When writing a letter to request medical records from a hospital, it's essential to provide clear details such as the patient's name, patient ID, date of admission, and the reason for requesting the records. Ensure that you enclose any necessary documents, such as proof of payment or identification, to facilitate the process. Maintain a respectful and polite tone throughout the letter.

Table of Contents:

Application for Issuance of Medical Record of Patient - Request Letter for Medical Records from Hospital

The Manager – Medical Record Department (MRD),
___________ Hospital (Hospital Name),
___________ (Address)

Subject: Application for Issuance of Medical Record of Patient _______ (Patient Name), Patient ID – ________

Respected Sir/Madam,

This is to inform you that I ________ (Patient Name) got admitted in your hospital on _______ (dated) having patient ID ________ (Patient ID).

I am writing this letter in order to request you to issue medical records pertaining to his hospitalization as I have to _______ (the reason for issuance of medical records – medi claim insurance/ personal reasons/ any other reason).

All the dues related to his/her hospitalization have already been paid. The copy of the payment is enclosed for your reference.

I request you to kindly issue the medical records at the earliest.

Yours truly,
_______ (Signature)
_______ (Your Name)
_______ (Contact Number)


• Copy of Bill
• ID/Address Proof (If applicable)
• _______ (Any Other Supporting Document – if applicable)

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  1. What should I include in the subject line of the letter to the hospital for requesting medical records?
    • Include the patient's name and patient ID, along with a brief mention of the purpose, such as "Application for Issuance of Medical Record of Patient [Patient Name], Patient ID - [Patient ID]."
  2. Is it necessary to enclose any documents with the letter?
    • Yes, it's advisable to enclose documents such as a copy of the bill, ID/address proof, and any other supporting documents relevant to the request.
  3. How should I address the recipient of the letter?
    • Address the recipient respectfully as "Respected Sir/Madam" or "Dear Sir/Madam" followed by their designation, such as "Manager - Medical Record Department (MRD)."
  4. What details should I mention about the patient in the letter?
    • Provide essential details such as the patient's name, patient ID, and dates of admission and discharge to facilitate the retrieval of the medical records.
  5. What tone should I use in the letter?
    • Maintain a polite and formal tone throughout the letter, expressing gratitude for their assistance and cooperation.

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