How to Write a Strong OET Referral Letter for Nurses: Format, Tips, and Practice

How to Write a Strong OET Referral Letter for Nurses: Format, Tips, and Practice

Introduction

For nurses preparing for the Occupational English Test (OET), the Writing sub-test can be one of the most challenging parts—especially when it comes to crafting a well-structured referral letter. Unlike IELTS, which requires essays on abstract topics, OET Writing is designed to reflect real-life communication in a clinical setting. This is good news for nurses—but it also means you need to master the specific tone, structure, and medical accuracy expected in professional nursing correspondence.

In the OET Writing task for nurses, you are typically asked to write a letter to another healthcare professional, using case notes provided during the test. Your job is to select relevant information, organize it logically, and present it clearly—while demonstrating empathy, clinical awareness, and precision in English.

But how exactly do you turn a set of clinical notes into a high-scoring letter? What’s the ideal structure? How do you avoid including irrelevant details or sounding too informal? These are common questions among first-time OET candidates.

In this article, we’ll walk you through everything you need to know about writing an effective OET referral letter as a nurse—including the expected format, common mistakes, sample phrases, and practical ways to practice. Whether you’re just starting your OET journey or trying to boost your Writing score, this guide will help you write with clarity, confidence, and clinical professionalism.

1. What Is a Referral Letter in OET Nursing?

In the OET Writing sub-test for nurses, the most common task is to write a referral letter. This is a professional letter that transfers responsibility for a patient’s care to another healthcare provider, such as a specialist, hospital, physiotherapist, or social worker. The goal is to clearly communicate the patient’s current condition, relevant medical history, and any actions required by the receiving professional.

Unlike creative or academic writing, a referral letter in OET is all about clarity, professionalism, and purpose. You are expected to:

• Select only the most relevant details from the provided case notes

• Use a formal but clinical tone suitable for medical communication

• Structure your letter logically: starting with the purpose, followed by background, current situation, and request

For nurses, this mirrors real-world practice—referral letters are a routine part of patient handovers and interdisciplinary coordination. That’s why the test evaluates not just your English ability, but also your capacity to prioritize information, maintain professional tone, and respect patient confidentiality.

A typical OET referral letter for nurses might ask you to refer a patient with:

• Post-operative care needs

• Mental health concerns

• Rehabilitation after stroke

• Home nursing services for chronic illness

Understanding the context and target reader of the letter is essential. You’re not just writing about the patient—you’re writing to another healthcare professional who needs actionable information.

In the next section, we’ll break down the standard structure of a high-scoring referral letter and what each paragraph should include.

✍️ 2. How to Structure an OET Referral Letter for Nurses

A high-scoring OET referral letter is not just about using correct grammar—it’s about organizing your ideas in a clear, logical, and professional way. The reader (usually another healthcare provider) must immediately understand the reason for referral, the patient’s condition, and what action is expected.

Here is a recommended 4-paragraph structure commonly used in OET Nursing letters:

1. Introduction – Purpose of the Letter

State why you are writing, who the patient is, and what you want the recipient to do.

Example:
I am writing to refer Mr. John Smith, a 68-year-old patient who requires continued home nursing care following his recent hospital discharge after surgery.

✔ Keep it concise and direct. Mention the patient’s name, age, and key issue.

2. Background Information

Summarize the patient’s medical history, reason for admission, and relevant details that help the recipient understand the situation.

Include:

• Admission date

• Diagnosis

• Past medical history (only what’s relevant)

• Social context (e.g., lives alone, mobility issues)

3. Current Condition and Progress

Describe the patient’s current health status, treatment received, medications, and any progress or complications.

Tip: Use clinical language but avoid jargon. Focus on what the receiving provider needs to know.

4. Request / Action Needed

Clearly state what you are requesting—ongoing care, assessment, therapy, or monitoring—and thank the recipient.

Example:
Your support in providing daily wound care and monitoring of his recovery would be greatly appreciated.

By following this structure, you show the examiner that you can communicate clearly and professionally—a core skill for any nurse working in an English-speaking healthcare system.

