Continuity-of-care letter, a sample to adapt
A sample letter for handing off a patient's care to another clinician, when a practice closes, a clinician leaves, or a patient transfers, so treatment isn't interrupted.
What it is
A sample letter for handing off a patient's care to another clinician, when a practice closes, a clinician leaves, or a patient transfers, so treatment isn't interrupted.
Who it's for
Clinicians and practice managers arranging a transfer of care.
When to use it
When a clinician is leaving or a practice is closing or relocating, or when a patient is moving to another practice and needs a summary to carry their care forward.
The checklist
What the letter should cover
- Who the patient is and the effective date of the transfer.
- A brief summary of diagnoses, the current treatment plan, and current medications with doses.
- What's pending, such as labs, refills, prior authorizations, or a taper in progress.
- How records will be transferred and how to reach the sending clinician during the transition.
Sample language to adapt
- Dear [patient name], I'm writing to help your care continue smoothly. As of [date], your psychiatric care will transfer to [receiving clinician or practice].
- Your current treatment includes [diagnoses], and your current medications are [list with doses]. [Pending items, such as labs or refills, and the plan for each.]
- I'll transfer your records to [receiving clinician] once you sign the attached authorization. Until [date], you can reach our office at [contact] for urgent needs. In an emergency, call 988 or 911.
- It's been a privilege to be part of your care. [Clinician name and credentials.]
Before you send it
- Fill in every bracket and remove anything that doesn't apply.
- Attach the records-release authorization.
- Keep a copy in the record and note the date sent.
Important limitations
This is a sample to adapt, not a finished or legally sufficient document. A safe handoff also depends on your abandonment obligations, records-release rules under HIPAA and state law, and any payer or contract requirements. Have counsel review your version, especially for a practice closure.
Sources
- American Medical Association, Code of Medical Ethics, Terminating a Patient-Physician Relationship. https://code-medical-ethics.ama-assn.org/ethics-opinions/terminating-patient-physician-relationship
Reviewed by Shariq Refai, MD, MBA, FAPA, a board-certified psychiatrist. Last reviewed July 29, 2026.
Link to this resource
You're welcome to link to this free resource from your site. It's educational, dated, and free to share. It's not legal advice or an endorsement.
Badge text: From the Shrinkiatry practice resource library