Practice management
Template: Letter to a Client Who Has Discontinued Services Abruptly
This template offers a professional and ethical way to formally close a case when a client stops.
When a client discontinues services without notice, it creates an unresolved loop for your practice. The case remains technically open, which can pose ethical and record-keeping challenges. Practitioners are often left wondering how to formally conclude the work in a way that respects the client’s autonomy while fulfilling professional obligations.
This template offers a professional and supportive way to formally close the file. It provides the necessary documentation for your records while ensuring the client does not feel abruptly abandoned. The communication offers a sense of respectful completion and clarifies that the door remains open should they decide to return in the future.
Template: Letter to a Client Who Has Discontinued Services Abruptly
Subject: Regarding our work together
Dear [Client Name],
I am writing because we had an appointment scheduled on [Date of missed session] which you did not attend. I have not heard from you since our last meeting on [Date of last session]. My attempts to contact you on [Date(s) of contact attempts] have been unsuccessful.
When a client misses a scheduled meeting and does not make contact, my professional practice is to assume they have chosen to end our work. This letter serves as formal notification that I am closing your case file, effective [Date, 10-14 days from letter date].
You are welcome to resume services in the future. Should you wish to do so, please contact my office to inquire about availability. A new intake assessment may be necessary to determine if my services remain the appropriate fit.
If you need support in the meantime, here are some referral options:
[Referral 1: Name, contact information, and specialty if applicable] [Referral 2: Name, contact information, and specialty if applicable]
For any urgent needs, go to the nearest hospital emergency room or contact [Local emergency service or crisis line phone number].
Sincerely,
[Your Name] [Your Title/Credentials] [Your Contact Information]
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