The Bottom Line
- Your email must be <strong>scannable</strong>: 1-line ask, 2-line context, clear deadline.
- Secretaries are the throughput engine—treat them with precision and respect.
- Use <strong>NHSmail secure/encryption</strong> rules: do not leak patient-identifiable info to non-secure addresses.
The NHS email hierarchy (what works in real life)
Consultants are time-poor; secretaries are process-rich. The fastest route is to email the consultant with the secretary copied when action is needed, or email the secretary directly for scheduling and paperwork. Your goal is to make it easy to say yes.
Information governance: don’t email patient identifiers casually
If you’re sending personal or confidential information to a non-secure email address, NHSmail guidance recommends using the <strong>NHSmail encryption feature</strong>. In practice: keep patient details out of emails unless you are certain the channel is appropriate and you follow local IG policy.
Subject lines that get opened
Use a format that signals urgency and content: [ACTION REQUIRED] Study leave request – Dr X – Dates Y–Z. Or [FYI] Ward issue – rota gap – impact on patient flow. Avoid vague subjects like “Request” or “Hello”.
Tone rule: confident, not apologetic
Replace “Sorry to bother you” with “I’d be grateful for your decision on X by Y.” Clear is kinder than anxious.
Copy-paste scripts (use as templates, not essays)
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Script 1: Requesting annual/study leave
Subject: [ACTION REQUIRED] Leave request – Dr ___ – ___ to ___. Body: Dear ___, I’m requesting leave for ___ (dates). I’ve checked rota cover and propose ___ as cover/plan. Please can you confirm approval by ___? Kind regards, Dr ___, Grade, Dept, GMC number (optional).
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Script 2: Requesting study budget
Subject: Study budget request – Course/Exam – Cost £___. Body: Dear ___, I’m planning ___ (course/exam) aligned to training requirements. Total cost is £___; dates are ___. Please advise the process to approve and claim. Kind regards, Dr ___.
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Script 3: Requesting a WBA/assessment
Subject: WBA request – Mini-CEX/CBD – Patient seen on ___. Body: Dear Dr ___, I’d be grateful if you could complete a ___ based on the case we discussed on ___. I’ll send the link and keep it to 5 minutes. Many thanks, Dr ___.
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Script 4: Raising a rota safety issue
Subject: [ACTION REQUIRED] Rota safety concern – ___ – dates ___. Body: Dear ___, I’m concerned the rota pattern on ___ (dates) risks unsafe working due to ___. Proposed fix: ___. Please advise next steps / schedule review. Kind regards, Dr ___.
Practice
Test your knowledge
Apply this concept immediately with a high-yield question block from the iatroX Q-Bank.
SourceNHS Digital: Guidance for sending secure email (including encryption)
Open Link SourceNHS England: NHSmail overview (secure service for sensitive information)
Open Link