Free template

Termination letter template

By Albert Wong, PhD, Clinical Psychologist

Sometimes the therapist is the one who ends treatment — a practice closes, a client stops responding, or the honest clinical judgment is that someone else would serve them better. The letter that does this has two jobs at once: it closes the treatment relationship cleanly, and it keeps the client's care from ending with it. This template holds both — notice with a real end date, an offer of closing sessions, specific referrals, crisis resources, and records access — with three interchangeable paragraphs for the most common situations.

A starting point, not a finished document. Termination and abandonment standards come from your profession's ethics code and your state's rules, and they differ. Have your attorney and your licensing board's current guidance review your letter — especially for a termination that is contested, involves risk, or follows nonpayment.

The template

Plain text — paste into any EHR or document

[Practice letterhead]

[Date]

Dear [Client first name],

I am writing to let you know that I will be ending our work together, effective
[date — give reasonable notice; 30 days is a common benchmark].

[Keep the paragraph that fits your situation, and make it your own:]

[A — Practice closing or relocating:]
As of [date], I will be [closing my practice / relocating / no longer practicing at
this location]. This decision is not about you or our work together, and I want to
make sure your care continues smoothly.

[B — Client out of contact:]
I have not heard from you since our last appointment on [date], and my attempts to
reach you on [dates] by [phone/mail/portal] have not connected us. If I do not hear
from you by [date], I will close your file on that date. My door remains open — if
you would like to resume our work before then, please reach out.

[C — Change of fit or clinical needs:]
After careful thought, I believe your needs would now be better served by a clinician
with [specialty / availability / a different approach]. This reflects my judgment
about what will help you most, not a lack of care for you or regard for the work we
have done.

Between now and [end date], I remain available for [number] closing session(s), and I
would welcome the chance to end our work thoughtfully — endings done well are part of
good therapy.

So that your care can continue, here are referrals I believe could be a good fit:
   1. [Name, credentials, practice, phone]
   2. [Name, credentials, practice, phone]
   3. [A directory or referral service, e.g. your insurance plan's provider line]
If you would like, with your written authorization I am glad to speak with your new
clinician so the transition is seamless.

Until [end date], you can continue to reach me at [phone/portal] with questions or for
scheduling. If you experience a mental health emergency at any time, call or text 988
(Suicide and Crisis Lifeline, US), call 911, or go to the nearest emergency room.

Your records will be stored securely as required by law, and you may request a copy,
or have them sent to a new provider, by contacting [name/address/phone].

It has been a privilege to work with you, and I sincerely wish you well.

Warm regards,

[Name, credentials]
[License type and number]
[Practice name, address, phone]

How to use it

Keep exactly one of the three situation paragraphs (A, B, or C) and delete the others — a letter that hedges between reasons reads worse than any single one.
Verify your referrals are real options — currently licensed, accepting new clients, within reach of the client's insurance or budget — before naming them.
Whenever the relationship is still live, have the conversation in session first; the letter confirms and documents what was already said.
Send it in a way you can document, and file the letter plus delivery evidence in the record.
Stay genuinely available for the notice period you promised — the letter is a commitment, not a farewell effective immediately.

Common questions

How much notice do I need to give?

Enough for the client to establish care elsewhere — 30 days is a common benchmark for a client in active treatment, longer if their needs are complex or your area has few providers. The ethical concern behind all of this is abandonment: ending care without reasonable notice, referrals, or coverage for urgent needs. Notice plus real referrals plus crisis resources is what "reasonable" looks like in practice.

Do I have to give the client a reason?

You owe the client honesty, not a full accounting. A brief, respectful reason — closing the practice, believing a specialist would serve them better — helps the client not read the ending as personal rejection. What you should not do is use the letter to litigate grievances or disclose more of your own situation than the client needs.

Can I terminate a client who is in crisis?

Ending care during an acute crisis is where abandonment claims and board complaints live. If a client is actively at risk, stabilize first or transfer directly into other care — a warm handoff, not a letter and a list. When termination truly cannot wait, document the clinical reasoning carefully and make the bridge to new care as concrete as possible.

Should I send the letter by certified mail?

Use a method that lets you document the letter went out — certified mail with return receipt is the classic choice, often paired with a copy by regular mail or secure portal message in case certified mail goes unclaimed. Keep a copy of the letter and the delivery evidence in the record. For a client you still see in session, hand the conversation first and the letter second; the letter documents, it should not announce.

How many referrals should I include?

Two or three specific ones is the widely cited standard — named clinicians or practices you have some basis to recommend, plus a broader resource such as the client’s insurance directory. One referral makes the client’s continuity depend on a single stranger’s waitlist; a bare directory link makes it depend on luck. Check that your referrals are accepting new clients before you name them.

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This template is general information, not legal or ethical advice. Professional standards for ending treatment vary by profession and state — review your final letter with your attorney and your licensing board's guidance, particularly in contested or high-risk situations.