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Doctor Appointment Letter

The doctor appointment letter is sent by a physician or the physician’s representative to remind a patient of an upcoming appointment. The letter helps prevent missed appointments and presents an opportunity to provide the patient with other relevant information.

Content and Format:

The content of the appointment letter may vary depending on the exact purpose of the doctor visit. The doctor appointment letter format generally begins with a welcome or a statement of purpose, followed by information regarding the upcoming appointment and includes any specific instructions for the appointment.


This doctor appointment letter sample serves multiple purposes. It welcomes a new family of patients, provides information, requests information, and serves as a reminder for a set appointment. The address of the doctor’s office is given at the top of the letter and additional contact information is provided in the body of the letter.

Dear Mrs. Payne,

We would like to take this opportunity to welcome you and your family as new patients of Dr. Ruth Martin. Dr. Martin has been practicing family medicine for 18 years and is a highly valued member of our medical staff. You may learn more about Dr. Martin by visiting our website at We invite you to call us with any questions you may have regarding your scheduled visit or our staff.

This letter is to remind you of the appointment you scheduled with Dr. Martin for your children on June 10, 2013, at 2:30 pm. We have the following children scheduled for a physical and wellness exam: George Payne, age 12, Liza Payne, age 8, and Jeffery Payne, age 5. We are enclosing a medical questionnaire for each child. Please fill out the forms completely and bring them with you to your appointment. We ask that you fill out the medical release of information forms for each child as well so that we may obtain their medical records from their previous doctor.

In addition to the above, you will need to bring the shot records for each child, any documentation you have that relates to health concerns, your insurance card, and your driver’s license. We would like you to arrive at our office 15 minutes prior to your scheduled appointments. This will give us the time needed to go over our offices policies, collect the paperwork, and to make copies of your insurance card and driver’s license. Please note that payment is due on the date medical services are rendered.

At Family Practice Associates, we are highly dedicated to our patients. Thank you for choosing Dr. Martin as your family’s new physician. Please feel free to contact a member of our staff if you have any questions or concerns prior to your scheduled appointment. You may send an email to [email] or you may call us at (555)-555-5555. Again, welcome to our practice.


Jennifer Stream

Jennifer Stream

Office Manager

Family Practice Associates


Medical History Questionnaires

Medical Release of Information Forms