PRACTICE CLOSURE OR RELOCATION LETTER

[Practice name]
[Address]
[Phone, email, and website]

Date: [Date you send the letter]

Dear [Patient's name, or Dear patient],

I am writing to let you know that [practice name] will [close, or move to a new address] on [last day at the current address]. [One sentence on the reason, if you choose to share it, such as retirement or a move away]

UNTIL [LAST DAY]
The practice is open as usual until [last day]. Please book by [last day to book] if you need a prescription renewal, a form, or a review before we close.
[If you are in the middle of treatment, take a medicine that needs regular monitoring, or are waiting for a result, surgery, or a specialist, we will contact you to make a plan.]

AFTER [LAST DAY]
[The clinician or practice taking over, and how to book with them; or, if no one is, where to find a clinician taking new patients and any help the practice will give]

YOUR MEDICAL RECORDS
From [date], your records will be held by [custodian's name, address, and records phone or email].
To get a copy, or to have them sent to a new clinician: [how to ask, any form to sign, and any fee]
They will be kept until at least [date or retention period].

PRESCRIPTIONS, RESULTS, AND REFERRALS
Prescriptions: [how renewals will be handled, and how long they will last]
Results that arrive after [last day]: [who will review them, and how they will contact you]
Referrals: [whether pending referrals stand, and where reports will be sent]

IF THE PRACTICE IS MOVING
[Delete this section if the practice is closing]
New address: [address, phone, and first day open]
Closed for the move: [dates, or none, and who covers urgent needs on those days]
What changes: [parking, transit, hours, accessibility, or clinicians]
If the new address doesn't suit you, we can send your records to a clinician of your choice.

URGENT CARE IN THE MEANTIME
For problems that can't wait: [walk-in clinic, urgent care, or after-hours line]
In an emergency, call [emergency number] or go to the nearest emergency department.

[Closing line, such as thanks to patients]

[Your name, credentials]
[License or registration number]
[Signature]