Writing a GP letter as a private therapist: structure, tone, and a template to adapt

A GP letter from a therapist typically runs one to two pages and covers who the client is, why they were referred or self-referred, what you've observed clinically, any risk considerations, and what you're asking the GP to do. The tone is professional and collaborative — you're writing to a colleague, not filing a report. Keep clinical language precise but avoid jargon that assumes the GP shares your therapeutic frame.

When a therapist might write to a GP

The most common triggers are: a client discloses symptoms that may have a physical basis (sleep disorder, suspected thyroid dysfunction, unexplained weight loss); risk has escalated and you want the GP aware; a client needs a medication review and has asked you to support the referral; or you're ending work and want to hand over a summary so the GP can coordinate ongoing care.

You don't need a formal reason to write — if it's clinically appropriate and the client has given informed consent, a brief letter is good practice. What you do need is a clear purpose, because that shapes every other decision about what to include.

Getting consent right before you write

Before you draft anything, confirm the client has given explicit, informed consent for you to share information with their GP — and document that consent in your notes. Explain what you intend to include and give the client the opportunity to review the letter if they wish. Some clients will want to read it before it's sent; others won't. Either way, record the conversation.

Consent here isn't a formality. Under UK GDPR, health data is special-category data and requires a lawful basis plus a Schedule 1 condition. In most private-practice contexts the relevant basis is explicit consent, but the precise position depends on your circumstances — confirm with your professional body (BACP, UKCP, HCPC, or equivalent) if you're unsure.

Structure of a GP letter: section by section

Your header Your name, qualifications, professional registration number, practice address, phone, and email. Date the letter. Address it to the GP by name where possible — "Dear Dr [Surname]" rather than "Dear GP".

Re: line Client's full name, date of birth, and NHS number if you have it. This saves the GP's receptionist time and reduces the chance of the letter being filed against the wrong record.

Opening sentence State who you are, your modality, and your relationship to the client in one sentence. For example: "I am writing regarding [Client Name], who has been attending weekly integrative psychotherapy sessions with me since [month/year]."

Clinical summary Two to four sentences describing the presenting concerns as the client has described them, and any relevant clinical observations — not a diagnosis (unless you hold the appropriate qualification and have conducted a formal assessment), but a clear picture of what you've been working with. Use plain language: "low mood, disrupted sleep, and significant anxiety in social situations" is more useful to a GP than a theoretical formulation.

Risk If a risk consideration prompted the letter, state it clearly and factually. If there's no current risk concern, a brief sentence to that effect is still worth including — it saves the GP having to wonder.

Your request Be explicit about what you're asking for. "I would be grateful if you could review [Client Name]'s current medication" or "I wanted to ensure you were aware of the above in case it is relevant to any future contact" are both clear. Vague letters create extra work for GPs and often go unanswered.

Closing Invite the GP to contact you if they'd like to discuss further. Sign off with your full name, qualifications, and professional body registration.

Tone: what works and what does not

Write as a peer, not a subordinate. GPs and therapists have different training and different roles — neither is senior to the other in this context. Avoid over-hedging ("I just wanted to flag that perhaps...") and avoid overclaiming ("In my clinical opinion, this client has..." followed by a diagnosis you're not qualified to make).

Keep the letter to one page where possible. GPs read correspondence in very short windows. If you need two pages, use clear paragraph breaks so the key request is easy to find.

Avoid therapeutic jargon that won't translate. "The client has been exploring attachment ruptures in the context of an avoidant relational style" is meaningful in supervision; "the client describes longstanding difficulties trusting others in close relationships, which appear to have their roots in early experience" communicates the same thing to a GP without requiring a shared frame.

What to leave out

Don't include session content beyond what is clinically necessary. The GP doesn't need a narrative of what the client said in week four — they need enough to act on your request and to have an accurate picture of risk. Less is usually more.

Don't speculate about diagnosis unless you're qualified and have conducted a proper assessment. Phrases like "I suspect this client may have ADHD" can follow a client through their medical record for years and cause harm if they're wrong.

One honest limitation

A well-structured letter doesn't guarantee a response, or the response you hoped for. GPs are under significant time pressure, and a letter requesting a medication review or onward referral may sit in a queue. If the matter is urgent, a phone call first — with the client's consent — is more reliable than a letter alone. Letters are best understood as a record of communication and a professional courtesy, not a mechanism for guaranteed action.

A note on confidentiality if the client is also an NHS patient

If your client is receiving parallel NHS mental health input, consider whether the GP letter might be shared further — for example, added to a shared care record accessible to other clinicians. Discuss this with the client so they can make an informed choice about what they want included.

Where Sorca fits

If you write GP letters regularly, Sorca's clinical letters feature can draft a structured letter from your session notes — covering GP correspondence, referral letters, insurer reports, and supervision summaries. You review and edit before anything is sent; Sorca never contacts anyone on your behalf. Audio is transcribed in the browser and never stored — see how data is handled if that matters to your practice decisions.

You can try Sorca free for three days, no card required, at sorca.life.