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Assignment: Professional Correspondence Skills
NAME: _______________________________ DATE: ________________
An important attribute for all professionals is the ability to communicate appropriately, both verbally and in 
writing. For this assignment, create a properly formatted, block style (all lines begin at the left margin), 
business letter to a patient who called and left a message requesting copies of their medical records sent to 
them at their new address. They want these records mailed to them as a priority, and want to receive them 
within 48 hours for an upcoming appointment. The patient has not been seen at your facility for two years. 
You returned the patient’s call and informed them of the office policy on release of medical records. You 
want to document what you told the patient over the phone by sending them a letter stating the specific 
details of the conversation. The content of the letter should address the following:
 The office policy on release of records, including the need for the patient to complete and sign an 
authorization to release records and pay the required fee and compliance with HIPAA;
ï‚· The information that the patient’s record might be stored off-site since your facility two years ago 
was an all paper record facility;
ï‚· The time element of 48 hours cannot be met due to the above information;
ï‚· Include a time frame of when copies of records can either be mailed to the patient or picked up;
ï‚· Include your contact information, including an email address.
Assignment Specifications:
Your letter must contain, in this order:
Sender’s Name and Address – 5 to 6 lines from the top; You are the sender. Use your real name, but, not 
your real address, and include the practice name.
Date – written out completely, month, day, year – 2 lines below the last line of the sender’s address;
Name and Address of the recipient (Inside address) – it must contain the complete addressee 
information; two lines below the date;
Salutation – two lines below the end of the address – this would depend on who the letter is being sent to. 
If it is a company, you may choose to use, To Whom It May Concern, although many view this now as an 
outdated form to use. Your instructor will give you more specific information in this area before you begin 
the letter. If, however, it is to an individual, please be sure to use an appropriate form in addressing that 
individual. If an instructor, you should use either their title, i.e, Professor, Director, etc, or you can use Ms. 
or Mr. followed by their credentials, i.e., MD, RHIA, RHIT, Ph.D., JD, etc.
Body of letter – begin at the left margin as with all of the preceding information, two lines below the 
salutation. 
Paragraph 1: State purpose of the letter;
Paragraph 2: Discuss specific information related to why you are writing the letter;
Closing: this can include your contact information and something to the effect that you are looking 
forward to hearing from the recipient of the letter.
Sincerely – typed two lines from the last sentence of the closing paragraph.

 

 

AH1009
Revised, Fall, 2021 
Typed signature – four lines below sincerely – leaving enough space for the sender to sign their name 
once the letter is completed.
This assignment is to be completed and submitted for grading after the initial submission of a draft by 
uploading to the portal in our course on Canvas.

 

 

SCIENCE
HEALTH SCIENCE
NURSING
AH 1003

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