Clinical negligence cases require clear, direct communication between all parties involved. Each person affected needs to understand exactly what happened and what steps will follow. The right letter can make this difficult situation much easier to handle.
A well-written notification letter sets the right tone, states the facts clearly, and helps move the process forward smoothly. These sample letters show you how to handle different situations while staying professional and focused on getting results.
Sample Letters of Notification of Clinical Negligence
Here are 15 different letters you can use as guides when writing your own notification of clinical negligence.
Letter 1: Basic Notification of Surgical Error
Subject: Notification of Clinical Negligence – Wrong Site Surgery
Dear Dr. Thompson,
This letter serves as formal notification of clinical negligence regarding the surgery performed on my client, Sarah Mitchell, at Central Medical Center on August 15, 2024.
During what should have been a routine appendectomy, you operated on the wrong side of Ms. Mitchell’s abdomen. This error required a second surgery to remove the infected appendix, causing additional pain, extended recovery time, and significant emotional distress to my client.
The standard of care requires surgeons to verify the correct surgical site through multiple checks and follow proper marking procedures. Based on the medical records we obtained, these protocols were not followed properly. This oversight falls below the expected standard of medical care.
Ms. Mitchell has faced several complications because of this error. She needed an extra week in the hospital, missed three additional weeks of work, and required extensive physical therapy. The second surgery also led to an infection that needed treatment with strong antibiotics.
We request that you forward this notification to your medical indemnity insurer. Please provide us with their contact details within 14 days. We also ask for copies of all relevant medical records, including pre-operative checklists, surgical notes, and post-operative care documentation.
Your prompt attention to this matter will help resolve it efficiently for all parties involved.
Sincerely,
Robert Anderson
Medical Negligence Attorney
Anderson & Partners Legal Services
Letter 2: Delayed Cancer Diagnosis Case
Subject: Notice of Clinical Negligence Claim – Delayed Cancer Diagnosis
Dear Dr. Reynolds,
This letter concerns your treatment of my client, Michael Barnes, between January and September 2024 at Family Health Partners Medical Center.
Despite Mr. Barnes repeatedly reporting symptoms consistent with colorectal cancer, including persistent changes in bowel habits, unexplained weight loss, and rectal bleeding, you failed to order appropriate diagnostic tests or refer him to a specialist. The cancer was only discovered when Mr. Barnes sought a second opinion in September 2024, by which time it had advanced to stage 3.
Medical experts who reviewed this case indicate that the symptoms Mr. Barnes reported during his first visit warranted immediate investigation. The eight-month delay in diagnosis has significantly impacted his prognosis and treatment options. He now faces more aggressive chemotherapy and radiation than would have been necessary with earlier detection.
The physical and emotional toll on Mr. Barnes and his family has been substantial. He can no longer work as a construction foreman due to ongoing treatment and fatigue. His wife has taken unpaid leave to care for him, creating additional financial hardship.
Please provide your insurer’s information within 14 days. We also require access to complete medical records, including all consultation notes, test results, and correspondence related to Mr. Barnes’s care from January 2024 onward.
Your cooperation will help facilitate a fair resolution to this serious matter.
Sincerely,
Jennifer Martinez
Senior Partner
Martinez Medical Law Group
Letter 3: Medication Error Notification
Subject: Clinical Negligence Notice – Critical Medication Error
Dear Dr. Wilson,
This letter addresses a serious medication error involving my client, Patricia Chen, who was treated at Riverside Community Hospital on October 3, 2024.
Despite clear documentation of Ms. Chen’s severe penicillin allergy in her medical records and on her patient wristband, she was administered ampicillin during her hospital stay. This error triggered a severe anaphylactic reaction requiring emergency intervention and transfer to intensive care.
The mistake appears to have occurred during a shift change when proper medication verification procedures were not followed. The nursing notes indicate that no double-check of allergies was performed before administration, violating standard hospital protocols.
As a result of this error, Ms. Chen spent five days in intensive care, developed complications including kidney stress from the reaction, and continues to experience anxiety about medical treatment. She has required counseling to help manage post-traumatic stress related to the incident.
We request all documentation related to this event, including medication administration records, staff notes, incident reports, and any subsequent investigation findings. Please also provide your insurer’s contact information within the next 14 days.
This situation requires immediate attention to prevent similar incidents and ensure Ms. Chen receives appropriate compensation for her suffering.
Sincerely,
David Cohen
Healthcare Law Specialist
Cohen & Associates
Letter 4: Emergency Room Misdiagnosis
Subject: Notice of Clinical Negligence – Misdiagnosed Heart Attack
Dear Dr. Peterson,
This letter concerns the treatment provided to my client, James Foster, at Metropolitan Emergency Center on September 12, 2024.
