OET Writing guide

OET letter format and layout template

A clear, conventional layout does two jobs in OET Writing: it earns marks under Organisation & Layout, and it makes your content easier for the assessor to follow. Here is the format that works for referral, discharge and transfer letters, part by part, with a full annotated skeleton you can practise with.

The OET letter structure at a glance

Almost every OET Writing task can be answered with the same eight building blocks. What changes from task to task is the content inside them, not the order.

Task instructions sometimes specify details such as the name to sign with or the format of the address. If the instructions say something different from this guide, follow the instructions.

1. Recipient block and date

Put the reader's details at the top left, each on its own line: title and name, role, organisation, street and town. Copy these exactly from the task, including spelling. Leave a blank line, then add the date from the task. Any clear, unambiguous date format is acceptable, for example 14 March 2026; writing the month in words avoids confusion between day-first and month-first conventions.

You do not need to write your own address. On the computer-based and paper tests alike, a tidy recipient block is enough.

2. Salutation: formal and semi-formal readers

Match the salutation to what you know about the reader.

• Named doctor: "Dear Dr Haddad,"
• Named nurse, physiotherapist, social worker or other professional: "Dear Ms Chen," or "Dear Mr Baptiste," (use "Ms" when you do not know a woman's marital title).
• Role known, name unknown: "Dear Community Nurse," or "Dear Occupational Therapist,"
• Neither known: "Dear Sir/Madam," (rare in OET tasks).

Some tasks ask you to write to a patient, a parent or a school teacher. The layout stays the same, but the register becomes semi-formal: still polite and complete sentences, with plain language instead of clinical terms. "Dear Mrs Alvarez," is still right; "Hi Maria," is not.

3. The Re: line

The subject line lets the reader identify the patient before reading a word of the letter. Keep it to one line with no full stop.

Re: Mr Tomasz Nowak, DOB 02/11/1958 – referral for cardiac rehabilitation

If the notes give age rather than date of birth, use "aged 67". A short reason is optional but helpful.

4. The opening paragraph: state the purpose

Two or three sentences maximum. Say who the patient is, the key context, and what you want the reader to do. Purpose is scored separately, so do not bury it in paragraph three. For more on how this is assessed, see the six OET Writing criteria explained.

• Weak: "I am writing regarding Mr Nowak, a 67-year-old retired bus driver who has a history of hypertension since 2009."
• Strong: "I am writing to refer Mr Nowak, who has recovered well from a myocardial infarction, for a supervised cardiac rehabilitation programme."

5. Body paragraphs: group by topic, not by date

Case notes are organised chronologically because that is how care happens. Your letter should be organised by what the reader needs. Most letters need two or three body paragraphs, typically:

1. Current situation: diagnosis, treatment given, progress, condition at discharge or at the time of writing.
2. Relevant background: only history, medications, allergies or social factors that affect the reader's care.
3. Risks or concerns: things the reader must watch for, such as poor adherence, living alone, or wound healing.

Order the paragraphs by priority for the reader. A community nurse visiting a patient at home needs the care plan and risks sooner than past surgical history. Leave a blank line between paragraphs and do not indent; block format is the clearest on screen.

6. Closing paragraph: the request

End with specific actions, not a general wish. Tell the reader exactly what you would like them to do, and add an offer of further information if space allows.

• Weak: "Please look after him. Thank you."
• Strong: "I would be grateful if you could assess his exercise tolerance and enrol him in a six-week programme. Please do not hesitate to contact me if you require further information."

7. Sign-off

"Yours sincerely," is the safe choice whenever the salutation uses a name. "Yours faithfully," pairs with "Dear Sir/Madam,". Below it, write your name and role. In OET tasks you usually sign as the role given, for example "Charge Nurse" or "Resident Medical Officer", sometimes with a name placeholder as instructed.

A full annotated OET letter template

Use this skeleton for practice. The notes in square brackets explain each part and are not part of the letter. The example below is invented: a physiotherapist writing to a GP.

Dr Aisha Rahman                     [reader's title and name]
General Practitioner                [role]
Northgate Medical Centre            [organisation]
22 Mill Lane                        [address from task]
Brookfield

14 March 2026                       [date from task]

Dear Dr Rahman,                     [formal salutation]

Re: Mrs Gloria Mensah, aged 72 – ongoing knee pain after replacement
                                    [patient + short reason]

I am writing to update you on Mrs Mensah, who has attended
outpatient physiotherapy following a left total knee replacement,
and to request a review of her pain management.
                                    [purpose in 1-2 sentences]

Over six sessions her knee flexion has improved from 70 to 95
degrees and she now walks with a single stick. However, she
reports night pain that limits her sleep and her ability to
complete home exercises.
                                    [current situation, summarised]

She is currently taking paracetamol only, as she stopped
ibuprofen because of indigestion. She lives alone, and her
daughter visits twice a week.
                                    [only background that matters]

I would be grateful if you could review her analgesia so that
she can continue her rehabilitation. I will reassess her in two
weeks and can send a progress report if required.
                                    [specific request + follow-up]

Yours sincerely,

Physiotherapist                     [sign-off with role]

Notice that the body is roughly 110 words. A real exam letter covers more of the case notes and usually lands nearer 180–200 words; see our OET word count guide for how to hit that range.

Adapting the format to different letter types

• Referral: the request is the heart of the letter; make it clear in the opening and specific in the close. See the OET referral letter sample.
• Discharge: focus on condition at discharge, medication changes and the home care plan.
• Transfer: emphasise current status and immediate care needs on arrival.
• Letter to a patient or carer: same layout, plain language, short sentences, and clear next steps.

Quick layout checklist before you submit

• Reader's name and address copied exactly?
• Date from the task, not from the notes?
• Re: line includes the patient's name?
• Purpose stated in the first paragraph?
• Paragraphs grouped by topic with blank lines between them?
• Closing paragraph lists what the reader should do?
• "Yours sincerely," matched with a named salutation?