Online Counselling Contract Template (2026)

There is no federal law in the US that requires signing a counselling contract for remote therapy. However, a signed contract is your defense against loss of money and time, your peace of mind, and your understanding with the client.

It shows you value clear communication and expectations, protecting both your client and yourself. For therapists running a private practice, a well-drafted contract is especially critical for establishing professionalism and legal protection from day one.

"Contractual control, through its focus on the definition on the acceptable behaviors in the relationship and the penalties in case of violation of these rules, enables partners to make a more accurate assessment of the risks and the payoffs."

If you've decided that verbal agreements aren't for you and you need to draw up a contract for online counselling, you're in the right place. We've compiled advice from lawyers and your peers to help you with issues like:

• What clauses to include in a contract.
• How to sign the contract online.
• Whether you should mail a copy of the contract.

A Quick Legal Checklist

Before we get to the contract sections, make sure you meet the guidelines for a formal client contract in your private practice.

1. Qualifications and registration. You must be licensed with a relevant state licensing board. Common credentials include Licensed Clinical Social Worker (LCSW), Licensed Professional Counselor (LPC), Licensed Marriage and Family Therapist (LMFT), and Licensed Psychologist. Display your credentials and license number on your website and social media profiles.
2. HIPAA compliance. You must comply with the Health Insurance Portability and Accountability Act (HIPAA). Take all data security measures and store clients' information in a secure place, like electronic health records. Use only HIPAA-compliant platforms for communication, video sessions, and record storage.
3. Insurance. We hope you have professional liability (malpractice) insurance to cover any potential issues during therapy.

Free Counselling Contract Template (Copy and Paste)

Below is a ready-to-use counselling contract template you can copy, paste, and adapt for your practice. Replace all bracketed fields with your specific details before sending to clients.

COUNSELLING SERVICES AGREEMENT

Counselor: [Your Full Name], [License Type and Number], [State] Practice Name: [Practice Name] Address: [Street Address, City, State, ZIP] Phone: [Phone Number] | Email: [Email Address]

Client Name: [Client Full Name] Date of Birth: [MM/DD/YYYY] Phone: [Phone Number] | Email: [Email Address]

Effective Date: [Date]

1. Nature of Services [Counselor Name] agrees to provide individual therapy services aimed at supporting the Client's mental health and well-being. Therapy is a collaborative process and does not guarantee specific outcomes.

2. Session Fees and Payment The fee for each session is $[Amount], due at the time of service. Accepted payment methods include [credit/debit card, HSA/FSA card, check]. A late cancellation fee of $[Amount] applies to appointments cancelled with less than [24/48] hours' notice.

3. Insurance and Billing [Select one: I am an in-network provider with [Insurance Plans] / I am an out-of-network provider. Upon request, I will provide a superbill you may submit to your insurer for potential reimbursement.]

4. Confidentiality All information shared during sessions is kept strictly confidential in accordance with HIPAA. Exceptions include: imminent risk of harm to self or others, suspected child or elder abuse or neglect, or a court-ordered disclosure. See Section 6 for full details.

5. Emergency Protocol If you experience a mental health emergency outside of session hours, call 988 (Suicide and Crisis Lifeline), call 911, or go to your nearest emergency room. This practice does not provide 24-hour crisis services.

6. Limits of Confidentiality As a licensed mental health professional, [Counselor Name] is a mandated reporter under [State] law. Confidentiality will be broken when required by law, including suspected abuse or neglect of a child, elderly person, or dependent adult, or when a client presents a serious and imminent danger to themselves or others.

7. Termination Either party may terminate this agreement with [one week's] written notice. Upon termination, referrals to other qualified providers will be offered upon request.

8. Informed Consent By signing, the Client acknowledges they have read and understand this agreement, including the nature and risks of therapy, their right to ask questions at any time, and their right to withdraw consent.

Counselor Signature: ___________________________ Date: ___________

Client Signature: ___________________________ Date: ___________

Key Components of the Counselling Contract

A well-crafted contract not only sets clear expectations but also fosters trust and accountability. Let's explore the key components of an online counselling contract template and how you can create one that meets the needs of both parties.

