Three customizable letter templates you can use to introduce your practice to VA primary care physicians, VA health centers and clinics, and local Veteran organizations.
Each template below is written in plain language, four-paragraph format, and follows a consistent structure. Click Copy Letter to copy the full text to your clipboard, paste it into Word or Google Docs, and replace the placeholder tokens with your information. Or click Download Word Doc to save the letter as a .docx file you can edit and print directly.
Letters are intentionally unbranded so they read as professional outreach from your practice rather than promotional material. The only TDSS markers are "Texas Dental Sleep Services" under your practice name in the letterhead and "A Texas Dental Sleep Services Practice" as a small italic footer line.
Placeholders to Replace
{{PROVIDER_NAME}} Your name{{CREDENTIALS}} e.g., DDS, D.ABDSM{{PRACTICE_NAME}} Your practice name{{PRACTICE_ADDRESS_LINE1}} Street{{PRACTICE_ADDRESS_LINE2}} City, State, Zip{{PRACTICE_PHONE}} Practice phone{{PRACTICE_EMAIL}} Practice email{{PRACTICE_WEBSITE}} Practice website{{TODAY_DATE}} Today's date{{PROVIDER_NAME}}, {{CREDENTIALS}}
{{PRACTICE_NAME}}
Texas Dental Sleep Services
{{PRACTICE_ADDRESS_LINE1}}
{{PRACTICE_ADDRESS_LINE2}}
{{PRACTICE_PHONE}} · {{PRACTICE_EMAIL}}
{{PRACTICE_WEBSITE}}
{{TODAY_DATE}}
[VA PCP Name]
[VA Clinic / Facility Name]
[Address]
Re: Dental treatment option for Veterans with sleep apnea
Dear Dr. [Last Name],
My name is {{PROVIDER_NAME}}, and I am a dental sleep medicine provider practicing at {{PRACTICE_NAME}}. I am writing to introduce my practice and to make myself available to your Veteran patients who have been diagnosed with obstructive sleep apnea. I am credentialed with the VA Community Care Network, TriWest, and TRICARE, and I accept VA community care referrals for sleep apnea treatment.
Many Veterans living with sleep apnea struggle with CPAP therapy. Mask discomfort, claustrophobia, travel, and post-deployment factors such as PTSD or sinus issues can make consistent CPAP use difficult, and untreated sleep apnea is associated with cardiovascular disease, daytime fatigue, and cognitive symptoms. For Veterans who cannot tolerate CPAP, an effective alternative is often overlooked: a dental device for sleep apnea, sometimes called a custom oral appliance. The American Academy of Sleep Medicine recognizes these devices as a first-line treatment for mild to moderate sleep apnea and as an alternative for patients with severe sleep apnea who cannot use CPAP.
At my practice, I evaluate each Veteran, fit them with a custom dental device, and follow them through titration and ongoing care. The device is small, fits in the mouth like a sports mouthguard, and is worn only during sleep. For patients who have given up on CPAP or who never started, this option frequently restores quality sleep and reduces the long-term health risks of untreated sleep apnea.
I would welcome a brief 15-minute meeting to introduce myself in person and to leave you with information you can share with Veterans in your care. If a meeting is not convenient, I am happy to provide a one-page reference sheet by mail or email at your preference. You can reach me directly at {{PRACTICE_PHONE}} or {{PRACTICE_EMAIL}}.
Thank you for the care you provide to our Veterans. I look forward to the opportunity to support your patients.
Sincerely,
{{PROVIDER_NAME}}, {{CREDENTIALS}}
{{PRACTICE_NAME}}
{{PROVIDER_NAME}}, {{CREDENTIALS}}
{{PRACTICE_NAME}}
Texas Dental Sleep Services
{{PRACTICE_ADDRESS_LINE1}}
{{PRACTICE_ADDRESS_LINE2}}
{{PRACTICE_PHONE}} · {{PRACTICE_EMAIL}}
{{PRACTICE_WEBSITE}}
{{TODAY_DATE}}
[VA PCP Name]
[VA Clinic / Facility Name]
[Address]
Re: Dental treatment option for Veterans with sleep apnea
Dear Dr. [Last Name],
My name is {{PROVIDER_NAME}}, and I am a dental sleep medicine provider practicing at {{PRACTICE_NAME}}. I am writing to introduce my practice and to make myself available to your Veteran patients who have been diagnosed with obstructive sleep apnea. I am credentialed with the VA Community Care Network, TriWest, and TRICARE, and I accept VA community care referrals for sleep apnea treatment.
Many Veterans living with sleep apnea struggle with CPAP therapy. Mask discomfort, claustrophobia, travel, and post-deployment factors such as PTSD or sinus issues can make consistent CPAP use difficult, and untreated sleep apnea is associated with cardiovascular disease, daytime fatigue, and cognitive symptoms. For Veterans who cannot tolerate CPAP, an effective alternative is often overlooked: a dental device for sleep apnea, sometimes called a custom oral appliance. The American Academy of Sleep Medicine recognizes these devices as a first-line treatment for mild to moderate sleep apnea and as an alternative for patients with severe sleep apnea who cannot use CPAP.
