Therapy ending letter template (UK)
A good ending is part of the therapy. A clear letter confirms it, tells the client how to come back, and closes the record properly. Here is what BACP and UKCP expect, and two templates you can copy.
By the NoteSono team · Last reviewed · 5 sources checked
The short answer
A therapy ending letter confirms that sessions have ended, the date of the last session, how the client can get support in future, what happens to their records, and anything left to pay. It is most useful after an unplanned ending, or when a client stops attending, so that the ending is clear for both of you.
BACP expects you to tell clients well in advance of approaching endings, and UKCP expects considered and timely arrangements for ending, with alternative practitioners identified where possible. Record the end date and reason on the client record. Free templates are below.
What BACP and UKCP say about endings
| Source | What it says |
|---|---|
| BACP Ethical Framework, point 38 | Tell clients about any fixed limits to the duration or number of sessions as part of contracting. |
| BACP Ethical Framework, point 39 | Endeavour to inform clients well in advance of approaching endings. |
| BACP Ethical Framework, points 40 and 41 | Tell clients in advance of planned breaks, and manage unplanned breaks to minimise inconvenience, which for long breaks may include offering a referral. |
| BACP Ethical Framework, point 42 | Have someone appointed to contact clients if you die or are too ill to communicate with them. |
| BACP client information: Ending therapy (2024) | Endings should not be a surprise. Therapists do not need a client's permission to end, but are responsible for ensuring as safe an ending as possible. A client who decides to stop should have that decision respected. |
| UKCP Code (2019), clause 27 | Make considered and timely arrangements for ending a therapeutic relationship, ensuring clients are informed and alternative practitioners are identified where possible. |
| UKCP Code (2019), clause 14 | Arrangements for referral and ending therapy are part of what you agree with clients. |
| NCPS Code of Ethics | Never protract therapy unnecessarily. |
Because ending is part of what you contract for, put it in your therapy contract: notice periods, what happens after missed sessions, and how either of you can end.
Planned, unplanned, and clients who stop coming
Planned endings
BACP's client information sheet on ending therapy says the ending should be raised early, several sessions before it is due, and that clients in long-term work generally need more ending sessions. Some endings are final, and others leave the door open. Say which in the letter. A letter after a planned ending is a courtesy: a short confirmation and how to get back in touch.
Endings you start
Retirement, illness, moving, a conflict of interest, or work outside your competence. BACP's sheet says a therapist who cannot continue should consult their supervisor first, be as open as they can, and help with a referral, so the client is not left without support. Give as much notice as you can, and offer names of colleagues or services. Our referral letter template helps if you are passing the client on.
Clients who stop attending
BACP's sheet notes that clients sometimes stop without warning, and that the decision is ultimately theirs. There is no rule on how many missed sessions mean therapy has ended, so set your own in your contract and follow it. A common approach:
- After a missed session, a brief message checking in and confirming the next appointment.
- After a second missed session, or no reply, the "after missed sessions" letter below, with a clear date to reply by.
- If there is no reply by that date, treat therapy as ended, record it, and send a short closing letter if your contract says you will.
If you are worried about the client's safety
Free ending letter templates
Copy them into your own document, or download them as Word files. Replace everything in highlighted brackets and delete what does not apply. Keep the tone warm and brief: this may be the last thing the client reads from you.
For a client who has missed sessions and not been in touch:
Recording the ending and keeping the record
Close the record properly on the day therapy ends, while the details are fresh.
- The date of the last session, and the date you treat as the end, if different.
- The reason for ending, in neutral words: planned ending, client chose to stop, stopped attending, referred on, therapist closing practice.
- A short closing summary, any referral made, and a copy of the ending letter.
- Any outstanding fees or refunds.
- The date the record can be destroyed. There is no single legal retention period for private therapy notes; set a period you can justify and state it in your privacy notice. See how long to keep therapy notes.
BACP's Ethical Framework (point 15) expects records to be adequate, relevant and limited to what is necessary. After therapy ends, the client can still ask for their records through a subject access request, so write the closing note as if they will read it.
Common questions
Do I have to send a letter when therapy ends?
No body requires one, but a short letter is good practice, especially after an unplanned ending or when a client stops attending. It makes the ending clear, tells the client how to come back, and explains what happens to their records.
How many missed sessions before I can end therapy?
There is no fixed rule. Set your own approach in your contract, for example a check-in after one missed session and a letter with a reply-by date after two, and follow it consistently.
Can a therapist end therapy without the client's agreement?
Yes. BACP's client information on ending therapy says therapists do not need a client's permission to end sessions, but must ensure as safe an ending as possible. That usually means notice, a final session if possible, and help finding other support.
Should I offer a final session?
Where you can, yes. A final session lets the work close well, and BACP expects you to tell clients well in advance of approaching endings. If a client does not want one, respect that and confirm the ending in writing.
How long do I keep notes after therapy ends?
There is no single legal period for private practice. Choose one you can justify, state it in your privacy notice and contract, and record the destruction date when you close the record.
Sources
Checked on 30 October 2026. Rules and prices change, so check the source before you rely on a figure.
- BACP Ethical Framework: Breaks and endings — Good Practice points 38 to 42
- BACP Ethical Framework for the Counselling Professions (2018) — Good Practice point 15 on records
- BACP client information: Ending therapy (v2, 15/10/2024)
- UKCP Code of Ethics and Professional Practice (2019) — clauses 14 and 27
- NCPS Code of Ethics — Delivering a Service
This guide is general information, not legal or clinical advice. It reflects the guidance as we read it on the date above. Your professional body's current guidance and your supervisor's advice take precedence.