Special paperwork request from clients: When to help, when to hold back

When you work closely with clients, paperwork is part of the job. Whether it’s filling out forms for mental health leave, disability accommodations, or even an emotional support animal letter, these requests can quickly pile up. While these forms are important for clients, they also add to your workload and come with real legal, ethical, and practical considerations.

So, should you do it?  The answer isn’t a simple yes or no. It depends on the type of paperwork, your role as a professional, and whether you have the time and energy—and the right expertise—to do it without overstepping your boundaries. Let’s dig in.

Why clients request paperwork

First, let’s get a handle on why clients need these forms completed. They might be:

• Seeking accommodations at work or school: They might need adjustments to their environment or schedule to manage their mental health or other challenges.
• Applying for benefits: Disability benefits, unemployment, or family leave can provide crucial financial support during difficult times.
• Navigating housing or travel: Emotional support animal letters, for example, are often requested for housing or travel purposes.
• Documenting their needs: Sometimes, a form is simply needed to document their ongoing mental health needs for other services they are accessing

These are important needs, and your client believes you have the insight to help with them. That being said, saying “yes” indiscriminately can lead to problems.

How to decide: A practical approach

It’s tempting to say yes. After all, you want to support your clients. But paperwork takes time, which could be used for direct client care, professional development, or even self-care. Constantly handling extra work can lead to burnout, blur professional boundaries, and even result in ethical dilemmas if a request falls outside your skill set. So, before you grab your pen (or keyboard), pause for a moment. Here’s a simple framework to help you decide whether to fulfill a paperwork request:

1. Assess the request:

• What exactly is being asked?  Is this a formal request for reasonable accommodations under the Americans with Disabilities Act (ADA)? A doctor’s note for short-term disability? A letter supporting emotional support animal status? Get a clear understanding of the form’s purpose and requirements. Don’t assume; ask the client to explain it thoroughly.
• Is it within my scope of practice? Can you ethically and competently provide the information requested? Some forms require specific language, legal knowledge, or medical insight that you may not have.
• How much time will it realistically take?  Some forms are straightforward; others demand detailed documentation and follow-up. Be honest with yourself about the time commitment.

Continually filling out forms for a client can inadvertently foster dependency. It’s vital to encourage clients to advocate for themselves and develop their own skills in navigating these processes.

2. Communicate clearly:

• Explain your policy upfront. Inform new clients about your approach to paperwork requests during the initial consultation. This keeps expectations realistic while still offering support.
• Be direct and honest. If you’re unable to fulfill the request, explain why clearly and compassionately. Don’t leave the client guessing.

3. Offer alternatives:

• Provide referrals. Suggest other professionals who can help if the request is outside your scope.
• Help the client find resources. Point them to organizations or websites that offer guidance on completing the forms themselves.
• Offer to provide supporting documentation. Instead of filling out the entire form, you could offer to write a summary of the client’s treatment and progress.

4. Set realistic expectations:

• If you agree to complete the form, be clear about the timeline. Don’t overpromise.
• Discuss fees. Be transparent about any charges associated with completing the paperwork. Many therapists charge their hourly rate for these services.

5. Document everything: Keep thorough records of all requests, your decision-making process, and any communication with the client.

6. Don’t forget boundaries:

• Signing your name to a document carries responsibility. Ensure the information you provide is accurate, truthful, and based on your professional assessment. Be sure you have adequate professional liability insurance.
• Continually filling out forms for a client can inadvertently foster dependency. It’s vital to encourage clients to advocate for themselves and develop their own skills in navigating these processes.

Addressing the “paperwork-first” client

Sometimes, you’ll meet clients who seem more interested in obtaining specific paperwork than engaging in therapy. This can look like:

• Disappearing after receiving the paperwork.
• Asking about paperwork during the initial intake or after just a few sessions.
• Prioritizing paperwork over therapy goals.

Here’s how to handle these situations

• Slow the process down: Explain that you need a period of working together to fully understand their situation before you can complete any paperwork.
• Discuss therapeutic goals: Encourage them to talk about their broader objectives in therapy—this helps you both know where to focus.
• Set clear conditions: Consider establishing criteria (like a minimum number of sessions) before you fulfill a paperwork request.
• Consider a “wait and see” approach: Postpone the paperwork decision until you’ve had more time to work together.
• Trust your gut: If something doesn’t feel right, it’s okay to say no.

