Steps to Write a Medical Release Letter
The first step is identification of the situation that presents a need for writing a medical release letter. Generally, this document is required to be furnished on a request of an educational or daycare institute that your ward attends. There are many situations where you might be unreachable when your kid needs medical attention. This document merely enables the nearest authorized person to look into the matter. Some other situations where a medical release letter may be required are:
- Kids going for camping, or an overseas trip organized by a school or college
- Kids staying with grandparents or babysitter, when parent/s or guardian/s are out of town
- School sports team, which your ward is a member of, visiting another institute for a game
- Kids traveling to another state or country with a person other than parent/s or guardian/s
Note: In a medical release letter, the person, or organization authorized must be of sane mental state and fit to undertake the responsibility thereby bestowed upon them.
2. Pre-existing Forms:
There are many sample medical release letter templates available on the web, which you can use the services of. Many organizations and hospitals have their own templates for this particular use and only require specific information and your signature. A sample letter is given at the end of this article for your reference.
Note: With an overwhelming number of options for a medical release letter available over the Internet, it can be confusing for you to select the right one. Always read the title and the statement to ascertain the relevancy of the letter template suitable to your needs.
Give the letter an appropriate title indicating the terms of the document. Remember that the document will be used only in case of an emergency. So, provide a title that can get an exact and immediate response. Some titles you can use are:
- Medical Authorization Form
- Medical Permission Letter
- Authorization Letter for Medical Care
- Consent Form for Medical Care
Note: While drafting the title, be concise and precise. Avoid long and ambiguous sentences.
In this section, you have to give the explicit message regarding the nature of the document. The information will include the name of the ward/s who requires medical help, the name of the person who is authorized and nature of the actions he/she is authorized to take in context of your ward’s health, in your absence. If you want the third party to have limited access in taking decisions for your ward, remember to mention it here. For example: if you want to restrict the authority of the third party only up to primary medication and not invasive treatment, you must mention it in this section.
Note: Include information of the child/children, like name/s, age/s, date/s of birth, and address. Also mention the name, age, and address of the third party and the nature of relationship between this party, you, and the ward/s.
5. Medical Information:
Include all relevant medical information of the person who may require medical help. This will include:
- Medical history
- Any evident family medical history
- Allergies, if any
- Any health disorder
- Ongoing medication or treatment, if any
- Contact information of Family Physician
- Details of Insurance cover
Note: Attach copies of prescription or, any medical document if it seems necessary. Mention the name of the specific healthcare institute you want the third party to contact regarding your ward, in case a medical emergency presents itself.
6. Validity of Letter: A medical release letter is a legal document. So, to avoid wrongful use, mention the validity and scope of the document. Duration of validity must be mentioned in exact dates, like “This document is valid from (dd-mm-yy) to (dd-mm-yy)” and not “This document is valid for one week from the date of signing.”
7. Notarize: The document will be valid and of true nature only if it is signed by an appropriate authority. In case of minors, either of the surviving parents, or guardian/s must sign the document. Always put your name and the date with your signature.
8. Make Copies: Before submitting the letter or form, make copies and keep them for yourself. If you want the authorized person to visit a specific healthcare institute, you can also submit a copy of the document with that institute and expedite the process as and when required.