How to Write a Psychologist Letter to GP: Template, Tips, and EHR Benefits

Participation of mental health specialists in primary health care activities is the most significant direction of psychiatric service modernization. The determining role is played by the nature of professional interaction between general practitioners (GPs), psychiatrists, medical psychologists and social workers.

Clinical-psychological and psychiatric support is characterized by the psychiatrist delegating part of his diagnostic and management competencies to clinicians while reserving his educational and coordination functions. An invaluable element of this model is the training and continuous professional support of the activities of health professionals by a psychotherapist working in a clinic.

Psychotherapy rooms in hospitals and private practices emphasize the formation of individualized professional relationships through joint conferences and examinations, dynamic observation of patients, and the implementation of progress reports.

The psychiatrist shows the practitioners the possibilities of various approaches while discussing the mental health care plan in supervised patients. However, he also gradually delegates some functions to the district doctor for the protection of mental health.

Needless to say, the cooperation of these specialists is a must in a proper treatment. The most widespread way of collecting and discussing patient's anamnesis and making a joint treatment plan is writing a referral letter, or letter of recommendation. A well-structured psychologist letter to GP template helps ensure that no critical clinical detail is missed and that both clinicians are working from the same picture of the patient's needs.

In this article you'll learn about:

• What a psychologist letter to GP template should include
• A full annotated template you can adapt for your practice
• How to write each section clearly and professionally
• The benefits of EHR in compiling referral letters
• Frequently asked questions about GP correspondence

Psychologist Letter to GP Template: Full Example

Before breaking down each section individually, it helps to see what a complete, well-written psychologist letter to a GP looks like in practice. The example below reflects current best practice standards and can be adapted to suit your own clinical setting.

[Date]

Dr. [GP's Full Name] [Practice Name] [Practice Address] [City, Postcode]

Re: [Patient's Full Name], DOB: [DD/MM/YYYY]

Dear Dr. [GP's Surname],

Thank you for referring [Patient's Name] under their mental health care plan, whom I met for an initial consultation on [date].

Presenting Concerns [Patient's Name] presented with [brief description of main complaint, e.g., symptoms consistent with generalised anxiety disorder, including persistent worry, sleep disruption, and avoidance behaviours]. She/He/They reported that symptoms have been present for approximately [X months/years] and have had a significant impact on [work/relationships/daily functioning].

Relevant History [Patient's Name] has a previous history of [relevant psychiatric or medical history]. There is [no/a] history of prior psychological treatment. Family history is [relevant detail if applicable]. No significant substance use was reported.

Psychometric Assessment [Patient's Name] completed the [assessment tool, e.g., PHQ-9, GAD-7, DASS-21] at the time of the initial session. Results indicated [brief interpretation, e.g., moderate depression and severe anxiety symptoms].

Mental State Examination At assessment, [Patient's Name] presented as [appearance, behaviour, affect, speech, thought content, insight]. No suicidal ideation or intent was identified at the time of assessment. [If applicable: She/He/They disclosed passive thoughts of self-harm, which were discussed and a safety plan was established.]

Current Medications and Allergies [Patient's Name] is currently taking [medications] and has [no known/the following] allergies: [list].

Treatment Plan Treatment will involve:

• [Therapy modality, e.g., Cognitive Behavioural Therapy (CBT)]
• [Session frequency, e.g., weekly individual sessions for 12 weeks]
• [Any additional referrals or recommended investigations]

I would welcome your thoughts on whether a medication review would be appropriate at this stage, particularly given [specific clinical reason if relevant].

I will write to you again following [the 6th session / completion of the assessment phase] with a progress update. Please do not hesitate to contact me should you have any questions regarding [Patient's Name]'s care.

Yours sincerely,

[Your Full Name] [Your Professional Title, e.g., Clinical Psychologist / Chartered Psychologist] [Registration Number, e.g., HCPC No. PYXXXXX] [Practice Name] [Phone Number] [Email Address]

This template covers every element a GP needs to continue coordinating care effectively.

Psychologist Letter to GP: 6th/10th Session Progress Template

Progress Review Letter

For patients accessing therapy through structured initiatives like Medicare Better Access, providing an update at the 6th or 10th session is a standard requirement. A progress review letter is essential for the GP to assess the efficacy of the current mental health care plan and determine eligibility for additional sessions. The template below is tailored for these mid-treatment milestones.

[Date]

Dr. [GP's Full Name] [Practice Name] [Practice Address] [City, Postcode]

Re: Progress Review for [Patient's Full Name], DOB: [DD/MM/YYYY]

Dear Dr. [GP's Surname],

I am writing to provide an update on [Patient's Name]'s progress following their [6th/10th] psychological therapy session under the Medicare Better Access initiative.

Progress and Current Symptoms [Patient's Name] has attended [number] sessions to date, focusing on [brief summary of therapeutic approach, e.g., Cognitive Behavioural Therapy for panic management]. Since the initial assessment, they report a reduction in [specific symptoms, e.g., frequency of panic attacks]. Re-administration of the [PHQ-9/GAD-7/DASS-21] indicates that scores have improved from [initial score/range] to [current score/range].