Fees for paperwork: A necessary conversation

Charging for paperwork is standard practice because:

• It’s a professional service requiring your expertise, time, and attention.
• It reflects the time commitment involved.
• It’s fair compensation for your efforts.
• Certain documents require careful wording to meet legal or insurance standards.
• That time could be spent on billable therapy hours or self-care.

When it makes sense to charge

If you decide to charge for paperwork, here are some situations where it’s most appropriate:

• Complex or high-stakes forms – Disability paperwork, legal documentation, or anything requiring detailed clinical assessment.
• Extensive time commitment – If a form requires research, multiple drafts, or back-and-forth communication.
• Non-therapy-related requests – Letters for school accommodations, pet-related paperwork, or employment verification when unrelated to treatment.

One way to structure this is a flat rate for common forms (e.g., $75 for disability paperwork) or an hourly rate for more complex requests.

When free makes sense

That said, there are times when charging might not be the best choice:

• During active therapy – If the paperwork is directly related to treatment (e.g., an insurer requires documentation for continued therapy), charging could create a barrier.
• Clients in crisis or financial hardship – If a client is struggling financially or emotionally, adding another fee might not be appropriate.
• Standard intake or insurance forms – Some paperwork is simply part of doing business and may not warrant an extra charge.

How to approach fees

• Disclose your fees upfront: Clearly state your policy regarding paperwork fees during the initial consultation or in your practice paperwork.
• Explain the rationale: Help clients understand why you charge a fee. You can explain that it covers your time, expertise, and the administrative burden of completing the forms.
• Be transparent about the cost: Provide a clear estimate of the fee before starting the paperwork. This could be an hourly rate (the same as your session fee is common), a flat fee per form, or a combination of both, depending on the complexity of the task.
• Consider offering a sliding scale: If you offer a sliding scale for therapy sessions, you might consider extending it to paperwork fees as well, if financially feasible.
• Document the agreement: Have the client sign a form acknowledging their understanding of the fees and their agreement to pay them.

Alternative approaches

If charging feels too rigid—or not charging leaves you feeling drained—consider these middle-ground options:

• Session time billing – Instead of a separate fee, track the time spent on paperwork and include it in your regular session rate.
• Prepaid packages – Offer a set number of paperwork requests per month as part of a premium service.
• Guidance instead of completion – Help clients understand what’s needed but have them complete the form themselves, offering feedback if necessary.

Balance boundaries and compassion

Deciding whether to charge for paperwork isn’t just about money—it’s about protecting your time, setting fair boundaries, and ensuring clients take responsibility for their own processes.

If charging makes sense in your practice, communicate it clearly and offer alternatives when needed. If you choose not to charge, be mindful of how it affects your workload and well-being. Either way, the goal is to support your clients without compromising your own boundaries or sustainability.

Time management tips (because your time is valuable)

Every extra piece of paperwork takes time away from your core work. If you’re constantly fielding these requests, consider:

• Scheduling specific times for paperwork.
• Using templates for common forms.
• Hiring a virtual assistant for administrative tasks.
• Batching similar tasks.

Saying no doesn’t mean you’re unsupportive

For many, declining to fill out certain paperwork feels uncomfortable. However, saying no doesn’t mean you lack compassion for your client’s needs. It simply acknowledges that some requests may fall outside your expertise or available time. Framing your response thoughtfully helps maintain trust while still protecting your boundaries. Saying no to paperwork overload means saying yes to doing your best work where it truly matters.

The bottom line: Prioritize ethical care and boundaries

Your priority is providing ethical and effective care to your clients. While you genuinely care about their well-being, it’s essential to recognize that you can’t be all things to all people. Setting healthy boundaries around paperwork requests not only protects your time and energy but also empowers your clients to take an active role in their own well-being. By being clear, honest, and offering alternative resources, you can support your clients without compromising your own professional responsibilities and well-being.