Documentation request — associate response template (Associate Handbook)
Use this when a client requests a letter, form, summary, or other documentation.
Message template (copy/paste)
Hi [Client first name],
Thank you for your message. I can help with a documentation request.
To make sure I prepare the right document, could you please confirm:
- what type of documentation you need (letter / form / summary)
- what it’s for (e.g., insurance / employment / school / legal / other)
- any specific requirements (exact wording, questions to answer, due date, where it needs to be sent)
Timeline: We aim to process documentation requests within 10 business days.
Fees: A documentation fee applies. Head & Heart charges clients for documentation in line with the recommendations in the BC Association of Clinical Counsellors (BCACC) guidelines. Documentation is typically billed in 15-minute increments based on the counsellor’s standard hourly rate (plus GST where applicable), and clients agree to the fee before the work begins.
If needed, I can also consult with admin before quoting the documentation fee.
Fee estimate for this request (fill in): $____
Important note: If your request involves legal proceedings or court, please tell me so I can proceed thoughtfully and within scope.
Thank you,
[Your name]