Clinical support
Your guide to writing disability letters as a therapist
Learn how to create an effective sample disability letter from therapists with our guide covering requirements, essential components, and best practices.
November 7, 2025
9 min read
Your client asked you to write a disability letter to document their condition and help them get the benefits or accommodations they’re requesting — and it feels like a lot of pressure.
You want to help your client, but writing effective disability documentation can be confusing. What do you need to include? What kind of language should you use? How much detail is appropriate? How can you make sure it’s not rejected?
This guide is here for therapists to make the process feel less harrowing and high-stakes. It’s not intended for psychologists and providers who are involved in the process of applying for short-term disability benefits.
We’ll take a closer look at the key components of disability letters and walk through simple steps to write one. You’ll also find a sample disability letter from a therapist that you can customize and use for your own practice.
Key takeaways
- Disability letters document a client’s condition and are used to support their requests for accommodations.
- Writing these letters is at your discretion as the provider. You are not required to draft one if it falls outside your scope or comfort level.
- Effective letters are factual, objective, and based on your direct observations and treatment history.
Essential components of an effective disability letter
An effective disability letter helps decision-makers (like employers or universities, for example) clearly understand your client’s needs.
Different institutions (schools, employers, state disability offices, insurance providers, etc.) have different requirements, so it’s a good idea to check what they need — either in the official instructions or directly with the institution — before you start writing. But generally, most disability letters need to include:
- Your credentials and contact information: List your professional title, license, and practice details so the reviewer can verify your qualifications.
- Client identification and diagnosis: Include your client’s full name, relevant diagnosis (if applicable), and a general, brief explanation of how the condition affects their functioning. For example, you might state that your client has generalized anxiety disorder, which leads to increased stress in busy office environments. Include some of your own observations of the client.
- Treatment history: Explain how long you’ve been treating the client and how frequently you work together (e.g., ongoing weekly therapy).
- Functional limitations: Describe how your client’s diagnosis or symptoms interfere with their ability to work, study, or perform daily tasks. Focus on observable impacts (and not just diagnostic labels) to avoid confusion. For example, your client’s anxiety might make it challenging for them to concentrate and manage tasks efficiently in an open or high-traffic workspace.
- Your signature and date: At the bottom of the letter, include your signature and the date. Writing this letter on your professional letterhead signals even more legitimacy.
And, of course, every element of the disability letter needs to be factual and objective. If you need even more inspiration, take a look at our ESA letter template. It follows many of the same principles and can be adapted for other types of disability documentation.
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Step-by-step guide to writing a professional disability letter
You know the nuts and bolts you need to include — now, how do you pull it all together? It may feel easier if you break it down into smaller steps.
Start by gathering all of the information you need, including your client’s diagnosis, treatment history, and any forms or instructions from the requesting institution. It’s easier to have all of that handy now, rather than searching while you’re writing.
As you work through the sections below, focus on using clear, professional, and precise language. While you’ll include medical terminology (like DSM-5-TR codes) where it’s relevant, avoid overly technical jargon that could confuse reviewers.
Step 1: Craft a strong opening statement
You don’t need to get too creative here. Remember, this is medical documentation — not a novel or an emotional plea. So, begin your letter with a concise and straightforward introduction that states your professional credentials and establishes your relationship with the client.
Example: “I am a licensed clinical social worker (LCSW) with ten years of experience providing therapy to adults. I have been treating Jane Doe weekly for the past two years for symptoms related to generalized anxiety disorder (GAD).”
Step 2: Document diagnosis and treatment history
Explain the diagnosis (including relevant DSM-5-TR codes, if appropriate) and the onset or duration of symptoms. You’ll also briefly summarize the treatment approaches you’ve used. Sticking with a general overview of the treatment modality helps the recipient understand the clinical context, while still being mindful of your client’s privacy.
Example: “Jane meets the diagnostic criteria for generalized anxiety disorder (DSM-5-TR code 300.02) and has participated in weekly cognitive behavioral therapy sessions since her diagnosis in October 2023.”
Step 3: Describe functional limitations and needed accommodations
The recipient of this letter isn’t a clinician, so they need more explanation beyond the diagnosis. In this section, you’ll give the context they need by clearly explaining how the client’s condition affects their daily functioning. Stay focused on observable impacts and connect these to your recommended accommodations.
Example: “Jane experiences increased stress in busy office environments, which can make concentrating and managing multiple tasks difficult. A remote work arrangement would provide a calmer environment that supports her focus and productivity.”
Sample disability letter template
The above steps will get you through it, but you can make the process even easier by using this customizable template as your starting point. It includes placeholders for all of the essential elements, so you can fill in the blanks and submit it with confidence.