Ongoing Challenges While [Patient's Name] has made positive gains in [specific area], they continue to experience difficulties with [ongoing issue]. We are currently working on [next steps in therapy, e.g., graded exposure to avoided situations].

Recommendation Based on this clinical progress, I recommend that [Patient's Name] continue with psychological therapy. Could you please provide a new referral letter for an additional [number] sessions so they can continue accessing treatment?

Please do not hesitate to contact me should you have any questions regarding this update.

Yours sincerely,

[Your Full Name] [Your Professional Title] [Registration Number] [Practice Name] [Phone Number] [Email Address]

Tone, Clarity, and Professional Standards

The way psychologists write to GPs has evolved significantly. Guidance from the Royal College of Psychiatrists emphasises that letters should be written with the understanding that the patient may also read them. This does not mean avoiding clinical language, but it does mean using respectful, accurate, and non-stigmatising phrasing throughout.

A few practical principles to keep in mind:

Use plain language where possible. Avoid jargon that a GP outside your subspecialty may not be familiar with. If you use a clinical term, briefly define it in context.

Write one letter, not multiple versions. Best practice calls for a single letter that is sent to the GP and copied to the patient, unless the patient has explicitly declined to receive a copy. This reduces administrative burden and supports transparency. Copying the patient directly fosters trust and reinforces the collaborative nature of their care. When patients read the letter, it serves as a clinical summary they can reflect on between sessions, often improving their adherence to the mental health care plan and overall engagement in therapy.

Keep it proportionate. For an initial session summary, one to two pages is appropriate. A longer treatment update may warrant more detail, but avoid padding with unnecessary background that the GP already holds.

State your conclusions clearly. Do not bury your key clinical concerns in the middle of a paragraph. Lead with the most important information and use formatting (such as bullet points for treatment plans) to improve readability.

Include follow-up timing. GPs value knowing when to expect your next communication. Stating "I will update you following the sixth session" gives them a clear timeline and reduces the need for follow-up calls.

These standards apply whether you are writing an initial post-assessment letter, a mid-treatment update, or a discharge summary.

The Benefits of EHR in Compiling Referral Letters

Implementing electronic health records (EHR) facilitates your communication with the colleagues. By using electronic software, you are able to exchange referral letters without interrupting your normal workflow. Moreover, you can increase the time of face-to-face appointments by reducing manual paperwork.

Medical correspondence between a psychiatrist and a GP, as well as recording a client's progress, differs greatly from other specialists' paperwork. Psychiatrist's assessment is partly subjective, so the EHR's built-in templates and questionnaires help to more objectively evaluate a patient's condition and, accordingly, compose an accurate letter for a referring GP.

With the Medesk "New Patient Letter" template all the necessary paragraphs and sections are pre-made. You only need to fill in the information about the client and send it to the practitioner.

The letter is divided into several sections for your convenience:

• General information
• Drug history
• Mental state examination
• And CC

You also have an option to choose an ICD-10 code to make a preliminary diagnosis, and fill out a section for planning and other information.

As you can see, referral letters are a well-established way of achieving consensus between professionals from different medical fields. Don't forget to use it!

Frequently Asked Questions

How long should a psychologist letter to a GP be?

For an initial session summary, one to two pages is generally appropriate. The letter should be concise enough to read quickly but detailed enough to give the GP a clear clinical picture. If psychometric results, a full mental state examination, and a treatment plan are all included, two pages is a reasonable target. Avoid padding with information the GP already holds in the patient's medical record.

Does a GP letter from a psychologist need to follow a specific format?

There is no single mandatory format, but most clinical settings and professional bodies recommend a consistent structure that covers patient details, presenting concerns, relevant history, assessment findings, and a treatment plan. Using a standardised psychologist letter to GP template, such as one built into your EHR system, reduces the risk of omitting key sections and saves time across your caseload.

Should the patient receive a copy of the letter sent to their GP?

Yes, in most cases. Current best practice guidance, including from the Royal College of Psychiatrists, states that patients should receive a copy of any letter written about them unless they have specifically declined. Writing with the patient in mind as a reader encourages clearer, more respectful language and supports the therapeutic relationship.

What should I do if I am not sure of the diagnosis when writing to a GP?

Include your provisional or differential diagnosis and make clear that it is preliminary. A statement such as "findings are consistent with a presentation of [condition], though further assessment is required" is more useful to a GP than no diagnostic impression at all. Providing your clinical reasoning alongside any uncertainty helps the GP make an informed decision about concurrent management.

When should a psychologist send a follow-up letter to a GP?

Most clinicians send an initial letter after the first session and a follow-up after the sixth session or at the end of a defined treatment phase. For high-risk patients, interim letters may be appropriate sooner. Setting a clear expectation in your initial letter (for example, "I will update you following session six") reduces the likelihood of the GP contacting you for updates in the interim.

Can I use a template for every GP letter I write?

A template provides a reliable structure, but each letter should be individually completed with patient-specific detail. Sending a generic or incomplete letter is worse than sending no letter at all. Use your template as a framework and ensure that every section is tailored to the individual patient's clinical presentation, history, and treatment plan.