How to write a referral letter to CAMHS, an Educational Psychologist, or SALT

Writing a referral letter to an external agency — CAMHS, an Educational Psychologist, Speech and Language Therapy, Occupational Therapy — is a task that falls to teachers and SENCOs more often than anyone anticipated when they chose the profession. These letters matter. They are often the document that determines whether a child gets assessed, how quickly, and with what priority.

Here is how to write one that does the job.

Know what the referral needs to achieve

A referral letter is not a list of everything that is difficult about a child. It is a professional document making a case for assessment or support from an external agency. Its job is to describe the nature of the concern clearly and specifically, provide evidence that supports the referral, and make a coherent argument for why external involvement is needed now.

If you have not been clear in your own mind about the specific concern and why it warrants a referral, the letter will reflect that. Clarity of thinking comes first.

What to include

• School information — name of the school, the child's year group and date of birth, the name of the class teacher and SENCO.
• The nature of the concern — described specifically. Not “concerns about behaviour” but a precise description of what the behaviour is, how often it occurs, in what contexts, and how long it has been observed.
• What the school has already done — interventions, support strategies, adjustments. Referrals to most agencies will be considered more seriously if the school has already tried targeted support and the concern persists.
• The impact on the child — academically, socially, and emotionally. Be specific: not “it is affecting his learning” but “he is currently working approximately two years below age-related expectations in reading and writing, and his engagement in whole-class activities has decreased significantly over the past term.”
• The question you are asking — what do you want the agency to do? Assess? Advise? Provide direct therapy? Be explicit.
• Parental consent — confirm that parents are aware of and have consented to the referral.

Tone and language

Referral letters should be professional, clear, and precise. Avoid educational jargon that the receiving agency may not share. Avoid language that sounds apologetic or uncertain — “we wonder if perhaps there might be some concerns around...” — be direct.

Avoid language that sounds like a character judgment rather than a professional observation. “He is disruptive” is a judgment. “He frequently leaves his seat during whole-class teaching, averaging 4-5 times per 30-minute session, despite consistent application of agreed support strategies” is an observation.