This is a publication draft, not an approved association guide. It illustrates basic stakeholder communication topics and does not replace medical assessment or legal advice.
How this draft can be used
This guide is intended to make initial communication between people and organisations easier to understand. Start with the purpose, contact person and next step rather than trying to collect every detail at once. The topics below are a checklist framework that can be adapted to an organisation’s own processes and specialist assessment.
Three questions at first contact
- 01
Who is contacting whom, and why?
Introduce the person or organisation, area of work and purpose briefly. Confirm the appropriate communication channel before sending private health documents or unclear collections of files.
- 02
Which information is confirmed?
Separate confirmed information, points awaiting confirmation and suggestions. State the source of information or who can confirm it.
- 03
What is the next step?
Name the person responsible for replying, the suitable channel and the agreed next step. Avoid presenting an unconfirmed response time as a promise.
Language and accessibility
Short sentences, one topic
Explain necessary technical terms on first use. If a message asks for several decisions, list them separately.
Ask about language preferences
Agree on the language of communication. Discuss appropriate language support with the relevant organisation when specialist translation is needed.
Check understanding
Confirm understanding with a short summary at the end of the conversation, and give the other party room to correct it or add questions.
A short message template
Hello, I am [name / organisation]. I would like to learn more about or share experience on [topic]. The topic I would like to discuss: [one sentence describing the need] My possible contribution: [brief description] My preferred language: [language] Could you share the appropriate contact person and next step? Thank you, [Name and contact details]
A final check before sharing
Is the purpose clear? Is the contact person identified? Are unconfirmed details labelled? Has unnecessary personal information been removed? Is the next step understandable? Use these five questions for a quick review. For organisational use, responsibility for the content and its approval should also be agreed.