In the next section, we’ll explore the type of language and tone that examiners expect from candidates aiming for a Grade B or higher.

3. What Language and Tone Should You Use in a Referral Letter?

In the OET Writing sub-test, your referral letter is expected to demonstrate professional, clinical, and respectful communication. The tone should be formal, yet compassionate, and the language must be clear, concise, and medically appropriate.

You are writing to another healthcare professional—so the goal is not to impress with complex vocabulary, but to convey relevant patient information accurately and efficiently.

✅ Use Formal and Objective Language

Avoid casual or emotional expressions, and use terminology that is standard in clinical settings.

Instead of: The patient is doing great so far.
Say: The patient is recovering well post-operatively.

Instead of: He’s not taking his meds properly.
Say: He has demonstrated poor adherence to the prescribed medication regimen.

✅ Be Clear and Specific

Write in complete sentences and use precise medical vocabulary. Avoid vague terms like “bad,” “fine,” or “okay.” Use measurable data when available:

Example:
Her blood pressure has remained stable at 118/76 mmHg over the past three days.

✅ Use Passive Voice Appropriately

Passive structures are common in clinical writing, especially when the actor is less important than the action:

Example:
The wound was cleaned and redressed daily during admission.

Use it selectively to maintain a professional tone.

✅ Maintain Patient Confidentiality and Respect

Avoid sharing unnecessary personal details. Use “Mr./Ms.” followed by the patient’s surname, and refer to them respectfully throughout.

By using formal, professional language with clinical precision, you demonstrate that you’re not only proficient in English, but also ready to function as a competent and responsible nurse in an international healthcare environment.

In the next section, we’ll look at common mistakes that OET candidates should avoid in their referral letters.

⚠️ 4. Common Mistakes Nurses Make in OET Writing

Even experienced nurses can struggle with the OET Writing task if they’re unfamiliar with the expectations of clinical English writing. Knowing what to avoid is just as important as knowing what to include. Here are some of the most common mistakes that lead to lost marks—and how to fix them.

❌ Including Irrelevant Information

Many candidates try to include every detail from the case notes. But in OET, selecting the most relevant information is part of what you’re being tested on.

Example:
Mentioning a patient’s childhood surgery from 30 years ago—when it has no impact on the current referral—is unnecessary.

✅ Tip: Ask yourself: Would the receiving healthcare professional need this information to continue care?

❌ Using Informal or Non-Clinical Language

Casual expressions and slang reduce the professionalism of your letter.

Instead of: She’s feeling kind of dizzy sometimes.
Say: She reports experiencing intermittent episodes of dizziness.

❌ Poor Organization and Flow

Disorganized letters confuse the reader. Jumping between past history, current complaints, and discharge instructions without structure can result in a lower score.

✅ Tip: Follow the standard referral letter format:
Introduction → Background → Current Status → Request

❌ Copying Case Notes Directly (Without Rephrasing)

Verbatim repetition of case notes shows a lack of language processing ability.

✅ Tip: Paraphrase appropriately. For example, change “severe pain in left leg” to “reports intense pain localized to the left leg.”

❌ Ignoring the Reader

Writing as if you’re talking to the patient instead of another professional is a common misstep.

✅ Tip: Keep your audience in mind. You’re informing a colleague, not educating the patient.

By being aware of these pitfalls, you’ll be better prepared to produce a referral letter that is organized, relevant, and professionally written—key qualities for success in the OET.

️ 5. Useful Phrases and Expressions for Referral Letters

Using clear, precise, and professional phrases is essential for writing a successful OET referral letter. Examiners look for your ability to convey medical information naturally and appropriately—not just your grammar or vocabulary range.

Here is a categorized list of useful phrases and expressions that nurses can use in their OET Writing task, along with explanations for each.

Opening the Letter – Purpose

• I am writing to refer [patient’s full name], a [age]-year-old patient who…

• This letter concerns [Mr./Ms. Surname], who was admitted with…

• I am requesting your assessment of…

These opening lines set a professional tone and immediately clarify the purpose of the letter.

Describing Medical History and Background

• He has a history of [condition].

• She was diagnosed with [condition] in [year].

