What to Include in a Summary of Previous Embryo Transfers

A transfer summary is a short, factual record you can hand to a new clinic. It is not a reinterpretation of your results. Its job is to let a clinician see what was transferred, when, and what the clinic recorded afterwards, so they can ask better follow-up questions.

Keep it to one or two pages. Use the same fields for every transfer, even if some entries are unknown. Mark unknowns clearly rather than leaving blanks that could be read as “nothing happened”.

Fields to include for each transfer

Use one block per transfer, in date order. The fields below cover the practical minimum.

Field	What to record	If unknown
Transfer date	Calendar date of the transfer, plus the month and year if the exact day is uncertain	Write “approximate” and the closest date you can confirm
Cycle type	Whether the transfer followed a stimulated cycle, a frozen-embryo cycle, or another protocol named by the clinic	Write “not stated in my records”
Embryo reference	The identifier or label the clinic used for the embryo, if one appears on your paperwork	Write “no identifier on my copy”
Embryo stage and grading	The stage and grade exactly as written by the clinic, without translating or re-scoring it	Write “not recorded on my copy”
Transfer day	Day of embryo development at transfer, if stated	Write “not stated”
Endometrial preparation	The preparation approach named by the clinic, if documented	Write “not documented”
Outcome	The outcome as defined by that clinic, using their wording	Write “outcome not confirmed in writing”
Complications or notes	Any event the clinic recorded, such as a difficult transfer or a cancelled cycle	Write “none recorded” or “not documented”
Treating clinic and clinician	Clinic name and the clinician named on your documents	Write “clinic name only” or “not stated”

Two habits make this summary more useful. First, copy grading and stage wording exactly as written; a clinician can interpret the original terms, but cannot easily work backwards from a paraphrase. Second, keep dates consistent. If you are unsure of a date, say so rather than estimating silently.

Requesting the underlying records

A summary you write is a cover sheet. The clinic will usually want the source documents behind it. For each previous clinic, you can request:

• Transfer and cycle summary letters
• Embryology laboratory reports, including any grading sheets
• Ultrasound and blood-test results around the transfer
• Discharge or follow-up notes, including any outcome confirmation

Ask each clinic what their process is for releasing records to you or to another clinic, what format they provide, and whether there is a fee or a standard request form. If a clinic will only send records directly to another provider, note that in your summary so the receiving team knows what to expect.

If you would like help organising these requests and tracking which documents are still outstanding, the coordination team can assist with record organisation and communication; scope and fees are confirmed individually. You can start that conversation through the contact page.

Flagging missing or unverifiable entries

Missing information is normal, especially for transfers that took place years ago or at a clinic that has since closed. The summary is more useful when gaps are visible.

• Use one consistent phrase, such as “not documented” or “awaiting records”, rather than leaving a field empty.
• Add a short note at the end listing which documents you have requested and which are still outstanding.
• If two documents disagree, record both versions and note the discrepancy instead of choosing one.
• Do not fill gaps from memory if you are unsure; a clinician can work with a stated gap more safely than with a guess.

Presenting the summary in a remote consultation

Send the summary and the source documents ahead of the appointment if the clinic asks for them, and keep a copy in front of you during the call. A short opening line helps: state how many transfers the summary covers, the date range, and which entries are incomplete.

Then let the clinician lead. They may ask about the cycle type, the embryo stage at transfer, or what the previous clinic recorded as the outcome. Questions about what those details mean for your situation, and about any further testing or treatment options, are clinical questions for the treating clinician. The coordinator’s role is to help you prepare, organise and communicate, not to interpret results or recommend treatment.

After the consultation, note any new document requests or follow-up questions in the same file so your summary stays current for the next appointment.

Frequently asked questions

How far back should a transfer summary go?

Include every previous embryo transfer you can document, however long ago it took place. If records are unavailable for an older transfer, list it with the date you remember and mark the details as not documented, so the clinician can see the full history rather than an incomplete one.

Should I include my own interpretation of why a transfer did not work?

It is more useful to record what the clinic documented and leave interpretation to the treating clinician. You can add a brief note of your own questions or concerns in a separate section, clearly labelled as your notes, so they are not confused with clinical findings.

What if my previous clinic used different grading terms?

Copy the terms exactly as they appear on your documents and note which clinic used them. Grading systems and reporting conventions can differ between laboratories, and a clinician is better placed to interpret the original wording than to work from a translation.