Mr. Foster arrived at your emergency department displaying classic symptoms of a heart attack, including chest pain, shortness of breath, and left arm numbness. Despite these clear warning signs, he was diagnosed with anxiety and acid reflux, then discharged with antacids. Within 24 hours, Mr. Foster suffered a major cardiac event requiring emergency bypass surgery at another facility.
The medical records show that no ECG was performed, cardiac enzymes were not checked, and his family history of heart disease was overlooked. These omissions represent a significant departure from standard emergency care protocols for patients presenting with cardiac symptoms.
The consequences of this misdiagnosis have been severe. Mr. Foster’s heart sustained permanent damage that could have been prevented with timely intervention. He now lives with reduced cardiac function, cannot return to his job as a high school teacher, and requires ongoing medical care.
Please provide your insurance carrier’s information within 14 days. We also need complete emergency department records, including triage notes, vital signs logs, and discharge instructions.
Your swift response will help address this serious matter appropriately.
Sincerely,
Sarah Williams
Medical Law Specialist
Williams & Grant LLC
Letter 5: Post-Operative Care Failure
Subject: Clinical Negligence Notification – Post-Surgical Complications
Dear Dr. Harrison,
This correspondence addresses substantial concerns regarding the post-operative care received by my client, Elizabeth Torres, at Valley Surgical Center during July 2024.
Following her total knee replacement surgery, Ms. Torres showed clear signs of a developing deep vein thrombosis. Her medical chart documents complaints of calf pain, swelling, and redness over three consecutive days. These symptoms were repeatedly dismissed as normal post-operative discomfort, despite her risk factors for DVT.
The nursing staff failed to perform proper assessments or notify you of these changes. This oversight led to a pulmonary embolism on July 15, 2024, which could have been fatal. Ms. Torres required emergency treatment and an extended hospital stay at considerable physical and emotional cost.
Your post-operative protocols should have included regular DVT assessments and early intervention for high-risk patients. The medical records show these standard procedures were not followed, resulting in preventable harm to my client.
Please forward your insurance details within 14 days. We also request all surgical records, post-operative notes, nursing assessments, and medication charts from July 8-20, 2024.
Your attention to this matter will help facilitate appropriate resolution.
Sincerely,
Thomas Bradley
Healthcare Attorney
Bradley Medical Law Group
Letter 6: Birth Injury Case
Subject: Notification of Clinical Negligence – Birth Trauma
Dear Dr. Murphy,
This letter serves as formal notice regarding the care provided to Rachel Adams and her newborn son during delivery at St. Mary’s Hospital on November 5, 2024.
Despite clear signs of fetal distress shown on the monitoring strips for over two hours, including repeated late decelerations and decreased variability, no emergency cesarean section was performed. The delayed intervention resulted in oxygen deprivation, causing permanent neurological damage to the infant.
The medical records indicate that Mrs. Adams’s requests for assessment were repeatedly delayed. The attending nurses documented their concerns about the fetal heart rate patterns but received no response to their pages. This breakdown in communication and failure to act promptly falls far below acceptable standards of obstetric care.
The consequences of these delays are devastating and lifelong. The child has been diagnosed with cerebral palsy and will require extensive medical care, therapeutic interventions, and special education services throughout his life. The family faces significant emotional and financial challenges meeting these needs.
Please provide your insurer’s contact information within 14 days. We also require complete labor and delivery records, including fetal monitoring strips, nursing notes, and all staff communications during the relevant period.
Your prompt attention to this grave matter is essential.
Sincerely,
Maria Gonzalez
Birth Injury Specialist
Gonzalez Law Partners
Letter 7: Anesthesia Error
Subject: Notice of Clinical Negligence – Anesthesia Awareness
Dear Dr. Stevens,
This letter addresses a serious anesthesia-related incident involving my client, William Parker, during surgery at Central Hospital on December 3, 2024.
Mr. Parker experienced full consciousness and pain during his abdominal surgery due to improper anesthesia administration and monitoring. While physically paralyzed by muscle relaxants, he remained aware of the entire procedure, enduring extreme pain and psychological trauma.
The anesthesia records show multiple irregularities. The pre-operative assessment failed to account for Mr. Parker’s previous adverse reactions to certain anesthetic agents. During surgery, clear signs of awareness, including elevated heart rate and blood pressure, were not properly addressed.
This traumatic experience has left Mr. Parker with severe post-traumatic stress disorder. He suffers from nightmares, panic attacks, and an inability to undergo any medical procedures without extreme anxiety. His psychological treatment is ongoing and may continue indefinitely.
Please forward this notice to your medical liability insurer and provide their details within 14 days. We need access to complete surgical records, anesthesia monitoring data, and staff credentials.