• Relevant past medical history includes…

• She is currently taking [medication] for [condition].

Use these to summarize background without excessive detail.

Describing the Current Situation

• At present, he is experiencing…

• She has shown signs of improvement in…

• Her vital signs remain stable.

• Wound healing is progressing as expected.

Be factual, objective, and concise when reporting current status.

‍⚕️ Requesting Further Care or Follow-up

• I would appreciate your ongoing care regarding…

• Please arrange for [type of care] upon discharge.

• Kindly monitor [symptom/issue] and adjust treatment as necessary.

• Your support in managing her post-operative recovery is requested.

This is where you clearly state what action you expect from the recipient.

Closing the Letter

• Thank you for your attention to this matter.

• Please do not hesitate to contact me if you require further information.

• I appreciate your continued support in this patient’s care.

Polished closings leave a professional impression and encourage collaboration.

By using these phrases appropriately and adapting them to the given case notes, you can present yourself as a clear, confident communicator—which is exactly what OET Writing is meant to assess.

✍️ 6. How to Practice Referral Letters Effectively

Writing a high-scoring OET referral letter takes more than just memorizing the format—it requires consistent practice, feedback, and reflection. Here are some effective ways nurses can build their writing skills and improve their performance over time.

1. Use Official Practice Materials

Start with sample case notes from official OET practice books or reputable online sources. Follow the test instructions strictly:

• 5 minutes reading time (no writing)

• 40 minutes writing time

• Stick to the 180–200 word limit

The more you simulate the test conditions, the more confident you’ll become.

2. Analyze Model Letters

Compare your letters to Band B or higher model answers. Focus on:

• How information is selected and organized

• Sentence variety and clinical vocabulary

• Transitions and tone

Ask yourself: What did this writer do better than me?

‍ 3. Get Constructive Feedback

Ask a teacher or tutor to review your letter and provide corrections on:

• Grammar and sentence structure

• Information relevance

• Clarity and flow

• Tone and formality

Even just 2–3 feedback cycles can significantly improve your writing.

4. Use ChatGPT as a Writing Coach (with Caution)

AI tools like ChatGPT can be helpful for:

• Generating sample letters

• Practicing rephrasing or paraphrasing

• Simulating a grader’s feedback (“Please assess my letter based on OET criteria”)

Important: Always double-check clinical accuracy—AI is a great language tool, but not a medical expert.

️ 5. Practice Regularly with Variation

Try writing about different patient types and conditions:

• Post-operative recovery

• Mental health referrals

• Elderly care coordination

• Home nursing services

This builds your flexibility and confidence, no matter what scenario appears on test day.

With focused, consistent practice—and the right tools—you’ll be able to write referral letters that are clear, relevant, and test-ready. And more importantly, you’ll build skills that directly carry over into your real-world nursing career.

️ 7. Conclusion: Writing with Purpose and Professionalism

Mastering the OET referral letter is not just about passing a test—it’s about learning to communicate effectively as a nurse in an English-speaking healthcare environment. Every line you write should serve a clear purpose: to inform, request, and collaborate—just as you would in real clinical practice.

As we’ve seen, writing a strong referral letter requires more than good grammar. You need to:

• Understand the structure and logic of professional communication

• Select only the most relevant patient details

• Use formal, clinical language with clarity and respect

• Write with your reader—the receiving healthcare provider—in mind

These are not only test-taking strategies, but real-world nursing competencies.

Remember: OET isn’t trying to trick you—it’s assessing whether you can share patient information accurately, appropriately, and professionally. And the good news is, as a nurse, you already do this in your native language. The goal now is to transfer those skills into English.

With regular practice, targeted feedback, and the use of tools like ChatGPT or 1-on-1 coaching at schools like 3D ACADEMY in Cebu, Philippines, you can gain the confidence to write clearly and competently under pressure.

Whether you’re just starting your OET journey or preparing for your second attempt, stay focused on your goal—not just passing the test, but becoming a globally-ready, communication-savvy nurse.

Your words can help patients get the care they need. Write with clarity. Write with purpose. Write like a nurse.

OET For Nurses