Therapy referral letter template (UK)

    Referring a client on is part of good practice, not a failure. Here is what BACP, UKCP and NCPS expect, how to get consent right, and a referral letter you can copy, adapt and send.

    By the NoteSono team · Last reviewed · 6 sources checked

    The short answer

    A therapy referral letter passes a client on to another practitioner or service, such as a specialist, NHS Talking Therapies or a crisis team. It should say who the client is, why you are referring, what the client wants, a short relevant background, any risk the receiving service needs to know, and that the client has consented.

    BACP expects referrals to meet your commitments on confidentiality and data protection, and its guidance is to get the client's explicit consent where possible. Share only what the receiving service needs. A free template is below.

    When to refer a client on

    All three main bodies treat referral as part of working within your competence and keeping clients safe.

    BodyWhat it says
    BACPEthical Framework, Good Practice point 13: when seeking second opinions or making referrals, do so in ways that meet your commitments on client confidentiality and data protection. Point 16: collaborate with colleagues over work with specific clients where this is consistent with client consent.
    UKCPCode of Ethics and Professional Practice (2019), clause 24: understand the limits of your competence and stay within them, referring clients to another professional when appropriate. Clause 14 expects arrangements for referral to be part of what you agree with clients.
    NCPSCode of Ethics, Delivering a Service: be prepared to refer a client to another practitioner or a medical adviser where appropriate, and where a client wants relief of physical symptoms, advise them to consult a registered medical practitioner unless they already have.

    Common reasons for referring

    • The work needs expertise you do not have, for example a specialist eating disorder, addiction or trauma service.
    • The client needs more support than weekly private sessions can offer.
    • The client wants a different approach, or a practitioner of a particular gender, language or background.
    • You are closing your practice, moving, or taking a long break.
    • The client is moving out of your area or cannot keep paying privately.
    • A conflict of interest has come up.

    NHS Talking Therapies: the client can usually refer themselves

    NHS.uk says people can refer themselves to NHS Talking Therapies without speaking to a GP, if they are registered with a GP and aged 18 or over (16 or over in some areas). It covers problems such as anxiety, depression, phobias, OCD and PTSD. For eating disorders, bipolar disorder, personality disorders, psychosis and drug or alcohol problems, NHS.uk says a GP referral is usually needed. Helping a client self-refer is often quicker than writing a letter, and keeps them in control.

    A crisis is not a referral letter

    If you believe a client is at immediate risk, a letter is too slow. Follow your safeguarding and risk procedure: support the client to contact urgent help, or contact emergency services yourself. Write up what happened afterwards. NoteSono never assesses risk, so this is your judgement and your supervisor's.

    Free referral letter template

    Copy it into your own document, or download it as a Word file. Replace everything in highlighted brackets and delete any section that does not apply.

    Therapy referral letter

    Referral letter

    [Your name], [qualification, for example MBACP / UKCP registered psychotherapist]

    [Professional body and membership number]

    [Practice address] [Phone] [Secure email]

    Date: [DD/MM/YYYY]

    To: [name of practitioner or service]

    [Service address or secure email]

    Private and confidential: for the attention of the addressee only

    Referral of: [client full name]

    Date of birth: [DD/MM/YYYY]

    Address: [client address]

    Phone: [client phone, and whether messages can be left]

    GP: [GP name and surgery, if the client has agreed you can share it]

    Consent

    [Client first name] has given explicit consent for me to make this referral and to share the information in this letter. We discussed what I would include on [DD/MM/YYYY], and they have [seen a copy of this letter / asked for a copy].

    Why I am referring

    I have been seeing [client first name] for [counselling / psychotherapy] since [MM/YYYY], [weekly / fortnightly], [in person / online]. We have had [number] sessions.

    I am referring because [reason, for example: the client would benefit from a specialist service for X / the work now needs a level of expertise outside my competence / I am closing my practice / the client is moving to the area you cover / the client would like a different kind of therapy].

    [Client first name] would like [what the client is hoping for from the new service].

    Relevant background

    [Two to five sentences, limited to what the receiving practitioner needs to make a decision about the referral. Use the client's own words where you can. Leave out detail the client has not agreed to share.]

    Current situation

    [What is happening now that the receiving service should know about, for example practical support already in place, other professionals involved, and anything that affects access such as working hours, disability or language needs.]

