Closing Therapy Practice Letter To Patients

Closing a therapy practice is a significant transition that requires careful communication with clients. Whether the closure is planned or sudden, crafting a well-thought-out letter ensures professionalism, supports clients in their transition, and upholds ethical responsibilities. Below, we provide key considerations, a structured approach, and an example template to help therapists inform clients about their practice closure.

Considerations for Writing a Closure Letter

A well-crafted letter should: ✔ Clearly state the practice is closing.

✔ Express appreciation for the therapeutic relationship.

✔ Provide a final session date and transition period.

✔ Offer referrals to other therapists or services.

✔ Include instructions for accessing records.

✔ Maintain a supportive and compassionate tone.

✔ Follow ethical guidelines, including HIPAA regulations.

Instructions for Writing Your Closure Letter

1. Start with a Clear Announcement

Begin the letter with a straightforward statement about the closure. Be direct but compassionate, avoiding unnecessary distress.

Example:
“I am writing to inform you that I will be closing my therapy practice as of [Date]. While this decision was not made lightly, I want to ensure that you have the necessary support during this transition.”

2. Express Gratitude

Acknowledge the therapeutic relationship and express appreciation.

Example:
“It has been an honor to work with you. I deeply appreciate the trust you have placed in me throughout our time together.”

3. Provide Transition Details

Give clients a timeline and explain the next steps.

✔ Final session availability and last appointment date.
✔ Whether clients may have additional follow-up sessions.
✔ Contact information for record requests.

Example:
“My final day for scheduled sessions will be [Date]. If you wish to schedule a final session before then, please contact me at [Contact Information].”

4. Offer Referral Options

Providing alternative therapists ensures continuity of care.

✔ Include names and contact information of therapists accepting new clients.
✔ Suggest professional directories like Psychology Today or TherapyDen.
✔ Offer to transfer records with client consent.

Example:
“To support your transition, I have provided a list of trusted colleagues who are currently accepting new clients: [Names and Contact Info]. I encourage you to reach out to them as soon as possible to secure continued care.”

5. Address Record Management

You are mandated to create a plan for securing client records through the retention period, which varies by state.  Let your client know how they can obtain their records, even after you have closed your practice.

Example:
“If you would like a copy of your transferred to a new provider, please submit a written request to Company X, where your recrods will hve been securely archived for the length of time mandated by law.”

Unplanned Closures: Preparing for the Unexpected

While some practice closures are carefully planned, others can occur suddenly due to illness, incapacitation, or death. Without preparation, clients can be left without guidance, and records may be lost or inaccessible.

To prevent this, therapists should establish a Professional Will and designate a Practice Executor to manage their practice in case of an unplanned closure.

The Pitfalls of DIY Professional Wills & Colleague Executors

✔ Legal & Ethical Gaps – Self-written wills may not meet HIPAA or state requirements.
✔ Burden on Colleagues – Appointed colleagues may lack time, resources, or expertise to manage client transitions.
✔ Risk of Record Mismanagement – Without a structured plan, client records may be mishandled or lost.

How TheraClosure Solves These Problems

TheraClosure is a professional executor service designed to manage therapy practice closures smoothly and ethically. They provide: ✔ Legally Compliant Professional Wills to meet ethical and state regulations.
✔ Trained Executors who handle client notifications and referrals, removing the burden from colleagues.
✔ Secure Record Management to protect confidentiality and facilitate transitions.
✔ Business Closure Support including final billing and notifications.

Final Thoughts

Writing a compassionate, informative closure letter helps clients navigate the transition with clarity and support. Whether a closure is planned or sudden, having a Professional Will and a Practice Executor ensures ethical and legal obligations are met. Services like TheraClosure provide peace of mind by handling unexpected closures professionally and efficiently, safeguarding both clients and the therapist’s legacy.