'Terminating a Client' Letter Template
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As a mental health therapist, you’ll experience a full lifecycle of client relationships—from initiation to termination. Ending a relationship with a client can happen for a number of reasons, but it can sometimes be an uncomfortable situation to handle.
To make the therapy termination process easier, this article provides a guide to sending therapy termination letters, and we’ve included a free downloadable ‘Terminating a Client’ letter template that you can customize and save in your electronic health record (EHR).
Reasons to terminate therapy with a client
There are several reasons a therapist may have for terminating a client, including:
Suitability of fit
While most therapists are trained to be aware of bias, there are times when a client may want to seek therapy with a clinician with a similar identity. For example, most clinicians should be LGBTQ+ affirming, however, a trans client may feel more supported by a trans or nonbinary clinician who may be better suited to meet their needs.
Safety reasons
Sometimes, a clinician may feel their client is a danger to them or someone else and feel uncomfortable meeting them in person. Therefore, the best option is to terminate therapy with the client.
Client progress
The purpose of therapy is to make progress towards client-centered goals. Therapy may be terminated once a client has reached their objectives for treatment. Conversely, therapy can be terminated due to a lack of progress. Sometimes, the client may want to pursue treatment with a specialist or a different therapist that you can refer them to.
Poor attendance
You may decide to use our ‘Terminating a Client’ letter template to send to clients who repeatedly do not show up to appointments or regularly show up late, and do not respond to a warning to improve attendance.
Resources for clients to seek services elsewhere
Whether you are preparing to end the client relationship in person or you’re sending a terminating a client letter, it may be helpful to include resources that your client can refer to, including:
A mental health maintenance plan
You can create a mental health maintenance plan in the last couple of sessions with your client. Within the plan, you can note:
- The client’s support network
- Triggers and key coping strategies
- Potential warning signs to return to therapy or seek immediate support
Directories to seek services elsewhere
Additionally, in your terminating a client letter, you may want to include additional suggestions and resources for your client to find a mental health provider who is a better fit for their needs.
Consider recommending any of the following resources:
- SAMHSA Treatment Locator for Behavioral Health Treatment Services: A behavioral health treatment services locator for mental health and substance use/addiction concerns
- Native American Rehabilitation Association: Adult outpatient addiction treatment services that are culturally competent for American Indians and Alaska Native people
- LGBTQ Psychotherapists of Color: A directory of LGBTQ+ therapists of color
- Therapy for Black Girls: An online community and directory of Black therapists
- Latinx Therapy: A directory of Latinx therapists and speakers
- Directory of Black Therapists: A search function on Psychology Today that allows individuals to search for Black therapists
- Asian Mental Health Project: A directory for Asian communities seeking mental healthcare
- National Queer and Trans Therapists of Color Network: A directory of LGBTQ+ healing justice resources, including BIPOC mental health providers
- South Asian Mental Health Initiative & Network: A directory of south Asian mental health providers, including LGBTQ+ affirming clinicians
Crisis support lines
You can also edit your ‘Terminating a Client’ letter template to include crisis lines in case a client needs immediate support, such as:
- SAMHSA National Helpline: 24/7 referral and information services for mental health, addiction, crisis/disaster response, and treatment referral. Direct clients to call 1-800-662-4357, or text their zip code to 435748.
- Call BlackLine: Counseling, support, and resources for Black LGBTQ+ individuals, which can be reached at 800-604-5841.
- National Suicide Prevention Lifeline: Free, confidential, 24/7 suicide and crisis support for people experiencing mental health-related distress or for those concerned about a loved one who may need crisis support from a trained crisis counselor. Clients can call or text 988, chat with a counselor at 988lifeline.org, or visit the website for more information.
- The Trevor Project: 24/7 support by trained counselors for LGBTQ youth. Clients can call 1-866-488-7386 or text “START” to 678-678.
Sample ‘Terminating a Client’ letter template
Ideally, you and your client will mutually agree upon ending the relationship and discuss this in person during a session. Then, you can follow up by sending a terminating a client letter.
However, that said, there may be occasions when you’ll need to tailor the ‘Terminating a Client’ letter template to the specific needs of your situation.
We’ve included some sample paragraphs to choose from for your terminating a client relationship letter:
- Lack of progress: “I am writing to you to inform you that I will no longer be your mental health therapist due to a lack of progress towards treatment goals.”
- Safety concerns: “I am notifying you that I will no longer be your therapist because my personal safety has been compromised by our interactions.”
- Repeated lateness/no-shows: “I am notifying you that I will no longer be your therapist as you have repeatedly failed to attend appointments.”
- Release of information: “Please complete and return the enclosed client release of information form so that we can send a copy of your records to your new provider.”
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