    Risk and safety

    [Only if relevant and agreed. A factual summary of anything the receiving service needs to know to keep the client safe, what the client has said in their own words, and what has already been done. If there is nothing to report, say so.]

    What happens next with me

    [I will continue to see the client until they are offered an appointment with you / Our last session is on DD/MM/YYYY / The client has finished working with me.]

    Please reply to me at [secure email] to confirm you have received this referral. If you cannot offer the client a service, I would be grateful if you could let both of us know, and suggest an alternative if you can.

    Yours sincerely,

    [Your name]

    [Signature]

    cc: [Client, if they asked for a copy]

    When a colleague refers someone to you, a short reply closes the loop and tells them the client has not fallen through a gap:

    Acknowledging a referral you have received

    Acknowledging a referral you have received

    Date: [DD/MM/YYYY]

    Dear [referrer name],

    Re: [client full name], date of birth [DD/MM/YYYY]

    Thank you for your letter of [DD/MM/YYYY] referring [client first name] to me.

    [Choose one:]

    [I have offered [client first name] an initial appointment on [DD/MM/YYYY] and will write to you again only if they agree to that.]

    [I have written to [client first name] to invite them to contact me directly to arrange an initial appointment.]

    [I am sorry that I am not able to offer [client first name] a service because [reason, for example: my practice is full / this work is outside my competence]. You may wish to consider [alternative service].]

    I will treat the information you have sent as confidential and keep it securely with the client's record.

    Yours sincerely,

    [Your name]

    [Professional body and membership number]

    [Secure email]

    What to include, and what to leave out

    BACP's Ethical Framework (point 15) expects records to be adequate, relevant and limited to what is necessary. Apply the same test to a referral: what does this service need to decide whether and how to help?

    IncludeLeave out
    Client's name, date of birth and contact detailsYour process notes or reflections on your own reactions
    A clear, specific reason for referringDiagnoses you are not qualified to make
    What the client wants from the new serviceThird parties' details that are not needed, such as a partner's name
    A short, relevant background in plain wordsSession-by-session detail or verbatim disclosures
    Any risk the service needs to know, stated as factAnything the client has asked you not to share, unless there is serious risk
    Confirmation of consent, and the dateOpinions about other professionals

    Write it as if the client will read it

    Clients can ask to see letters written about them through a subject access request, and many will see it anyway because you offered a copy. Factual, respectful wording protects the relationship.

    Send it securely

    Ordinary email is not a safe way to send health information. Use the receiving service's secure referral route if it has one, or an encrypted link. Keep a copy, and note on the client record what you sent, to whom, when and how. BACP's GPiA 014 sets out this kind of record for any disclosure.

    Common questions

    Do I need the client's consent to refer them?

    In almost every case, yes. BACP advises getting explicit consent to share where possible, and agreeing what the letter will say. Sharing without consent is only defensible in narrow situations such as a serious risk of harm, and that decision should go to supervision.

    Can a private therapist refer to NHS Talking Therapies?

    Usually the client can refer themselves, without going through a GP, if they are registered with a GP and aged 18 or over (16 or over in some areas). Check the local service, as referral routes vary. Helping the client self-refer is often quickest.

    Should I send the client a copy of the referral letter?

    It is good practice to offer one. Clients can ask for it later through a subject access request anyway, and seeing it in advance means there are no surprises.

    Can I keep seeing the client while they wait for the new service?

    Often yes, if it is clinically appropriate and the receiving service is happy with it. Say in the letter what will happen with you in the meantime, so nobody is unclear about who is supporting the client.

    How should I send a referral letter?

    Securely: through the receiving service's own referral route, or by an encrypted link. Avoid ordinary email for health information, and keep a copy on the client record.

    Sources

    Checked on 30 October 2026. Rules and prices change, so check the source before you rely on a figure.

    1. BACP Ethical Framework for the Counselling Professions (2018) — Good Practice points 13, 15 and 16
    2. BACP Good Practice in Action 014: Managing confidentiality — explicit consent, public interest, recording disclosures
    3. UKCP Code of Ethics and Professional Practice (2019) — clauses 14 and 24
    4. NCPS Code of Ethics — Delivering a Service, items 7 to 9
    5. NHS.uk: NHS Talking Therapies — self-referral and when a GP referral is needed
    6. ICO: Special category data — Article 6 and Article 9

    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, your supervisor and your own judgement take precedence.

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