Introduction and identification of parties

This section typically includes the counsellor's name, credentials, and contact information, as well as the client's name and contact details. Additionally, it may include a brief statement outlining the purpose and scope of the counselling relationship:

Counsellor: Dr. Emily Smith, Licensed Professional Counselor (LPC), License No. TX-12345 Contact Information: Phone: (555) 123-4567, Email: emilysmith@email.com

Client: John Doe Contact Information: Phone: (555) 987-6543, Email: johndoe@email.com

The purpose of this counselling contract is to establish the terms and conditions of the therapeutic relationship between Dr. Emily Smith and John Doe.

Goals and objectives of counselling

In this section, you can outline the goals and objectives of therapy that were discussed in the first session with the client. As therapy is an area where it is difficult to predict the exact outcome of treatment and its timing, you can include in this section specific outcomes the client hopes to achieve or areas they wish to address during sessions:

To address John's struggles with anxiety and develop coping strategies to manage symptoms.

To improve communication and interpersonal relationships.

To explore underlying issues contributing to John's current challenges and work towards resolution.

Confidentiality and privacy

This section should detail the counsellor's commitment to maintaining client confidentiality, exceptions to confidentiality (such as mandated reporting requirements), and the limitations of confidentiality in certain circumstances.

Dr. Smith is committed to maintaining the confidentiality of all information shared during sessions in accordance with HIPAA.

Exceptions to confidentiality: imminent risk of harm to oneself or others, suspicion of child or elder abuse or neglect, or court-ordered disclosure.

Information may be shared with other healthcare professionals involved in John's care only with his written consent.

It is worth mentioning the regular supervision sessions, where you can discuss client cases without mentioning names.

When working online, HIPAA compliance is particularly critical due to the potential for information leakage online. Use only HIPAA-compliant platforms for video sessions, messaging, and record storage.

Describe how you will store client data electronically and the security measures in place to protect it (for example, password protection and encryption). Also outline the process for clients to access, update, or request deletion of their records under applicable state law.

Boundaries and expectations

In this section, mention topics such as:

• number of sessions and their duration
• agreed time of sessions
• communication outside of session time
• cancellation policies
• and guidelines for appropriate conduct during sessions.

You can also specify the code of conduct that you follow.

Counselling sessions will occur weekly for 50 minutes each, unless otherwise agreed upon.

Sessions will take place through the secure Medesk Meet platform.

A normal fee will be charged for non-attendance or cancelled sessions, unless John gives Dr. Smith at least 48-hours notice.

Fees and payment

State your fee structure, accepted payment methods, billing procedures, and any applicable cancellation or late fees in as much detail as possible.

For example:

The fee for each counselling session is $150, payable at the time of service or in advance.

Payment can be made via credit/debit card, HSA/FSA card, or check.

A late cancellation fee of $50 will be charged for appointments cancelled with less than 24 hours' notice.

It is also worth clarifying whether the payment is refundable in the event of exceptional circumstances. If so, to what extent and within what timeframe.

Insurance and billing

If you accept health insurance, your contract should clearly spell out how billing works. Specify whether you are an in-network provider, which insurance plans you accept, and what the client's estimated copay or coinsurance responsibility will be. Note that insurance companies may request clinical records for claims review, and include this as a limited exception to confidentiality.

If you are an out-of-network provider, clarify that payment is due at the time of service and that you can provide a superbill. A superbill is an itemized receipt with the required diagnostic and procedure codes that clients submit directly to their insurer for potential reimbursement. Always advise clients to verify their out-of-network benefits before beginning treatment.

Dr. Smith is an out-of-network provider. Payment of $150 is due at the time of each session. Upon request, a superbill will be provided within five business days for submission to your insurance carrier. Reimbursement is not guaranteed and is subject to your individual plan benefits.

Termination and referral

Make sure to say when and how either of you can end the agreement. Also, talk about what happens if one of you needs to stop working together. You can also mention how you'll find someone else to help if needed.

Either party may terminate the counselling relationship with one week's notice.

In the event of termination, Dr. Smith will provide referrals to other qualified counsellors or mental health professionals if requested.

