How to Write Therapy Notes [Template + Examples] — Talkspace

Knowing how to write therapy notes is a critical part of being an effective therapist. That said, for many mental health professionals, keeping up with documentation can be one of the biggest therapist challenges. Therapy session notes are more than just a formality, though—they’re your clinical, legal, and ethical responsibility. 

Therapy notes are crucial for delivering high-quality care and monitoring client progress. They also help you coordinate with other providers and offer protection for your practice. If you’re struggling to keep up, we’re here to help. Discover therapy note templates that can make you more efficient in your note-taking habits. We’re sharing therapy notes examples that will help you write effective notes with confidence. 

Types of Therapy Notes

Therapy notes aren’t all the same. What you create depends on factors such as your role, your client’s needs, their progression, and their goals for therapy. Throughout and after sessions, you’ll use several types of notes, and each has a specific purpose and requirements. As you grow comfortable with the distinctions between different kinds of therapy session notes, you’ll find you can be more organized, focused, and, ultimately, compliant. 

There are several common types of therapy notes you’ll regularly use.

Progress notes

Think of progress notes as the backbone of your clinical documentation. These are part of your clients’ official records and can be referenced when dealing with insurance companies. They’re also helpful when multiple providers are on a client’s care team. It’s essential to use objective language and maintain a professional tone when writing progress notes. Focus on facts you observe during sessions and record measurable outcomes. 

You can use progress notes to: 

• Track a patient’s journey
• Document clinical status
• Summarize sessions
• Identify themes
• Record interventions 
• Note progress and goal completion

Example of an appropriate progress note: “Client shared they saw a connection between daily meditation practice and improved sleep habits.”

Psychotherapy notes

Also known as “process notes,” these are your private reflections on client interactions. They’re optional and aren’t shared with insurers. You can include impressions, hypotheses, and important details you want to remember from sessions. For example, you might notice a subtle shift in a client’s tone when addressing or revisiting a specific topic. Psychotherapy notes are HIPAA-protected and should be kept separate from official clinical records. 

You can use psychotherapy/process notes to: 

• Reflect on your reactions and feelings during sessions
• Record clinical impressions and questions you want to explore later
• Document countertransference (your conscious or unconscious reactions to a client)
• Note new observations
• Track clinical reasoning as you develop and redefine treatment plans

Example of an appropriate psychotherapy note: “Noticed client was hesitant to discuss the relationship with their mother…Unresolved grief? Fear of judgment?”

Although they may seem similar in nature, progress and process notes have different purposes. Progress notes are clinical and objective and can be used to demonstrate compliance or offer proof to insurance companies. Process notes are your own personal and informal reflections, not to be shared with anyone else. 

Administrative notes

Administrative notes are the “nuts and bolts” of practice management. They cover aspects like scheduling, billing, cancellations, and other logistical matters related to running your practice. These notes do not include clinical content and are usually in a separate section of a client’s record.

You can use administrative notes to: 

• Document scheduling details, like cancellations and rescheduled appointments
• Track billing, payments, and insurance information
• Note logistics regarding topics such as policy updates, etc.
• Record no-shows
• Log admin tasks related to care

Example of an appropriate administrative note: “Client called on 1/15/25 to reschedule appointment from this Thursday (1/16/25) to next Monday (1/20/25). Confirmed new date and updated calendar.”

How to Write High-Quality Therapy Notes

Once you have a process in place, you’ll be able to capture key details and take therapy notes about a client’s sessions without feeling overwhelmed. Using a step-by-step approach, like the one below, helps you take clear, useful, compliant, and appropriate notes. 

Start with a clear purpose for the note

Before you take notes, ask yourself what your goal is. Whether you’re documenting a session, recording a crisis intervention, or noting a change in emotional well-being, your notes are there to help you. By setting a clear intention for the purpose of every note, you can stay focused and confident that they’ll be sufficient for both legal and clinical purposes.  

