How to Report Poor Medical Treatment – Formal Letter Guide

Table of Contents

1. Understand the Purpose of Your Complaint Letter

A complaint letter to a GP (General Practitioner) is a formal way to raise concerns about medical treatment, professional conduct, or administrative issues. Common reasons for complaints include:

Misdiagnosis or incorrect treatment
Delayed appointments or lack of access to care
Unprofessional behavior from a GP or staff
Failure to listen or provide adequate information
Prescribing the wrong medication or dosage errors

A well-structured complaint increases the likelihood of a fair and prompt resolution.

2. Review the GP Surgery’s Complaint Procedure

Before writing your letter, check:

The GP practice’s complaints policy (usually found on their website or in the surgery)
Who to address the complaint to (practice manager, GP, or NHS authority)
The relevant regulatory body (such as NHS England or the General Medical Council (GMC) if needed)

Following the correct complaint process ensures your concerns are taken seriously.

3. Structure Your Complaint Letter Properly

A professional and well-organized letter improves clarity and effectiveness.

Your Details

Full name
Address
Contact details (phone/email)
NHS number (if applicable)

Recipient’s Details

GP’s name or Practice Manager’s name
GP Surgery name and address

Subject Line

Example: Formal Complaint Regarding Medical Treatment – Urgent Attention Required

Opening Paragraph

Clearly state why you are writing.

Example:
“I am writing to formally raise a complaint regarding the medical care I received at [GP practice name] on [date]. Despite my previous concerns, the issue remains unresolved, and I would like this matter to be investigated.”

Main Body

Provide key details, including:

What happened? (Clearly describe the issue)
When and where did it occur? (Date of the appointment, GP’s name)
How did it affect you? (Health impact, emotional distress, inconvenience)
Previous attempts to resolve the issue (If you have already spoken to staff or another GP)

Attach supporting documents such as medical records, prescriptions, or previous correspondence.

Proposed Resolution

Clearly state what action you expect. Examples:

A formal investigation into the issue
An apology and assurance of improved procedures
A second medical opinion or corrective treatment
A change in practice policies to prevent similar incidents

Example:
“To resolve this matter, I request [specific action]. I believe addressing this issue will help improve patient care at your practice.”

Closing Statement

Request a timely response and provide your contact details.

Example:
“Please confirm receipt of this letter and provide a formal response by [date]. Thank you for your time and attention to this matter.”

Sign-Off

Use a formal closing:

Yours sincerely (if addressing a named person)
Yours faithfully (if using “Dear Practice Manager”)

4. Maintain a Professional and Respectful Tone

Even if you feel frustrated, keep your letter:

✅ Clear and factual – Avoid emotional or accusatory language.
✅ Firm but respectful – Ensure your concerns are taken seriously.
✅ Solution-focused – Suggest reasonable actions the GP surgery can take.

5. Provide Supporting Documents

Attach relevant documents, such as:

Medical reports or test results
Copies of prescriptions or referral letters
Witness statements (if applicable)
Previous complaint emails or responses from the GP practice

Mention in your letter that you have included these attachments.

6. Send the Letter via the Correct Channel

Depending on the GP surgery’s complaint process, submit your complaint via:

Email – Faster response; request confirmation of receipt.
Printed Letter – Send via recorded delivery for proof of receipt.
NHS Online Complaint Form – If available.

7. Follow Up If Necessary

If you do not receive a response within the expected timeframe, follow up with:

A polite reminder via email or phone call.
A second complaint letter referencing your initial complaint.
Escalation to NHS England, the General Medical Council (GMC), or the Parliamentary and Health Service Ombudsman (PHSO).

8. Escalate If Necessary

If the GP surgery fails to act, consider escalating to:

NHS England – For complaints about GP services in England.
The General Medical Council (GMC) – For serious misconduct by a doctor.
The Parliamentary and Health Service Ombudsman (PHSO) – If the NHS does not resolve your complaint.

9. Sample Complaint Letter to a GP

[Your Name]
[Your Address]
[City, Postcode]
[Email]
[Phone Number]
[Date]

[Practice Manager’s Name]
[GP Surgery Name]
[Practice Address]

Subject: Formal Complaint Regarding Medical Treatment – Urgent Attention Required

Dear [Practice Manager’s Name],

I am writing to formally raise a complaint regarding the medical care I received at [GP surgery name] on [date]. Despite my previous attempts to address this issue, I have not received a satisfactory response, and I request that this matter be formally investigated.

The details of the issue are as follows:

Date of Appointment: [Exact date]
GP’s Name: [Doctor’s name]
Description of the Issue: [Explain the concern, e.g., misdiagnosis, lack of care, unprofessional behavior]
Impact: [Describe how the issue has affected your health or well-being]
Previous Attempts to Resolve: [Mention if you have spoken to staff or another GP]

I have attached supporting documents, including [list any evidence such as medical records, prescriptions, or emails].

To resolve this matter, I request [state desired resolution, e.g., second medical opinion, policy review, formal apology]. If no action is taken, I may escalate my complaint to NHS England or the General Medical Council.

Please confirm receipt of this letter and provide a formal response by [date]. Thank you for your time and attention to this matter.

Yours sincerely,
[Your Name]

10. Common Mistakes to Avoid

🚫 Being too vague – Clearly describe the issue and provide evidence.
🚫 Using aggressive or emotional language – Stay professional.
🚫 Ignoring follow-ups – If no response is received, escalate.
🚫 Failing to provide evidence – Attach supporting documents.

Frequently Asked Questions (FAQs)

How long should I wait for a response from my GP practice?
Most GP surgeries aim to respond within 10-15 working days. If you do not receive a response, follow up.

Can I file a complaint anonymously?
Anonymous complaints may be harder to investigate, but you can report serious misconduct to the GMC without revealing your identity.

What if my GP ignores my complaint?
Escalate your complaint to NHS England, the GMC, or the PHSO for further action.

Should I involve a solicitor?
Legal advice may be necessary if the issue involves medical negligence or serious harm.

Can I request compensation for poor treatment?
Yes, if you have suffered harm due to medical negligence, you may be entitled to compensation through a formal NHS complaints procedure or legal claim.

Conclusion

Writing a complaint letter to a GP requires professionalism, clarity, and supporting evidence. By following these steps, you increase the likelihood of a prompt and fair resolution.

Martin taggart