Legal and ethical considerations

This important part should include statements about informed consent, client rights, the counsellor's code of ethics, and jurisdictional regulations governing counselling practice.

John acknowledges that he has received and understands Dr. Smith's informed consent document, which outlines the nature and risks of counselling.

Dr. Smith adheres to the ethical standards set by her state licensing board and any applicable national professional associations, including all state regulations governing counselling practice.

Also, ensure the contract reflects sensitivity to diverse cultural backgrounds and values, and consider accommodations for clients with disabilities to ensure equal access to services.

Limits of Confidentiality and Mandated Reporting

One of the most important sections of any US counselling contract is an explicit statement about the limits of confidentiality. Many clients assume that everything shared in therapy is completely private, and it is your legal and ethical responsibility to correct that assumption in writing before treatment begins.

Under US federal and state law, licensed mental health professionals are mandated reporters. This means you are legally required to break confidentiality in specific circumstances, regardless of your client's wishes. The most common situations include:

• Duty to warn or protect. If a client makes a credible threat of serious harm to an identifiable third party, most states require you to warn that person and/or notify law enforcement (established under the landmark Tarasoff standard).
• Child abuse or neglect. If you have reasonable suspicion that a minor is being abused or neglected, you must report it to your state's child protective services agency.
• Elder and dependent adult abuse. Many states require reporting suspected abuse, neglect, or exploitation of elderly or dependent adults.
• Imminent self-harm. If a client presents an imminent risk of suicide or serious self-injury, you may be required to take protective action, including contacting emergency services.

Your contract should name your state explicitly and reference the relevant mandated reporter statutes. Inform clients of these limits verbally at the start of treatment and document that discussion. Transparency here builds trust rather than eroding it.

Emergency Protocols and After-Hours Contact

A clear emergency protocol clause is a standard risk-management requirement in US counselling contracts. Clients must know what to do if they experience a mental health crisis when you are unavailable, and your contract is the right place to document that guidance.

Include the following in this section:

• A clear statement that your practice does not provide 24-hour emergency or crisis services.
• Instructions to call or text 988 (the Suicide and Crisis Lifeline) for immediate mental health support.
• Instructions to call 911 or go to the nearest emergency room for life-threatening situations.
• Any local or regional crisis resources relevant to your client population.
• Guidance on how to reach you for urgent (but non-emergency) scheduling matters, such as a practice voicemail or patient portal message.

This practice does not provide crisis or emergency services outside of scheduled session hours. If you are experiencing a mental health emergency, please call or text 988 (Suicide and Crisis Lifeline), call 911, or go to your nearest emergency room immediately. For urgent scheduling matters, please leave a voicemail at (555) 123-4567 and Dr. Smith will respond within one business day.

Documenting this clause protects you from liability and ensures your clients have a clear, actionable plan before a crisis occurs.

Specifics of the Online Therapy Sessions Contract

The contract you sign in the office with your client face-to-face or online will not differ much in content. However, there are sections that will distinguish an online contract from an offline one.

This is a separate part of the article about them.

Technology and platform

What to include:

• Specify the video conferencing platform(s) you will use and any technical requirements for clients (e.g., minimum internet speed, specific software).
• Outline your responsibility for maintaining platform security and data encryption.
• Address troubleshooting steps for technical issues during sessions.
• Include a backup plan for unexpected platform outages.

Therapy sessions will be conducted primarily through the Meet videoconferencing platform. John will need a stable internet connection with a minimum download speed of 5 Mbps and a webcam with a microphone.

Dr. Smith is responsible for ensuring all software is updated regularly and security protocols are followed. However, it is also important for John to take steps to protect his own internet security, such as using strong passwords and keeping his devices up-to-date.

I will notify you immediately in case of any unexpected platform outages and discuss the best way to proceed with the session.

Session recording and sharing

What to include:

• Clearly state your policy on recording sessions, including client consent requirements and how recordings will be stored and used.
• Address any situations where client information might be shared with third parties (e.g., emergency situations, court orders) and how consent will be obtained.

Therapy sessions will not be recorded unless both the therapist and client provide written consent beforehand. This consent can be withdrawn at any time by either party.

