Request For Information

Requests for Information / Private letters / Reports and “To whom it may concern letters”

Our Doctors are frequently asked to provide private or “To whom it may concern” letters or reports for third parties. The preparation of these letters or reports is not covered by the NHS and the doctor must complete them during their own time and as such there is a fee payable – a TWIMC Letter is currently £55 paid in advance. All letters require the doctor to take time to review a patient’s medical record to ensure that the information provided is correct.

Examples of these letters and reports include:

  • Fitness to travel
  • Confirmation of medication or a medical condition
  • Fitness to take part in a sporting event/performance
  • Letter for schools, universities, employers or courts etc
  • OFSTED reports
  • Cancellation of holidays
  • Letters to Council/housing requirements

Private letters DO NOT take priority over NHS work and hence may take some time to prepare. Please allow at least 4 weeks.

GPs do not counter-sign passport applications nor do they provide letters to confirm address or residency as we have no means of verifying this information.

If you wish to request a private letter, please download this form, complete your details and submit with your payment (Cash or Cheque only in person, alternatively you can transfer your payment to our Bank Sort Code: 30 98 26 Account No: 34024168.

Once the documentation is completed you will be required to provide ID when collecting the item. More complicated letters or reports may attract a higher fee. Please check with the Reception Staff.

Important Note: Any other requests for information ie copies of blood /xray results, immunisation records, if required before 28 days, will attract a nominal fee of £10, (this amount is at the Practice Manager’s discretion depending on size of document requested) A full copy of medical records is charged at £95 each if required before 28 days.

“How Long will it take?” Private letters do not take priority over NHS work and hence may take some time to prepare. Please allow at least 4 weeks. “But I need it  today/tomorrow/next  week/sooner!”  In genuinely urgent cases, we will do our best to meet your deadline; however, we cannot promise this. If you cannot wait, we will refund your fee if the letter has not yet been written.

Copies of results required by Consultants for follow up meetings should be requested direct by the Consultant from a secure email account to our secure email account

To avoid charges and to gain access to your results, medical records, to book appointments and order repeat medications sign up to EMIS OnLine – speak to our Receptionists or go on our website for further information.

Access to Medical Records

The Access to Health Record (AHR) Act came into being in 1992, allowing people to have the right to have sight of their medical records. Under the Data protection Act 1998, you have the right to access all of your health records including those held by your GP.

If you wish to view the records held by the surgery, your request should be put in writing for the attention of The Practice Manager.

If you need access to any health records that are held by any community based site, including the following:

  • Royal Leamington Spa Rehab Hospital
  • Alcester Hospital
  • Ellen Badger Hospital
  • Bramcote Hospital

Or any of the following services:

  • Health Vistors
  • Physiotherapy
  • Child Health
  • Occupational Health
  • Occupational Therapy
  • District Nursing

You can request the relevant forms from NHS Warwickshire directly by writing to:

ANH / FOI Officer 
Westgate House 
Market Street
CV34 4DE