Your cooperation will help address this distressing situation appropriately.
Sincerely,
Katherine Chen
Medical Negligence Attorney
Chen Legal Group
Letter 8: Laboratory Results Mix-up
Subject: Clinical Negligence Notice – Mishandled Test Results
Dear Dr. Roberts,
This letter concerns a critical error in laboratory result handling that affected my client, George Thompson, at Citywide Medical Center between March and June 2024.
Mr. Thompson’s biopsy results were mixed up with another patient’s, leading to an incorrect cancer diagnosis and three months of unnecessary chemotherapy. This mix-up occurred due to improper specimen labeling and verification procedures in your laboratory system.
The error only came to light when routine follow-up testing showed inconsistencies with the original diagnosis. Upon investigation, it was discovered that proper specimen handling protocols were not followed, and multiple verification steps were skipped.
The unnecessary chemotherapy has caused Mr. Thompson significant physical harm, including permanent nerve damage and reduced lung capacity. He lost his hair, endured severe nausea, and was unable to work during treatment. The psychological impact of believing he had terminal cancer has severely affected his mental health.
Please provide your insurer’s information within 14 days. We also require all laboratory records, quality control documentation, and staff training records related to specimen handling procedures.
Your immediate attention to this matter is crucial for resolution.
Sincerely,
Michael Wong
Healthcare Law Specialist
Wong & Associates
Letter 9: Nursing Home Neglect
Subject: Notice of Clinical Negligence – Patient Care Failure
Dear Administrator Johnson,
This letter addresses serious care deficiencies regarding my client, Margaret Wilson, during her stay at Sunset Senior Living between April and August 2024.
Despite Mrs. Wilson’s high risk for pressure sores, documented in her admission assessment, proper preventive measures were not implemented. She developed multiple stage 4 pressure ulcers due to inadequate repositioning, skin checks, and nutrition management.
The facility records show extended periods without required position changes, missed meals, and incomplete skin assessments. Staff documentation reveals chronic understaffing and repeated failures to follow the prescribed care plan.
These negligent practices led to severe complications requiring hospitalization. Mrs. Wilson endured unnecessary pain, developed systemic infections, and experienced significant emotional distress. Her overall health has declined dramatically, and she now requires specialized wound care and rehabilitation.
Please forward this notice to your facility’s liability insurer and provide their contact information within 14 days. We need access to complete care records, staffing schedules, and facility policies.
Your prompt response will help address these serious care failures.
Sincerely,
Patricia O’Brien
Elder Care Attorney
O’Brien Law Firm
Letter 10: Pharmaceutical Error
Subject: Clinical Negligence Notification – Medication Dispensing Error
Dear Mr. Anderson,
This letter concerns a serious dispensing error at Central Pharmacy that affected my client, Robert Hamilton, in October 2024.
Mr. Hamilton was prescribed antihypertensive medication but received antipsychotic medication due to similar packaging. This error went undetected for two weeks, during which he experienced severe adverse effects including disorientation, tremors, and dangerous blood pressure spikes.
The investigation reveals multiple breakdowns in your verification procedures. The pharmacist failed to perform required double-checks, and the automated warning system was incorrectly configured. These oversights directly led to this dangerous medication error.
The consequences for Mr. Hamilton have been severe. He was hospitalized for complications, missed critical work deadlines, and continues to experience anxiety about taking any prescribed medications. His trust in healthcare providers has been significantly damaged.
Please provide your liability insurance information within 14 days. We also require all dispensing records, quality control logs, and staff training documentation.
Your cooperation will help resolve this serious matter efficiently.
Sincerely,
Linda Morrison
Healthcare Law Specialist
Morrison Legal Services
Letter 11: Diagnostic Testing Error
Subject: Notice of Clinical Negligence – MRI Misinterpretation
Dear Dr. Matthews,
This letter addresses concerns regarding your interpretation of MRI results for my client, Susan Carter, at Regional Imaging Center in May 2024.
Ms. Carter’s MRI clearly showed a developing brain tumor, which was overlooked in your initial reading. This oversight delayed her diagnosis by four months, during which the tumor grew significantly and became more difficult to treat.
The subsequent review by multiple radiologists confirms that the tumor was visible and should have been identified during the initial interpretation. The standard of care requires thorough examination of all image sequences and proper documentation of findings.
This delay has had devastating consequences. Ms. Carter now faces a more aggressive treatment plan with reduced chances of success. She has experienced increased neurological symptoms and requires extensive support for daily activities.
Please forward this notice to your medical liability insurer and provide their details within 14 days. We need access to all imaging records, interpretation reports, and quality assurance documentation.
Your prompt attention will help address this critical situation.
