Which format should you use?
| Format | Sections | Best for |
|---|---|---|
| SOAP | Subjective, Objective, Assessment, Plan | Clinics working with doctors and psychiatrists; anyone who records scores and observations separately |
| DAP | Data, Assessment, Plan | Talking therapies where separating "what the client said" from "what I saw" adds little |
| BIRP | Behaviour, Intervention, Response, Plan | Showing what you did and how the client responded, e.g. for supervision or structured CBT/DBT |
There is no single right answer. Pick the one your clinic or supervisor uses, and use it consistently: a consistent structure makes it quick to read back through a case.
SOAP note template
SOAP comes from medicine and separates what the client tells you (Subjective) from what you observe and measure (Objective).
S (Subjective) What the client reports: main concerns this week, mood, sleep, events, their own words where useful, progress on homework. O (Objective) What you observe: appearance, affect, speech, engagement, questionnaire scores (e.g. PHQ-9, GAD-7), risk screen. A (Assessment) Your clinical interpretation: progress towards goals, formulation, risk level and reasoning. P (Plan) Next steps: interventions, homework, next session focus and date, referrals, safety actions.
DAP note template
DAP merges subjective and objective information into one Data section. It is shorter, which makes it popular with counsellors and psychotherapists.
D (Data) What happened in the session: what the client said and what you observed, including scores and interventions used. A (Assessment) What it means: progress, themes, risk, how the client responded. P (Plan) What happens next: homework, focus for the next session, referrals, follow-up.
BIRP note template
BIRP puts the intervention at the centre: what you did, and how the client responded to it.
B (Behaviour) The client's presentation and what they reported: mood, behaviour, concerns, symptoms. I (Intervention) What you did: techniques used (e.g. cognitive restructuring, grounding), psychoeducation, homework reviewed. R (Response) How the client responded to the intervention, in the session and since the last one. P (Plan) Next steps: homework, next session focus, referrals.
A worked example (SOAP)
A made-up client: a 29-year-old team lead in week 5 of CBT for work-related anxiety.
S: Client reports anxiety "about a 6 out of 10" this week, down from 8. Completed the thought record twice, both after team meetings. Sleep improved to about 6 hours. Still avoiding presenting in meetings. O: Arrived on time, appropriately dressed, good eye contact. Affect anxious but brightened when discussing progress. GAD-7 = 11 (was 15 three weeks ago). PHQ-9 = 7; item 9 = 0. No risk indicators. A: Moderate anxiety, improving. Thought records show a pattern of "they'll think I'm incompetent" predictions. Avoidance of presenting maintains the anxiety. Engaged and motivated. P: Behavioural experiment: speak once in Thursday's team meeting and record prediction vs outcome. Continue thought records. Next session in 1 week: review the experiment. Repeat GAD-7 in 2 weeks.
Fill in a SOAP, DAP or BIRP note in your browser and copy it.
Open the note templateTips for writing good notes
- Write it the same day, ideally straight after the session. Details fade within hours.
- Be specific and observable: "tearful when discussing her father" rather than "upset".
- Quote the client sparingly, only where their exact words matter (especially anything about risk).
- Always record risk, even when it is "no risk indicators; denies suicidal thoughts".
- Link the plan to goals: the homework and next focus should follow from the treatment plan.
- Leave out what doesn’t serve care: gossip, your private reactions and details about third parties that aren’t clinically relevant.
- Write as if the client will read it. Under the Mental Healthcare Act, 2017 they have a right to access their records.
- Don’t edit signed notes: add an addendum with the date and the reason instead.
Writing notes faster
Templates save structure, not thinking. Things that do save time: scores that land in the note automatically, homework recorded where you assigned it, and a draft of the note you only need to correct.
In MindConnect you write notes in SOAP, DAP, BIRP or your clinic’s own template, sign them, and add addenda afterwards. With the client’s consent, an online session can be transcribed and AI drafts the note in your chosen format for you to review, edit and sign. See AI session notes.
Frequently asked questions
What is the difference between SOAP and DAP notes?
SOAP separates what the client reports (Subjective) from what you observe and measure (Objective). DAP combines both into a single Data section, so it is shorter. Assessment and Plan are the same in both.
How long should a therapy progress note be?
Usually a few short paragraphs, readable in a minute or two. Enough for a colleague to understand what happened, the risk level and what comes next.
Should progress notes include the client’s exact words?
Only where the exact wording matters, such as statements about risk, or a key belief you are working on. Otherwise summarise.
Can a client see their therapy notes?
In India, the Mental Healthcare Act, 2017 gives people with mental illness a right to access their basic medical records, with limited exceptions. Write notes you would be comfortable for the client to read.