Did your client ask for a leave of absence letter? Find notes on what to include — and what to avoid.
Has a client asked you for a mental health leave of absence letter? Writing these letters can feel intimidating, but with clear structure and clinical judgment, you can support your client while staying within ethical and legal guidelines.
Ahead, we’ve broken down what to include — and avoid — in your letter, as well as a quick template to get you started.
Before writing any leave of absence letter, it’s essential to understand HIPAA, privacy laws, and professional boundaries. As you already know, therapists must protect client confidentiality and avoid sharing unnecessary personal or diagnostic information unless specifically authorized or legally obligated to do so.
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A mental health leave of absence letter should be short, professional, and clear. Here is a basic template that you can adjust to your liking:
Below is an example of a mental health leave of absence letter:
To Whom it May Concern:
I am writing to confirm that John Appleseed is currently under my care for mental health treatment. Due to clinical considerations, I recommend a leave of absence from school/work starting August 1, 2025 to support their wellbeing.
Please feel free to contact me at 888-888-8888 or [email protected] if you require further information, pending appropriate client consent.
Sincerely,
Name
Credentials
License Number
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.
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.
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.
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.
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.
Writing a leave of absence mental health letter doesn’t have to feel overwhelming. It can be an opportunity to support your client, apply your clinical judgment, and deepen the therapeutic relationship. By following clear guidelines, you can advocate efficiently and effectively while staying ethical, professional, and compliant. Explore more resources, connect with other like-minded clinicians, and streamline your practice by joining the Headway community today.
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.
© 2026 Therapymatch, Inc. dba Headway. All rights reserved. No part of this publication may be reproduced without permission.
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