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Reports, letters and legal requests
What CRPO asks when someone wants a report: consent and timing (Standard 5.2), fact and opinion, accurate documents (5.3), when you may refuse and when you may not, custody reports, and subpoenas.
Study aid, not legal advice.Last verified against the official sources linked below on .
The duty (5.2.1)
- On request, provide a report or certificate about treatment within a reasonable time, unless there is reasonable cause not to: a letter, summary or form, not a copy of the record (that is 5.1).
- CRPO: respond in writing within 30 days of the request.
- If a delay cannot be avoided, tell the requester why and give a firm date.
Before you write
- Get the client's (or their representative's) express consent, and verify anyone acting for them.
- Explain any sensitive content, and document whether the client wants to proceed.
- Include only what is relevant and requested; let the client review it before it goes.
- Send it securely.
What you write (5.2.2, 5.3.1)
- Say whether each part is your opinion, objective fact, or a summary of what the client told you.
- Stay within your knowledge and competence: no facts you do not know, no opinions outside your expertise.
- Anything you sign or send, or let others send for you, is accurate and complete, in clear language.
- Never sign or send a misleading or false document; invoices and receipts are accurate too.
You may refuse when
- You lack the competence for what is asked; you may still give facts such as treatment dates and presenting issues.
- You have no consent or legal authority to disclose.
- The report could cause significant harm, for example it is not in a child's best interests.
Never refuse because
- The client cannot pay, or there is a dispute with the client.
- You may charge a reasonable fee (for example pro-rated from your hourly fee), once the payer has an estimate.
Custody reports (CRPO manual)
- Have a policy on whether and for whom you write custody reports, and say so to everyone involved.
- Know whose consent releases whose information, including which parents consent for a child.
- Separate facts from interpretations; "a good parent" is an unclear opinion you cannot verify.
Lawyers, subpoenas, originals (CRPO manual)
- A lawyer for the other side asks for the record: acknowledge, tell your client and ask for the client's consent.
- The exception is a summons, subpoena or court order; if unsure, contact your clinical supervisor and legal counsel.
- Keep the original and send copies; where the law requires the original, keep a legible copy.
Consent first, within 30 days, fact apart from opinion, nothing you cannot stand behind; legal requests go to your lawyer.