Sample Letters to Patients

1. Closing a medical practice with no one taking over

   Dear Patients,

   With mixed emotions, I wish to inform you that I will be retiring from the practice of medicine on (insert date).

   For your convenience, I have enclosed an authorization form for the transfer of your medical records to a physician of your choice.  After (insert date), all my medical records will be transferred and stored at Records Save, located at 234 Charles Street in Lake Port. 

   If you would like to obtain a copy of your medical records after the closure date, Records Save can be contacted at telephone 517-587-4920 or fax 517-587-4921, for a fee. 

   If you would like information about other physicians in the area, you can contact the College of Physicians and Surgeons at (416) 967-2600.

   I will miss my patients and friends, and wish you all the best.

   Sincerely,

   Allan Jones, MD

2. Advanced notice for closure of a medical practice with another physician taking over:

   Dear Patient:

   To begin, I would like to thank you for the trust you have given me over the years as your primary care physician. Taking care of you and your family has been an honor for my staff and me. Your wellness and health are priorities for us.

   I'm writing today to inform you that I am making plans to retire, and to ask that you schedule an appointment with us in the coming year so that you can meet Dr. Charles Jones, the physician taking over the care of my patients. Dr. Jones is a well known physician here in the Bigtown metropolitan area. He has been practicing medicine since 1990. Dr. Jones has worked and studied at Small Lake Women's Hospital in the Bigwater Medical Center, Lansing General, and with me here at St. John Hospital in Grosse Rain.

   Rest assured that I'm not leaving quickly.  Over the next 18 months, Dr. Jones will be in our office here at St. John. All of your medical records will be kept unchanged to ensure a smooth transition.  In fact, my staffers Susan and Beth will remain with Dr. Jones.

   Please call and talk with us about any of your concerns. We will remind you again about my retirement in six to eight months. Thank you again for allowing me to serve as your physician. I'm confident you will feel comfortable and secure with Dr. Jones.

   Sincerely,

   David Smith, MD

3. Closing a medical practice with another physician taking over

   Dear Patient,

   With mixed emotions, I wish to inform you that I will be retiring from my practice of medicine on (insert date).

   I feel very fortunate in finding Dr. Carol Smith to take over my practice. Dr. Smith received her training at Provincial University and completed her family practice residency in 1987. For the past eight years she has been in private practice in Bigtown and will be relocating here with her husband and two young children.

   It is very gratifying to have found such a caring and competent doctor to take my place. Dr. Smith will begin working with me on (insert date). If you should have occasion to visit the office before I leave, I will be pleased to introduce you to her.

   Your medical records will automatically remain with Dr. Smith unless I receive written authorization from you to transfer them to another physician. If you want more information about other physicians in the area, you can contact the College of Physicians and Surgeons at (416) 967-2600.

   I will miss my patients and friends, and wish you all the best.

   Sincerely,

   Allan Jones, MD