How to write a leave of absence letter from a therapist

We’ve organized the essentials for writing a clear, supportive leave of absence letter. From getting your client’s consent to keeping it concise, professional, and within your clinical scope, here’s what to keep in mind.

Get informed consent.

Always obtain written permission from your client before sharing any clinical information, details, or acknowledgment of treatment, even in a simple letter. This protects the client’s right to privacy and keeps you compliant.

Additionally, once you’ve written the letter, it’s important to document in your client’s chart that you’re providing a leave of absence letter. This allows you to refer back to it and make sure all the necessary elements of treatment have been covered.

Stay within your scope.

Rather than making promises, statements, or implications about academic or job performance, keep your letter focused on clinical observations and recommendations. Before writing the letter, keep in mind that writing letters is generally not billable to insurance. 

Be concise and professional.

Remember that this letter may not be going to another healthcare professional, so it’s important to avoid subjective opinions and to use clear language, including only necessary information. A short, concise letter is easier for school administrators  or human resources departments to understand and process.

Use neutral and supportive language.

Ensure you are using words that support your client’s well-being and treatment goals without pathologizing their experience. For example, shifting from statements like “unable to cope” to “supporting mental health needs” keeps the tone balanced and focused on care while helping to reduce stigma.