At my practice, I evaluate each Veteran, fit them with a custom dental device, and follow them through titration and ongoing care. The device is small, fits in the mouth like a sports mouthguard, and is worn only during sleep. For patients who have given up on CPAP or who never started, this option frequently restores quality sleep and reduces the long-term health risks of untreated sleep apnea.
I would welcome a brief 15-minute meeting to introduce myself in person and to leave you with information you can share with Veterans in your care. If a meeting is not convenient, I am happy to provide a one-page reference sheet by mail or email at your preference. You can reach me directly at {{PRACTICE_PHONE}} or {{PRACTICE_EMAIL}}.
Thank you for the care you provide to our Veterans. I look forward to the opportunity to support your patients.
Sincerely,
{{PROVIDER_NAME}}, {{CREDENTIALS}}
{{PRACTICE_NAME}}
A Texas Dental Sleep Services Practice
{{PROVIDER_NAME}}, {{CREDENTIALS}}
{{PRACTICE_NAME}}
Texas Dental Sleep Services
{{PRACTICE_ADDRESS_LINE1}}
{{PRACTICE_ADDRESS_LINE2}}
{{PRACTICE_PHONE}} · {{PRACTICE_EMAIL}}
{{PRACTICE_WEBSITE}}
{{TODAY_DATE}}
[Department / Sleep Clinic / Care Coordinator]
[VA Medical Center or Health Center]
[Address]
Re: Community care provider available for Veteran sleep apnea referrals
To Whom It May Concern,
My name is {{PROVIDER_NAME}}, and I am a dental sleep medicine provider practicing at {{PRACTICE_NAME}}. I am writing to introduce my practice as a local community care option for Veterans diagnosed with obstructive sleep apnea who require treatment outside the VA. I am credentialed with the VA Community Care Network, TriWest, and TRICARE, and I am set up to accept community care referrals through the standard VA process.
Sleep clinics and pulmonology departments routinely encounter Veterans who cannot tolerate CPAP therapy. CPAP intolerance is one of the most common reasons sleep apnea goes undertreated, and the consequences accumulate over time: cardiovascular strain, daytime impairment, and reduced quality of life. For these patients, a custom dental device worn during sleep is a recognized alternative. The American Academy of Sleep Medicine considers these devices first-line treatment for mild to moderate sleep apnea and a valid alternative for severe sleep apnea when CPAP is not an option.
My practice provides the full course of care for Veterans referred to us: initial evaluation, custom device fabrication, titration, and long-term follow-up. We coordinate with referring providers on documentation and outcome reporting, and we route all VA Community Care and TRICARE billing through the appropriate channels so that the referring facility carries no administrative burden.
I would welcome the opportunity to schedule an educational visit with your sleep clinic or care coordination team to introduce my practice, discuss referral workflows, and answer questions your staff may have. I can be reached directly at {{PRACTICE_PHONE}} or {{PRACTICE_EMAIL}}.
Thank you for the work you do on behalf of our Veterans. I look forward to supporting the care of patients you refer.
Sincerely,
{{PROVIDER_NAME}}, {{CREDENTIALS}}
{{PRACTICE_NAME}}
{{PROVIDER_NAME}}, {{CREDENTIALS}}
{{PRACTICE_NAME}}
Texas Dental Sleep Services
{{PRACTICE_ADDRESS_LINE1}}
{{PRACTICE_ADDRESS_LINE2}}
{{PRACTICE_PHONE}} · {{PRACTICE_EMAIL}}
{{PRACTICE_WEBSITE}}
{{TODAY_DATE}}
[Department / Sleep Clinic / Care Coordinator]
[VA Medical Center or Health Center]
[Address]
Re: Community care provider available for Veteran sleep apnea referrals
To Whom It May Concern,
My name is {{PROVIDER_NAME}}, and I am a dental sleep medicine provider practicing at {{PRACTICE_NAME}}. I am writing to introduce my practice as a local community care option for Veterans diagnosed with obstructive sleep apnea who require treatment outside the VA. I am credentialed with the VA Community Care Network, TriWest, and TRICARE, and I am set up to accept community care referrals through the standard VA process.
Sleep clinics and pulmonology departments routinely encounter Veterans who cannot tolerate CPAP therapy. CPAP intolerance is one of the most common reasons sleep apnea goes undertreated, and the consequences accumulate over time: cardiovascular strain, daytime impairment, and reduced quality of life. For these patients, a custom dental device worn during sleep is a recognized alternative. The American Academy of Sleep Medicine considers these devices first-line treatment for mild to moderate sleep apnea and a valid alternative for severe sleep apnea when CPAP is not an option.
