Letters

Information and Instructions

This scenario can result in failure to do a capacity assessment when there is valid reason to do so, putting the patient and others at risk, lack of resolution of symptoms, continued instability in the community, cycling illness and return to ER or a more tragic incident.

Level 1, 2 and 3 letters for this scenario are sent to the position/person you complain to. Identify the appropriate person to send the complaint to at the links below. You may have to phone the hospital, as leadership positions vary from facility to facility.

In Nova Scotia, depending on the hospital, the various level positions will be different. For example, the QE II will have an ER Doctor, Chief of ER and a CEO, whereas a regional hospital may have an ER Doctor, Chief of Staff and a Nova Scotia Health Zone VP as the three levels.

Instructions: Review the sample completed letter as an example of specific details that may be similar in your situation. Fill in those details in the appropriate places in the associated “Fill In” Letter. It is important to have names of doctors and other health care professionals you interacted with, dates and times of the interactions, details of relevant history, dates of incidents related to lack of appropriate care, and details on any harm that came to your loved one or someone else due to the lack of care. Subsequent letters to higher levels should refer to the Level 1 complaint and may not require the same level of detail.

Tips for your Records

  • Keep a Copy: Ensure you save a digital and physical copy of this letter.
  • Method of Delivery: Consider sending this via registered mail or delivering it to the relevant hospital department to ensure there is a record of receipt.
  • Supporting Docs: If you have any previous discharge papers that list you as a contact, you may wish to mention that they were already on file from previous visits.

Level 1: Sample Completed Letter

Joe Brown
4 Maple Lane
Cameron Village, NS

Date: June 15, 2026

To: Dr. John Smith
Emergency Department
123 Regional Hospital
5 Health Road
Paradise, NS

RE: Emergency Department Visit for Todd Brown on June 10, 2026

Dear Dr. Smith,

Sincerely,

Joe Brown

Level 1: Fill In the Details Letter

[Sender Name and Address]

Date: [Date Letter is Written]

To: [Recipient Physician and Dept Name]
[Address]

RE: Emergency Department Visit for [Patient Name] on [Date of Visit]

Dear [Recipient Physician Name],

Sincerely,

[Sender Name]

Level 2: Sample Completed Letter

Joe Brown
4 Maple Lane
Cameron Village, NS

June 27 2026

Dr. Sam Samson,
Chief of Emergency Room
123 Regional Hospital
5 Health Road
Paradise, NS

RE: Quality of Care and Discharge Safety for Todd Brown on June 10, 2026

Dear Dr. Sam Samson:

Sincerely,

Joe Brown

Level 2: Fill In the Details Letter

[Your Name and Address]

[Date]

[Recipient Name, Title, Dept]
[Hospital Name and Address]

RE: Quality of Care and Discharge Safety for [Patient Name] on [Date of Service]

Dear [Recipient Name]:

Sincerely,

[Your Name]

Level 3: Sample Completed Letter

Joe Brown
4 Maple Lane
Cameron Village, NS
B3H 4R2

July 15, 2026

Dr. Cheryl Wood, Chief Executive Officer
123 Regional Hospital
5 Health Road
Paradise, NS
B3H 4R2

RE: Formal Complaint – Systemic Failure of Patient Safety and Caregiver Engagement

Dear Dr. Cheryl Wood,

Sincerely,

Joe Brown

Level 3: Fill In the Details Letter

[Your Name and Address]

[Date]

[Recipient Name, Title, Dept]
[Hospital/Institution Name and Address]

RE: Formal Complaint – Systemic Failure of Patient Safety and Caregiver Engagement

Dear [Recipient Name],

Sincerely,

[Your Name]