Sincerely,
James Franklin
Medical Imaging Law Specialist
Franklin & Partners
Letter 12: Dental Procedure Complication
Subject: Clinical Negligence Notice – Nerve Damage During Extraction
Dear Dr. Phillips,
This letter concerns treatment provided to my client, Karen Martinez, at Bright Smile Dental Center on July 8, 2024.
During what should have been a routine wisdom tooth extraction, you caused permanent damage to Mrs. Martinez’s lingual nerve. The procedure notes show no pre-operative assessment of nerve positioning and no preventive measures taken despite known risk factors.
Standard dental protocols require careful evaluation and specific techniques to protect nerve structures during extraction. The medical records indicate these essential steps were overlooked, resulting in preventable injury to my client.
Mrs. Martinez now experiences constant numbness and pain affecting her speech, eating, and quality of life. As a professional singer, this injury has severely impacted her career and ability to perform. She requires ongoing pain management and may need additional corrective procedures.
Please provide your professional liability insurance information within 14 days. We also need complete dental records, including pre-operative assessments, procedure notes, and follow-up documentation.
Your cooperation will help facilitate appropriate resolution.
Sincerely,
Rebecca Torres
Dental Malpractice Attorney
Torres Law Group
Letter 13: Emergency Response Delay
Subject: Notification of Clinical Negligence – Ambulance Response Time
Dear Director Thompson,
This letter addresses the delayed emergency response to my client, Peter Brooks, on September 28, 2024, by City Emergency Medical Services.
Despite multiple 911 calls reporting clear stroke symptoms, your ambulance team took 45 minutes to arrive at Mr. Brooks’s location, well beyond the standard response time for stroke protocols. GPS records show the dispatched unit made an unauthorized stop during transit.
The delay in treatment significantly impacted Mr. Brooks’s outcome. Medical experts confirm that earlier intervention would have allowed for administration of time-sensitive stroke medications, potentially preventing permanent disability.
As a result of this delay, Mr. Brooks has lost function in his right side and cannot speak clearly. These impairments prevent him from returning to his job as a school principal and have dramatically altered his daily life.
Please forward this notice to your liability insurer and provide their contact information within 14 days. We require all dispatch records, GPS data, and crew documentation related to this call.
Your prompt attention to this matter is essential.
Sincerely,
Anthony Nash
Emergency Services Attorney
Nash Legal Advocates
Letter 14: Psychiatric Care Failure
Subject: Clinical Negligence Notice – Inadequate Suicide Risk Assessment
Dear Dr. Bennett,
This letter concerns your treatment of my client, Lisa Morrison, at Behavioral Health Partners in August 2024.
Despite clear warning signs and explicit statements about suicidal thoughts, you discharged Ms. Morrison without proper risk assessment or safety planning. Within 48 hours, she attempted suicide and suffered severe injuries requiring intensive care.
The medical records show minimal documentation of your assessment and no evidence of standard suicide risk screening tools being used. The discharge plan lacked appropriate follow-up care arrangements and safety measures.
Ms. Morrison sustained multiple fractures and internal injuries from her attempt. Beyond the physical trauma, she continues to struggle with heightened anxiety and depression. Her recovery requires extensive medical care and psychological support.
Please provide your liability insurance details within 14 days. We need access to complete mental health records, assessment protocols, and discharge planning documentation.
Your cooperation will help address this serious matter appropriately.
Sincerely,
Daniel Ross
Mental Health Law Specialist
Ross & Associates
Letter 15: Physical Therapy Injury
Subject: Notice of Clinical Negligence – Therapy-Related Injury
Dear Mr. Turner,
This letter addresses treatment provided to my client, Helen Grant, at Active Life Physical Therapy during November 2024.
Despite Ms. Grant’s documented osteoporosis, your therapist applied excessive force during a spinal manipulation, resulting in a compression fracture. The incident records show no prior assessment of bone density reports and no modifications to standard manipulation protocols.
Professional standards require careful review of medical history and appropriate adjustment of treatment techniques for at-risk patients. These basic precautions were overlooked, leading to unnecessary harm to my client.
Ms. Grant now faces months of restricted mobility and requires assistance with basic daily activities. The injury has forced her to move in with her daughter, losing her cherished independence. She experiences constant pain and anxiety about future medical treatments.
Please forward this notice to your liability insurer and provide their information within 14 days. We need access to all treatment records, staff qualifications, and facility protocols.
Your prompt attention will help resolve this matter efficiently.
Sincerely,
Amanda Lee
Healthcare Attorney
Lee Legal Services
Wrap-up
Each notification letter needs to tell a clear story about what went wrong and why it matters. The right details, tone, and structure help everyone understand the situation better and work toward fixing it. These sample letters give you solid starting points for handling different types of clinical negligence cases professionally and effectively.