My practice provides the full course of care for Veterans referred to us: initial evaluation, custom device fabrication, titration, and long-term follow-up. We coordinate with referring providers on documentation and outcome reporting, and we route all VA Community Care and TRICARE billing through the appropriate channels so that the referring facility carries no administrative burden.
I would welcome the opportunity to schedule an educational visit with your sleep clinic or care coordination team to introduce my practice, discuss referral workflows, and answer questions your staff may have. I can be reached directly at {{PRACTICE_PHONE}} or {{PRACTICE_EMAIL}}.
Thank you for the work you do on behalf of our Veterans. I look forward to supporting the care of patients you refer.
Sincerely,
{{PROVIDER_NAME}}, {{CREDENTIALS}}
{{PRACTICE_NAME}}
A Texas Dental Sleep Services Practice
{{PROVIDER_NAME}}, {{CREDENTIALS}}
{{PRACTICE_NAME}}
Texas Dental Sleep Services
{{PRACTICE_ADDRESS_LINE1}}
{{PRACTICE_ADDRESS_LINE2}}
{{PRACTICE_PHONE}} · {{PRACTICE_EMAIL}}
{{PRACTICE_WEBSITE}}
{{TODAY_DATE}}
[Post Commander or Officer Name]
[VFW Post / American Legion Post / Organization Name]
[Address]
Re: Sleep apnea help available for Veterans through community care
Dear [Title and Last Name],
My name is {{PROVIDER_NAME}}, and I run a local practice that helps Veterans get treatment for sleep apnea. I am writing to introduce myself to your post and to let your members know that an effective alternative to CPAP exists, and that it is available to Veterans through their VA benefits at no out-of-pocket cost when properly authorized.
Many Veterans with sleep apnea cannot use CPAP. Masks are uncomfortable, hoses get in the way, and for Veterans dealing with PTSD, claustrophobia, or sinus problems, the machine is sometimes simply not workable. The result is that a lot of Veterans give up on treatment and live with chronic fatigue, high blood pressure, and the long-term health risks that come with untreated sleep apnea. I want your members to know there is another option.
My practice fits Veterans with a custom dental device that treats sleep apnea while they sleep. It looks like a sports mouthguard, fits in the mouth, and replaces the CPAP machine for most patients who cannot use one. I am credentialed with VA Community Care, TriWest, and TRICARE, which means a Veteran can request a community care referral from their VA primary care provider and come to my office for treatment under their benefits.
I would be glad to come to one of your meetings or events to give a short presentation, answer questions, and meet your members. There is no cost and no obligation, and I will leave information your members can share with fellow Veterans. If you would like to set something up, please contact me at {{PRACTICE_PHONE}} or {{PRACTICE_EMAIL}}.
Thank you for everything your post does for Veterans in our community. I look forward to hearing from you.
Sincerely,
{{PROVIDER_NAME}}, {{CREDENTIALS}}
{{PRACTICE_NAME}}
{{PROVIDER_NAME}}, {{CREDENTIALS}}
{{PRACTICE_NAME}}
Texas Dental Sleep Services
{{PRACTICE_ADDRESS_LINE1}}
{{PRACTICE_ADDRESS_LINE2}}
{{PRACTICE_PHONE}} · {{PRACTICE_EMAIL}}
{{PRACTICE_WEBSITE}}
{{TODAY_DATE}}
[Post Commander or Officer Name]
[VFW Post / American Legion Post / Organization Name]
[Address]
Re: Sleep apnea help available for Veterans through community care
Dear [Title and Last Name],
My name is {{PROVIDER_NAME}}, and I run a local practice that helps Veterans get treatment for sleep apnea. I am writing to introduce myself to your post and to let your members know that an effective alternative to CPAP exists, and that it is available to Veterans through their VA benefits at no out-of-pocket cost when properly authorized.
Many Veterans with sleep apnea cannot use CPAP. Masks are uncomfortable, hoses get in the way, and for Veterans dealing with PTSD, claustrophobia, or sinus problems, the machine is sometimes simply not workable. The result is that a lot of Veterans give up on treatment and live with chronic fatigue, high blood pressure, and the long-term health risks that come with untreated sleep apnea. I want your members to know there is another option.
My practice fits Veterans with a custom dental device that treats sleep apnea while they sleep. It looks like a sports mouthguard, fits in the mouth, and replaces the CPAP machine for most patients who cannot use one. I am credentialed with VA Community Care, TriWest, and TRICARE, which means a Veteran can request a community care referral from their VA primary care provider and come to my office for treatment under their benefits.
I would be glad to come to one of your meetings or events to give a short presentation, answer questions, and meet your members. There is no cost and no obligation, and I will leave information your members can share with fellow Veterans. If you would like to set something up, please contact me at {{PRACTICE_PHONE}} or {{PRACTICE_EMAIL}}.
Thank you for everything your post does for Veterans in our community. I look forward to hearing from you.
Sincerely,
{{PROVIDER_NAME}}, {{CREDENTIALS}}
{{PRACTICE_NAME}}
A Texas Dental Sleep Services Practice