So You’ve Been Asked to Write a Letter…

It happens sooner or later: a client leans in and says, “Could you write me a letter?” Suddenly, you’re not just a therapist — you’re a potential author of documents that might end up in HR offices, courtrooms, or housing applications. No pressure, right?

Let’s break down what you, as a Registered Psychotherapist (RP), need to consider before putting pen to paper (or fingers to keyboard).

 Why Clients Ask for Letters

Clients request letters for all sorts of reasons. Sometimes it’s about securing an emotional support animal, other times it’s about returning to work after a leave, or proving eligibility for insurance coverage. You may also be asked to advocate in school settings or even in custody disputes.

In short, your words can open doors — or at least, clients believe they can. To them, your signature is the golden ticket to academia, housing, and HR miracles. But before you start, it’s important to pause and reflect on what’s actually within your professional role.

CRPO’s Core Considerations

The College of Registered Psychotherapists of Ontario (CRPO) has clear expectations about how RPs handle documentation. First, stay within your scope of practice: you can describe emotional or cognitive disturbances, but you cannot diagnose medical conditions. Second, letters must be accurate and professional — stick to facts, observations, and client‑reported experiences rather than speculation.

Consent is non‑negotiable. Always ensure the client understands what information will be shared and agrees to it. Boundaries matter too: avoid advocacy that exceeds your expertise, especially in contentious areas like custody disputes. And finally, document everything. Record the request, your rationale, and keep a copy of the letter in the client’s file as a non-session note.

According to the College of Registered Psychotherapists of Ontario (CRPO), letters must be:

• Within scope of practice: You can describe emotional or cognitive disturbances, but you cannot diagnose medical conditions.
• Consider your competence: CRPO expects registrants to continually assess their knowledge, skill, and judgment. Before writing a letter, ensure you are equipped to provide such documentation based on your clinical role and relationship with the client. 
• Accurate and professional: Stick to facts, observations, and client‑reported experiences. Be sure you know the difference between a fact, your opinion, and the client’s opinion
• Consent‑based: Always obtain informed consent before releasing information.
• Boundaried: Avoid advocacy that exceeds your expertise (e.g., custody recommendations).
• Documented: Record the request, your rationale, and a copy of the letter in the client’s file.

Think of it as four pillars of letter‑writing groundedness: fact, consent, scope, and documentation.

Familiarize yourself with the CRPO’s standards of practice and ethical considerations for letter writing. Important writings the CRPO has released about letter writing include:

Here are the direct CRPO links you’ll want to share with supervisees when discussing letter writing and reports:

• 📄 Practice Matters: “Can I write a letter for my client?”
  👉 CRPO – Can I write a letter for my client?
  
  
• 📄 Standard 5.2: Requests for Reports (Practice Standards)
  👉 CRPO – Requests for Reports
  
  
• 📄 Practice Matters: Writing Reports under Standard 5.2
  👉 CRPO – Standard 5.2: Requests for Reports – Writing Reports
  
  
• 📄 Standard 1.4: Controlled Acts (Professional Conduct)
  👉 CRPO – Controlled Acts

Questions to Ask Yourself

Before you draft anything, pause and ask yourself a few key questions. Am I qualified to comment on this request, or is it outside my scope? Is the information factual, or am I being asked to speculate? Could this letter end up in a legal proceeding where my words will be scrutinized? Do I need supervision or legal consultation before proceeding? And how will I document this in the client’s record?

If any of these questions make you uneasy, that’s your cue to slow down and seek guidance. Letters are deceptively powerful, and a moment of reflection can save you from unintended consequences.

Tone & Style Tips

When you do write, keep the tone clear and professional. Use plain language so non‑clinicians can understand. Maintain a neutral stance — “I have observed…” is safer than “I guarantee…” Professional formatting matters too: include the date, your credentials, and contact information.

Speaking of clarity -- I strongly recommend including a line in the letter clarifying your scope of practice for the reader. Consider adding something along the lines of “ RPs are permitted to asses cognitive, emotional and behavourial disturbances in the course of their work. However, it is not in the scope of an RP to provice a diagnosis. 

And while warmth is welcome, avoid over‑promising. Compassion is fine; speculation is not. A letter should support your client without stretching beyond what you can responsibly say.

Common Pitfalls

There are a few traps that new therapists often fall into. Writing beyond your scope — such as offering medical diagnoses — is a big one. Over‑advocating in contentious situations, like custody disputes, can also backfire. Forgetting to document the request or the letter itself is another common mistake. And finally, vague or overly emotional language can undermine your credibility.

Avoiding these pitfalls isn’t about being cold or detached; it’s about protecting both yourself and your client by staying grounded in professional standards.

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Informed Consent: Proceeding with Care

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When it comes to letter writing, informed consent isn’t just a box to tick — it’s the foundation of ethical practice. Before agreeing to draft anything, be upfront with clients about the practicalities. If your clinic charges administrative fees for preparing letters, forms, or documentation, disclose this clearly in advance. Transparency around costs helps avoid misunderstandings and reinforces professional boundaries.

It’s also essential to clarify whether the intended recipient will even accept a letter from a Registered Psychotherapist. Some institutions or organizations may require documentation from a physician, psychiatrist, or another professional. Encourage clients to verify this before you invest time in drafting a letter that may not meet the requester’s requirements. This step protects both you and the client from disappointment or unnecessary expense.

Once you’ve agreed to proceed, review the draft with the client before submission. This ensures they are comfortable with both the tone and the content. While not mandated by CRPO, many RPs find it helpful to co‑author letters with clients when appropriate. One mentor’s wisdom captures this beautifully: “I will say anything you want in a letter, as long as it’s true.” Co‑authoring can empower clients, while also keeping the content grounded in fact.

Another practice consider is to have a consent form on file specifically for letter writing. At Vistas Psychotherapy and Wellness, for example, our policy outlines administrative fees, the limitations of letters from psychotherapists, and the scope of practice. Clients sign off on this before we move forward, ensuring they understand what the letter can and cannot accomplish. This conversation also includes a frank discussion of potential outcomes: if a letter is submitted to insurance or court, it could trigger a request to review the entire clinical file. Clients need to consider whether they are comfortable with that possibility.

Requests often come from third parties — lawyers, schools, or employers — but even if a signed request form is provided, don’t engage without reviewing the matter directly with the client. Remember, consent is dynamic. A client may authorize information release on Monday and withdraw that consent by Tuesday. Always secure your own signed consent form before proceeding, and respect the client’s right to change their mind at any point.

Finally, consider potential harms. Even well‑intentioned letters can have unintended consequences. A letter meant to support a client’s case could expose sensitive details, invite scrutiny of their entire file, or shift the therapeutic relationship. By approaching letter writing with an abundance of caution — clarifying fees, verifying acceptability, co‑authoring when possible, and documenting consent — you mitigate risks and uphold the integrity of your practice.

Closing Reflection

Letter writing is part of your professional identity formation. It’s about balancing compassion with clarity, advocacy with boundaries. Remember: you’re not Willy Wonka handing out golden tickets. You’re a regulated professional, and your words carry weight — sometimes more than you realize.

So the next time a client asks for a letter, take a breath, check your scope, and write with integrity. Your clients (and future self) will thank you!

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Hey - Can I help you out with a couple handy resources?

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Find my downloadable RP Letter Writing Checklist here to give you a handy reference forward.

Need a template to work from? Download mine here. 

Need to review a few pitfalls therapists fall into and how to write to avoid them? Download the pdf here.

Need more support? I am always happy to consult or offer more supervision. Reach out today to book a consult!