letter. More complicated letters or reports may attract a higher fee.

Insurers may pay for GP reports needed for insurance applications to be completed. In this case, we will invoice your insurer. However, they may not pay for forms required for private referrals to be completed. Please check your insurer’s policy prior to making your request.

You will be contacted about the fee before the GP begins the work.

 

How long will it take?

Private letters must not take priority over NHS work, so you may need to wait for your request to be completed. We aim to complete them within 6 weeks, however this can be longer depending on clinical demands on the practice. We therefore recommend you submit your request well in advance of any deadlines, wherever possible.

If delays occur (e.g. GP holidays or larger pieces of work), the practice will let you know.

 

Content

We will not accept requests for exact wording. The GP will write what they are able to based on what is clinically appropriate and supported by your medical record.  The GP has the right to refuse your request or provide alternative wording if they feel it is necessary.

We encourage you to check the content of the letter before you send it on to any third parties.

Your letter should be checked to ensure that the content is factually correct and does not contain any information that you do not wish to be shared with a third party or references that may compromise the confidentiality of other people. The content of the letter will only be amended if these issues are clearly identified.

GPs must ensure all information is:

• Factual and accurate
• Supported by your medical record
• Within the GP’s professional competence

GPs cannot write letters containing exact wording requested by patients, nor can they include information not supported by your records.

 

Examples of requests GPs cannot fulfil:

• Letters claiming fitness for extreme sports (e.g., skydiving, marathons)
• Letters requiring the GP to verify non-medical facts
• Letters stating something that is not supported by your medical record
• Court Attendance: We do not provide opinions on suitability for court attendance

Examples of requests GPs can fulfil:

• Statements of fact e.g. confirmation of diagnoses and medication
• Insurance application and claim reports
• Travel cancellation forms
• HGV/taxi medical examinations and forms
• Firearm/shotgun forms

 

Payment and Process

1. Submit your request to the practice using the contact us online form > “I have an admin or routine care request” > Doctor’s letter, including as much detail as possible and attaching any relevant forms/further information.
2. Subject to review, the practice will confirm whether we are able to complete your request, inform you of the fee payable, and ask you to confirm you are happy to proceed with the request.
3. Work will begin on the request only once payment is received. Payment may be made by cash or card at reception, or via bank transfer
4. You will be contacted when the letter is ready, or if we require any further information to complete your request.

 

Tips for Patients

• Be clear about why you need the letter
• Provide a sample of what information you would like recorded in the letter
• Request it well in advance of any deadlines.
• Check the letter content when you receive it to ensure it is factually correct and does not include information you do not want shared