How to Explain Medical or Mental Health Needs in a Letter (Without Over-sharing)
- LetterLab
- 5 days ago
- 4 min read
When you need support due to a medical condition or mental health issue, writing it down can feel daunting. Say too little and you risk being ignored. Say too much and you may feel exposed, uncomfortable, or misunderstood.
Many people believe they must share full diagnoses, detailed histories, or deeply personal experiences to be taken seriously. In reality, that approach often weakens a letter rather than strengthening it.
This guide explains how to describe medical or mental health needs in writing in a way that is clear, proportionate, and persuasive. It is designed for UK settings including councils, employers, schools, housing providers, and benefit or appeal processes.
Why oversharing often backfires
Oversharing usually comes from fear of not being believed. Unfortunately, it can work against you in several ways.
1. Too much detail distracts from the ask
Long explanations about symptoms, history, or trauma can bury the actual request. The reader finishes unsure what you are asking for or what action is required. Clear communication guidance from the Chartered Institute of Personnel and Development stresses that decision-makers respond best to concise, relevant information.
2. Decision-makers are not clinicians
Most people reading your letter are administrators, managers, or officers, not doctors. Detailed clinical language or emotional narrative may be misinterpreted or ignored. The Health and Safety Executive notes that functional impact matters more than diagnosis in workplace decisions.
3. Oversharing can shift focus to credibility
Excessive detail can invite scrutiny rather than support. Readers may begin questioning accuracy or relevance instead of addressing your needs. Proportionate disclosure reduces this risk.
4. It increases emotional strain on you
Reliving medical or mental health difficulties in writing can be upsetting. Clear, factual letters protect your wellbeing while still communicating effectively.
The principle to remember: impact over diagnosis
You rarely need to name a condition. You almost always need to explain the impact.
Instead of focusing on what you have, focus on what you need and why.
This aligns with guidance from the Equality and Human Rights Commission, which highlights that adjustments and decisions should be based on how a condition affects a person day to day.
How to explain medical or mental health needs correctly
1. State the context first
Begin with why you are writing and who you are. This grounds the letter before mentioning health at all.
Example:
“I am writing regarding my current housing application and the recent decision dated 12 February.”
2. Explain the effect, not the diagnosis
Describe the practical impact on your daily life, work, or ability to meet expectations.
Examples:
• “I experience periods where concentration and memory are significantly affected.”
• “I have ongoing medical needs that limit my ability to stand for long periods.”
• “My condition affects my ability to meet standard attendance without adjustments.”
This approach follows recommendations from ACAS, which advises focusing on barriers and adjustments rather than medical detail.
3. Keep it factual and calm
Avoid emotionally loaded phrases. Neutral wording builds credibility.
Instead of:
“I am completely overwhelmed and struggling every day.”
Use:
“This situation is affecting my ability to manage daily responsibilities without support.”
4. Link your needs directly to your request
Always connect health impact to a practical outcome.
Examples:
• “I am requesting reasonable adjustments to my working hours.”
• “I am asking for this decision to be reviewed in light of my medical needs.”
• “I am requesting additional time to comply with this requirement.”
This keeps the letter action-focused.
5. Refer to evidence without repeating it
You do not need to quote medical letters in full.
Examples:
• “I have attached supporting medical evidence.”
• “This is confirmed within the enclosed GP letter.”
Let the evidence speak. The Department for Work and Pensions uses this exact model across benefit and appeal processes.
6. Limit personal detail to one short line
If emotion is included, keep it brief and relevant.
Example:
“This situation has caused significant stress, and timely resolution would help prevent further deterioration.”
One sentence is enough.
7. Protect your privacy deliberately
You are entitled to boundaries. UK data protection law supports minimal disclosure. Guidance from the Information Commissioner’s Office confirms that only relevant information should be shared.
You can say:
“I am happy to provide further information if required,”
without giving it upfront.
A simple structure to follow
A strong letter explaining medical or mental health needs usually follows this order:
Why you are writing
The situation or decision in question
How your health affects your ability to cope or comply
What you are asking for
Reference to evidence
Calm closing request
This structure mirrors what UK organisations expect and makes your letter easier to handle internally.
Example paragraph
“I have a medical condition that affects my energy levels and concentration, particularly during periods of stress. This has made it difficult to meet the current requirements without adjustments. I am requesting a review of this decision and consideration of reasonable support, as outlined in the attached medical evidence.”
Clear. Enough detail. No oversharing.
Why this matters in UK systems
Councils, employers, schools, MPs, and companies rely on written records.
Letters that are:
• clear
• proportionate
• factual
• respectful
are far more likely to lead to support, adjustments, or reconsideration.
Overly emotional or overly detailed letters often stall processes rather than move them forward.
How LetterLab helps
At LetterLab, we help people explain sensitive situations clearly without overexposing themselves. Our UK letter writing service focuses on:
• correct tone
• proportionate disclosure
• strong structure
• persuasive clarity
If you are unsure how much to say, or worried about saying the wrong thing, we can shape your message carefully and professionally.
You can send us your first 250 words for free and see how a balanced, well-worded approach strengthens your letter.
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