Summarize the client’s presentation and session focus

Take a moment to reflect on your client. What was their behavior and demeanor during your session? Were they anxious or withdrawn? Hopeful or energized? Did they bring up new issues? Asking questions like these helps you identify patterns that might be useful when creating a treatment plan. 

Example: “Client arrived on time but seemed tense. They shared that work has become more stressful recently. Session focused on coping skills to use in the workplace to manage stress.”

Describe interventions and techniques used

By documenting the interventions and techniques you use, you’re supporting clinical care and showing the value ongoing therapy offers, which might be helpful for insurance purposes. For example, you might mention that you used grounding exercises or cognitive restructuring. Or you may note that you introduced a new coping mechanism for a client to try. 

Example: “Taught the client how to use deep breathing to manage acute anxiety and stress.”

Note the client’s response and level of engagement

Be sure to track how a client engages in therapy and responds to the interventions you teach them. Did they seem willing to actively participate, or did you sense they were hesitant? Your notes here are essential for tracking progress and altering your approach when necessary. 

Example: “Client was fully engaged in the mindfulness we practiced. Reported feeling calm and relaxed after. Agreed to use outside of sessions.”

Document clinical impressions and assessment

Note your observations and include clinical judgment here. Have you noticed any signs of improvement? Or do you see regression or have any new concerns? 

Example: “Client shows improvement in identifying anxiety triggers but is still using avoidance behaviors.”

Outline the plan moving forward

As your client progresses, a plan keeps the momentum going. Planning ahead can keep them on the path toward meeting their goals. You might be ready to assign homework, offer referrals, or change the frequency of their sessions. 

Example: “Planning to introduce journaling in our next session. Will encourage the client to track anxiety levels every day.”

Maintain ethical and legal compliance

Your notes should be accurate, timely, and secure at all times. Use professional language and be sure to document any concerns you have regarding risks. Follow mandated reporting requirements and give yourself a refresher on HIPAA and your state’s legal standards. 

“Therapeutic documentation is a legal and ethical responsibility, although those should not be the drivers and motivation of sound notetaking. Remember, at the core of care is assessing while actively listening, and so it is important to remember to track care and progress accurately in keeping with how a client may view themselves within their own experience-not only clinically useful but clinically responsible.”

– Talkspace therapist Elizabeth Keohan, LCSW-C

Popular Therapy Note Formats (with Examples)

There is no single “best” way to write therapy notes, but using a structured note template can help. It can save you time and ensure that you document all the essentials. Before you select a specific template, here’s what you should keep in mind every time you take therapy notes, regardless of format: 

• Start every note by recording the client and session details
• Choose your note format (DAP, SOAP, etc.)
• Use a reputable EHR system to streamline your note-taking process
• Be objective
• Be diligent about privacy—never include overly personal client details 
• Record interventions used, client responses, and future session plans

There are several standard formats for therapy note-taking that you should be aware of. Here is a therapy progress notes cheat sheet you can refer to:

Format:	Best for:	Structure:
SOAP	General clinical documentation	SubjectiveObjective AssessmentPlan
DAP	Streamlining notes focused on assessment	DataAssessmentPlan
BIRP	Behavioral interventions	BehaviorInterventionResponsePlan
GIRP	Goal-oriented work	GoalInterventionResponsePlan
PAIP	Treatment planning	ProblemAssessmentInterventionPlan

SOAP (Subjective, Objective, Assessment, Plan)

SOAP notes are common in healthcare. They’re used for their clarity and structure. Soap notes are ideal when you need to separate a client’s report from your own observations and impressions. 

Example:

• Subjective: Client expressed being “Constantly anxious at work.”
• Objective: Client had a tense posture and was fidgeting during our session, especially when work topics came up.
• Assessment: Symptoms are consistent with generalized anxiety disorder (GAD).
• Plan: Explore workplace triggers and introduce stress management strategies.

DAP (Data, Assessment, Plan)

DAP notes are used when you need to combine subjective and objective data and information. They can be a valuable tool if you like a streamlined approach to your documentation. 

