Paperwork and records
Follow up on a document you requested
A good follow-up gives the recipient what they need to find your original request. Describe what you asked for, when, and why you need it, and an assistant can draft a message that is direct without being sharp.
A text to start with
About six weeks ago I requested a copy of a record from a clinic. I filled out their release form in person and was told it would take two to three weeks. I haven't heard back, and I need your record for an upcoming appointment. Help me draft a short follow-up message. I know the date I submitted the form but have no reference number. I want to be polite and clear that I need a response.
Example request. Change the details to fit your situation.What to check in the answer
The draft should include the submission date, what you requested, and why you need an answer now, since those details help the recipient locate your file. If it cites a legal deadline or a regulatory right you have not verified, remove the claim or confirm it with the relevant authority first. A firm, neutral tone usually works better than an accusing one, particularly when the delay may be administrative.
Next step
Send the message to the department that handles records, and address it to the person you dealt with if you have a name. Write down the date you sent it and the date you will call if there is still no reply.