Which Details Should I Confirm About a Thailand IVF Clinic Before Sending My Medical Records?

You have your records ready. Before you press send, a short round of verification can protect your privacy and reduce back-and-forth later. The goal is not to evaluate your treatment options by email. It is to confirm that your file reaches the right person, through a channel the clinic accepts, and that someone tells you it arrived.

At a glance

• Confirm the clinic’s official identity and contact details from a source you trust.
• Ask for the name and role of the person who will receive your records.
• Ask which transfer channel the clinic uses and whether unencrypted email is acceptable.
• Ask about accepted file formats, size limits and translation expectations.
• Request a receipt acknowledgement and ask who confirms review.
• Ask who inside the clinic can access your file and what consent is required.
• Keep your questions logistical. Clinical questions belong with a licensed clinician.

1. Confirm the clinic’s identity and official contact details

Start with the clinic itself, not the file. Use contact details from the clinic’s own official website or a source you already trust, rather than a forwarded message or an unfamiliar link. If a phone number or email address was given to you by a third party, verify it independently before you use it.

Ask directly: is this the official international patient contact for this clinic? A short confirmation now is easier than retrieving a file later.

2. Identify the named recipient or international patient coordinator

A generic inbox can work, but a named recipient is easier to follow up with. Ask who will receive your records, what their role is, and whether they are the same person who will coordinate your questions going forward.

If your records are being sent through a coordination service, ask who at the clinic receives them and who at the service handles the transfer. You can read more about how coordination works on our international patients page.

3. Confirm the secure transfer channel

This is the detail most patients skip. Ask which channel the clinic prefers for sensitive records and whether unencrypted email is acceptable to them. If email is not preferred, ask what alternative they use.

Useful questions include:

• Do you have a secure upload portal or a recommended transfer method?
• Is standard email acceptable for records, or should files be encrypted or password-protected?
• If a password is used, how should it be shared separately from the file?
• Will the file be stored in a system with restricted access, or forwarded internally?

You do not need to judge the clinic’s security architecture. You only need to know what they accept and what happens after arrival.

4. Ask about file formats, size limits and translation

Records arrive in many shapes: scanned PDFs, photos, portal exports, lab reports in another language. Ask what the clinic can open and what it prefers.

Detail to confirm	Why it matters
Preferred file format (for example, PDF or image files)	Reduces the chance your file cannot be opened or is unreadable.
Maximum file size or number of files per message	Helps you split or compress files before sending.
Whether translation is needed, and who arranges it	Clarifies whether you should send originals, translated copies, or both.
Whether a summary or index page is helpful	Makes a large file easier for the recipient to navigate.

If you are unsure what to include, ask the clinic what they typically need for a first review. That is a logistics question, not a request for medical advice.

5. Request a receipt acknowledgement and confirm who reviews

Sending is not the same as receiving. Ask the clinic to acknowledge receipt, and ask who will confirm that the records have been reviewed.

You can phrase it simply: “Could you confirm when my records arrive, and let me know who will review them and when I might expect to hear back?” This gives you a clear follow-up point without asking for a clinical opinion by email.

6. Clarify access and consent requirements

Ask who inside the clinic will be able to see your records, and whether any consent form or authorization is required before they can be accessed or shared internally. If your records include genetic testing reports, you may also want to ask whether a genetic counsellor is part of the review team.

For context on what different genetic tests address, the HFEA explains that PGT-M concerns a known monogenic condition, while PGT-SR concerns chromosomal structural rearrangements, and that a treating team and genetic counsellor should discuss the relevant history and test design. PGT-A assesses chromosome number in cells sampled from an embryo, and testing has limitations and can produce incorrect findings. A mosaic PGT-A result is inferred from intermediate chromosome copy-number findings in a biopsy sample, and technical factors can contribute to such findings; a sampled result does not establish the cell composition of the whole embryo. These are clinical matters for the treating team, not for the transfer process itself.

7. Keep your questions logistical, not clinical

You are allowed to ask licensed clinicians about diagnosis, options, risks, reports and your individual chances. That conversation belongs with the clinical team, ideally in a consultation rather than a records-transfer email.

For the transfer itself, keep questions practical:

• Who is the recipient?
• Which channel should I use?
• What format do you accept?
• Will you confirm receipt?
• Who can access the file?

If a clinical question comes up while you are preparing records, note it and raise it in a scheduled consultation. Our treatment process page outlines where consultations typically fit.

Next-step checklist

1. Verify the clinic’s official contact details from an independent source.
2. Ask for the name and role of the records recipient.
3. Confirm the preferred secure transfer channel and whether unencrypted email is acceptable.
4. Ask about accepted formats, size limits and translation.
5. Request a receipt acknowledgement and ask who confirms review.
6. Ask who can access the records and what consent is required.
7. Save clinical questions for a consultation with a licensed clinician.

If you would like help coordinating these steps, you can review the support categories on our patient resources page. Scope and fees are confirmed individually.

Frequently asked questions

Is it safe to send my fertility records to a clinic in Thailand by email?

That depends on the clinic's own preferences and systems. Before sending, ask the clinic which transfer channel they prefer and whether unencrypted email is acceptable to them. If email is not preferred, ask what alternative they use, such as a secure upload portal. You do not need to assess their security architecture; you only need to know what they accept and how receipt will be confirmed.

Who should I address my records to at the clinic?

Ask for the name and role of the person who will receive your records. This is often an international patient coordinator, but the clinic should confirm who that is. A named recipient makes it easier to follow up if you do not receive an acknowledgement.

What file format should I use for scanned fertility records?

Ask the clinic what formats they can open and whether they have size limits. Many clinics accept PDF files, but preferences vary. If your records are in another language, also ask whether translation is needed and who arranges it.

Can I ask the clinic about my chances or treatment options when I send my records?

You can ask licensed clinicians about diagnosis, options, risks, reports and your individual chances. Those questions are usually best raised in a consultation rather than a records-transfer email. For the transfer itself, keep your questions logistical: who receives the file, how it travels, and how receipt is acknowledged.

What should I do if the clinic does not acknowledge receipt of my records?

Follow up with the named recipient or the clinic's official international patient contact. Ask them to confirm whether the file arrived and who will review it. If you used a coordination service, ask them to help confirm receipt as well.

Continue your research

• International patient guide
• Treatment journey
• Patient resources

Medical information notice: This article is educational and does not replace individual assessment, diagnosis, genetic counselling or treatment advice from a licensed clinician. Provider services, availability, fees and policies should be verified directly before booking.