Example:

• Data: Client expressed unusually low energy and hopelessness; appeared tearful at times throughout our session. 
• Assessment: Client consistently showed ongoing symptoms of moderate depression.
• Plan: Start to explore depression coping mechanisms and schedule a follow-up in one week.

BIRP (Behavior, Intervention, Response, Plan)

BIRP notes can be beneficial in therapeutic settings where it’s necessary to track interventions and responses. 

Example:

• Behavior: Client shows avoidant tendencies when discussing childhood.
• Intervention: Consistently using open-ended questions to encourage sharing.
• Response: Client became tearful but eventually shared more.
• Plan: Continue to explore past and childhood experiences in upcoming sessions.

GIRP (Goal, Intervention, Response, Plan)

When you want to focus documentation on specific goals and treatment outcomes, the GIRP therapy notes template can be an excellent resource. 

Example:

• Goal: Client is working to reduce panic attacks from daily to weekly.
• Intervention: Introduced grounding techniques and other mindfulness activities.
• Response: Client agreed to practice skills outside of our regular sessions; reported fewer attacks.
• Plan: Continue to work on skill-building; track frequency of panic attacks.

PAIP (Problem, Assessment, Intervention, Plan)

PAIP notes can help you create or modify treatment plans and are generally useful for case management. These notes are exceptionally helpful when you have multiple providers on a care team. They ensure everyone is up-to-date and on the same page regarding the client’s treatment, goals, and progress. 

Example: 

• Problem: Client has difficulty managing anger outside of sessions.
• Assessment: Client states they have frequent arguments with their spouse.
• Intervention: Introduced anger management workbook and encouraged use outside of sessions. 
• Plan: Review progress in all future sessions; adjust strategies as needed.

Common Mistakes to Avoid

Even if it’s hard now, writing therapy notes is a skill you can master with patience, dedication, and practice. As you refine your practice, be mindful of these common pitfalls:

• Don’t use vague language that can be subjective—“Client seems fine.”
• Remember to record clinical plans and next steps.
• Don’t overload your notes with unnecessary details.
• Be sure to document any risk concerns, safety plans created with a client, and follow-up needs.

Tips to Make Note Writing Faster & Easier

Taking therapy notes can be time-consuming. That’s why having a process is so important. When you have a system and know how to do it, documentation doesn’t have to take up valuable client time or interfere with boundaries you’ve set for work-life balance as a therapist. 

Some strategies you can use to streamline your note-taking process include:

• Writing notes as soon as possible after every session: Your memory is best immediately after a session, so your notes will be more accurate and generally faster to write.
• Using shorthand or a structured therapy note template: Templates like SOAP or DAP help you stay focused, so you’re more efficient and have more useful notes. 
• Considering voice-to-text tools or AI assistants: Dictating notes with specialized software can dramatically cut down on documentation time, giving you more time back from administrative tasks. Talkspace’s “Smart Notes” feature is HIPAA-compliant, secure, and private. Smart Notes can enhance documentation quality by providing detailed and accurate notes that are readily accessible. 
• Keeping a library of intervention language: Have a bank of phrases ready to use for common interventions or responses.

“Again, as professionals, therapists are trained rigorously on active engagement, listening, and treatment planning. And while we avail ourselves to listen intently, we must always be practicing documentation with accuracy. But that does not mean rewriting the script word for word. Over time, we develop skills in taking brief notes concisely and concurrently with treatment planning. Not impossible, but of course a continual balancing act to extract main ideas while being able to denote important details.”

– Talkspace therapist Elizabeth Keohan, LCSW-C

Extend the Impact of Your Notes with Talkcast

Talkspace has recently launched a new feature that enables you to create personalized content in the form of short podcast-style audio episodes for your clients. Based on session content, Talkcast is a secure, HIPAA-compliant platform that therapists review before sharing. This powerful tool hels you enhance your practice by offering engaging and supportive mental health content that empowers your clients. 

Find online therapy jobs with Talkspace and explore the benefits of Talkcast today.