If recording or sharing information with a third party is necessary, you will be provided with a written explanation of the reasons and will be asked to sign a separate consent form.

Disclaimer

What to include:

• Include a disclaimer stating that online therapy may not be suitable for everyone and that the therapist cannot guarantee specific outcomes.

Online therapy services may not be suitable for everyone, including individuals experiencing crisis situations, severe mental health conditions, or suicidal ideation. If you have concerns about your suitability for online therapy, please discuss them with me before proceeding.

Digital signatures

Legally binding digital signatures, which are types of esignatures, offer a convenient and secure way to finalise agreements without the need for physical paperwork. Various platforms and software solutions, such as DocuSign or Adobe Sign, enable parties to sign contracts electronically, providing an efficient alternative to traditional pen-and-paper signatures. For documents that require online notarization, such as affidavits, real estate agreements, or power of attorney forms, a digital notary can verify identities, witness signatures, and apply a tamper-proof seal to ensure legal validity.

Commercial and Common Law Commissioner, Stephen Lewis: "Electronic signatures can offer quicker and easier transactions for businesses and consumers."

There are several software options available for signing remote contracts electronically. We'll give you three examples:

Adobe Sign

Adobe Sign is a reputable electronic signature solution that enables users to sign documents remotely from any device. It integrates seamlessly with Adobe Acrobat and other Adobe products.

Signable

Signable is an electronic signature software that offers a user-friendly interface, customisable templates, and compliance features, making it a suitable choice for remote work contracts.

Dropbox Sign

Dropbox Sign, formerly HelloSign, is an electronic signature service integrated with the Dropbox platform. It allows users to send documents for electronic signature, track their status, and manage signed documents securely.

We use Dropbox at Medesk.

Frequently Asked Questions

1. Do I legally need a counselling contract in the US?

No federal law mandates a signed counselling contract, but most state licensing boards and malpractice insurers strongly recommend one. A written contract protects both the therapist and client by clearly documenting consent, fees, and expectations before treatment begins.

2. What should a counselling contract template include?

At minimum, a counselling contract should include therapist credentials and license information, session fees and payment terms, a cancellation policy, confidentiality limits, emergency contact procedures, and an informed consent statement. Additional sections covering insurance billing and technology platforms are essential for online therapy.

3. How does HIPAA affect my counselling contract?

HIPAA requires that you provide clients with a Notice of Privacy Practices before or at the first session. Your contract should reference this notice and confirm the client has received it. All platforms used for communication and record storage must also be HIPAA-compliant.

4. Can a client use insurance to pay for therapy?

Yes. If you are an in-network provider, the client pays their copay or coinsurance and you bill the insurer directly. If you are out-of-network, the client pays your full fee and you can provide a superbill for potential reimbursement. Your contract should specify which arrangement applies.

5. What happens if a client misses a session?

Your cancellation policy, which should be clearly stated in the contract, governs missed sessions. Most therapists charge a late cancellation or no-show fee unless the client provides at least 24 to 48 hours' notice. Note that insurance plans typically will not reimburse no-show fees, so these are usually collected directly from the client.

6. Can I use a digital signature on a counselling contract?

Yes. Electronic signatures are legally valid under the Electronic Signatures in Global and National Commerce (ESIGN) Act in the US. Platforms like DocuSign, Adobe Sign, and Dropbox Sign are widely accepted and provide a secure, auditable record of consent.

A Small Piece of Advice Instead of a Conclusion

Review and update your contract regularly to reflect any changes in technology, regulations, or your practice. Consult with a legal professional to ensure your contract complies with all relevant laws and ethical guidelines, including current HIPAA requirements and your state licensing board's standards.

Remember, this is not an exhaustive list, and the specific sections you need to include may vary depending on your practice and location. It's important to consult with a legal professional to ensure your counselling process is legally sound and the contract protects both you and your clients.

Subscribe to our blog to be the first to hear about how software is making the lives of psychotherapists and other medical specialists easier.

Read also:

1. 5 Reasons to Use Voice Productivity AI in Your Telehealth Sessions
2. How to Avoid Malpractice While Using Telemedicine
3. How to Build an Online Consultation Platform or Website