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How to write a thank you letter for a patient referral (with an example)
Client referrals are integral to therapists in private practice. Here’s how to navigate the world of thank you letters for referrals.
Ryan DeCook, LCSWTherapist
As a therapist, you are likely always looking for referral sources as you build your practice. Along with networking with other mental healthcare providers, a client referral from a doctor’s office or another therapist can be a timely boost to your caseload. Imagine you specialize in peripartum mental health and have recently built a connection with a local OB/GYN clinic, providing them with your practice information. Soon after, you receive your first referral from a doctor there and start working with that client. It’s exciting to know that another provider trusts you enough to send clients your way, and now you want to strengthen that relationship. One of the best ways to express your gratitude and encourage continued referrals is by writing a thank-you letter.
When to write thank you for a client referral letter
Client referrals are the life source of a private practice. These can come from many places, such as other therapists, doctors offices, hospitals, massage therapists, chiropractors, lawyers, insurance directories, or online directories. Many of these referral sources rely heavily on interpersonal relationships. Establishing and fostering these mutually beneficial relationships is essential to running a successful practice.
When you identify another provider, practice, or organization that trusts you and sends you clients, you have found something very valuable. To nurture these types of relationships, it’s important to communicate consistently, express gratitude, and offer to add value to their business. This can be conducted through a referral thank-you letter. A letter like this can build loyalty and enhance your reputation with this provider, likely leading to more referrals.
Consider sending the thank-you letter after your initial sessions with a referred client. While an email is acceptable, a handwritten letter is often more personal and memorable. Sending more thank-you letters can be useful, too. If the provider continues referring clients, consider sending additional thank-you notes at key times, such as the holiday season or year-end. It is not necessary or expected to send a thank-you letter for every single referral. Doing so too frequently might overwhelm the referring provider.
What to include in a thank you letter for a client referral
1. Begin with a warm greeting.
Set a warm tone for the letter with a friendly greeting. Include the provider’s name and title. This personal touch can make the letter more meaningful for the recipient. If you already have an established relationship, a more casual greeting may be appropriate. If it is a newer relationship without much history, it can be advisable to make the greeting more formal without feeling robotic.
Some examples of a friendly greeting include:
- Dear Dr. Smith,
- Hello Amy, I hope this letter finds you well.
- Good afternoon, Dr. Brown,
- Dear Michael, I wanted to take a moment to reach out and thank you.
2. Lead with your expression of gratitude.
After the personalized greeting, highlight your appreciation to the provider. This is the core message of the letter. These letters should be brief, so you should get to the point right away. Be specific about your gratitude for the client referral. You can also acknowledge the time and effort the provider took to connect the client with you.
3. Be mindful of confidentiality.
With this new client who was referred to you, it is essential to uphold their confidentiality. Unless there is a signed release of information (ROI) in place, you cannot acknowledge the name or any identifying information of your new client. This is clearly stated in the American Association for Marriage and Family Therapy Code of Ethics. You can say “thank you for the recent client referral” or something similar. Even if the referring provider can infer which client you are referencing, you still cannot disclose any identifying details.
4. Provide additional helpful information.
This section gives you a chance to briefly tell the other provider anything else that you might like for them to know. This could include, for example, another specialization you have that you want the other provider to be aware of.
5. Make an offer to return the favor.
Offering to add value to the referral source’s business is a great way to build further trust and relationship. You can offer to send referrals or promote their business in some way. A therapist and psychiatrist who provides medication management services, for example, can form a mutually beneficial referral partnership. Even if the other party does not respond or ask for help, simply making the offer is a sign of partnership and good will.
Sample client referral thank you letter
This is a sample of a letter sent from a private practice therapist, Alex, who specializes in depression. She connected earlier in the year with a psychiatrist who recently referred a client. After seeing this client for several sessions, she decided to send a thank-you letter to the referring psychiatrist. This letter helped to build more trust and visibility which led to more referrals from this psychiatrist.
Dear Dr. Jameson,
I wanted to reach out and thank you for your recent referral to my practice. I recognize that it takes additional time for you to send out referrals and I am very appreciative. I am grateful for your confidence in my work and look forward to supporting your patient’s therapeutic needs.
I value our relationship and am excited about collaborating with you. If you would like to discuss general aspects of treatment or coordinate care for a mutual client, please don’t hesitate to reach out.
Likewise, I am happy to refer clients who may benefit from your psychiatric expertise with medication management. I look forward to working together to provide comprehensive care for our clients.
Best regards,
Alex Brown, LCSW
How Headway helps with client referrals
Thank-you letters are more than just a kind gesture — they’re an investment in professional relationships that can help sustain and grow your practice. Taking the time to craft a thoughtful note helps to strengthen trust and establish long-term collaboration. Headway is a network of mental health therapists that accepts more than 45 insurance plans, offering a surefire way to increase referrals and boost your practice’s profitability. In addition to increasing referrals, Headway also handles insurance credentialing and billing, making it easier than ever to run your practice. You can focus on growing your business and providing excellent care while Headway simplifies the administrative work.
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