[Your Name, Credentials, and License]
[Practice/Clinic Name]
[Address]
[Phone] [Email]
[Date]
To Whom It May Concern,
I am a [credential] with [number] years of experience providing therapy to [typical clientele]. I have been treating [Client Name] for the past [duration] for symptoms related to [diagnosis].
[Client Name] meets the diagnostic criteria for [condition] ([DSM-5-TR code or ICD-10 code if appropriate]). Their symptoms include [brief description of symptoms], which can lead to [general functional impact].
[Client Name] has been participating in [treatment type] sessions [frequency] since [start date]. Treatment has focused on [brief summary of therapeutic goals].
[Client Name] experiences [specific functional limitations], which can make [tasks or responsibilities] challenging. To support [Client Name], I recommend accommodations such as [your recommendations].
Please contact me at [phone or email address] with any questions regarding this documentation.
Signature: [Your signature]
Date: [Date]
Considerations for writing disability letters
Part of what makes writing disability letters so difficult is that you want and even feel like you need to advocate for your client — but you also have to balance that with all of the ethical and practical considerations involved.
Ethical considerations for disability documentation
You’re signing your name to this document, so it’s smart to be cautious. If a client is pressuring you to exaggerate claims or draft this letter in the first place — particularly if it’s a client you’ve only seen once or just for an intake session — you’re well within your rights to deny their request.
Beyond trusting your gut, there are a few other considerations to keep in mind:
- Ensure you have your client’s consent before sharing any information in the letter.
- Adhere to confidentiality standards under HIPAA or other state regulations.
- Be accurate and objective, documenting only what you have observed or treated.
It’s normal to feel uncertain about wording or recommendations, but remember that your role is to provide honest, professional documentation. You aren’t expected to guarantee outcomes or “win” your client’s case for them. Stay focused on the facts.
Common pitfalls to avoid in disability letters
Even experienced clinicians can run into mistakes when drafting disability letters. Key pitfalls to watch out for include:
- Using boilerplate or one-size-fits-all language that doesn’t accurately reflect the client’s individual situation. Confidentiality matters, but you still need to provide enough context for the recipient to make an informed decision. It can be helpful to have your client provide you with a written authorization for the release of information.
- Omitting your clinical rationale, treatment history, or diagnostic support. Skipping these can weaken your letter’s credibility.
- Using vague language (such as “struggles sometimes” or “has faced challenges”) instead of describing observable impacts (like “can’t concentrate” or “experiences panic attacks”).
- Making recommendations outside of your scope of practice or authority, such as recommending that a patient be placed on medical leave when you aren’t their treating physician.
- Failing to retain a copy of the letter in your clinical records in case you need it for documentation and liability purposes.
Ultimately, clear, objective, and individualized documentation ensures your letter is professional, defensible, and as helpful as possible for your client.
Understanding your professional boundaries when writing disability letters
This is important to remember: While writing these letters is often part of your work, it’s always discretionary — you are not required to provide documentation if you feel you can’t do so accurately or ethically.
If and when you are willing to write a letter, you’ll need to pay attention to licensing requirements. These vary by state, with certain states having specific rules about what types of letters therapists can write or what language is considered within their professional scope. Checking with your state licensure board and regulatory bodies can help you understand and comply with those standards.
It’s also important to know your limits. Only document what you have personally observed, assessed, or treated. Avoid making recommendations that require medical authority beyond your credentials, such as prescribing leave or certifying eligibility for certain benefits. Doing so could create legal or ethical risk and put your professional reputation on the line.
Similarly, you’re ethically required to practice within your competency. If a client is experiencing symptoms or has a condition you aren’t equipped to treat, it’s best to refer them to another therapist who can provide the level of care they need — and write a stronger, more accurate disability letter on their behalf.
How Headway simplifies the documentation process
Writing disability letters can feel daunting, but Headway makes the process easier by keeping everything you need in one secure, organized place. When your client records, treatment history, and session notes are centralized, you can quickly access the information you need to draft these letters (without digging through files or emails). Headway also helps you track each of your clients’ treatment progress and session frequency, so it’s easier for you to summarize your clinical work in the letter. Put simply, with Headway and the fill-in-the-blanks template above, you can skip the confusion and write disability letters that are clear, confident, and compelling.
This content is for general informational and educational purposes only and does not constitute clinical, legal, financial, or professional advice. All decisions should be made at the discretion of the individual or organization, in consultation with qualified clinical, legal, or other appropriate professionals.
© 2025 Therapymatch, Inc. dba Headway. All rights reserved. No part of this publication may be reproduced without permission.
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