How Psychology Practices Should Word a Fee Increase Letter to Existing Clients

17 September 2026·3 min read

Quick answer: Give as much notice as practically possible, state the new fee and effective date plainly, and briefly acknowledge the impact without over-justifying. Clients rarely leave over a reasonable fee increase itself — they leave when it feels sudden, unexplained, or delivered without any acknowledgement of what it means for them. ✨

Here's a conversation most practices put off 💖: telling existing clients about a fee increase. It's uncomfortable, especially in an ongoing therapeutic relationship, but avoiding it or softening it into vagueness tends to create more anxiety than a clear, respectful letter ever would.

What Most Practices Get Wrong

The common mistake is either delivering the news too close to the effective date, leaving clients no time to plan, or wrapping the message in so much justification it starts to feel apologetic and uncertain. A calm, clear, reasonably-timed letter reads as a practice run with confidence and care — both of which matter to clients in this kind of relationship.

The Template

"I'm writing to let you know that from [date], my session fee will be $[new fee], up from $[current fee]. I wanted to give you as much notice as possible.

I understand any change to fees is worth thinking through, and I'm happy to talk about what this means for your care if that would help — including your Medicare rebate, if applicable, and session frequency options.

Thank you for the trust you've placed in our work together. I'll see you at our next session."

A solo practitioner practice: gives eight weeks' notice as standard for any fee change, sent by letter and mentioned briefly in-session, rather than relying on one channel alone.

A group practice with multiple practitioners: uses a consistent letter template across all practitioners, adjusted only for the specific fee and date, so every client receives the same clear, considered standard of communication.

The Mechanics: Timing and Delivery

Give as much notice as your business genuinely allows — six to eight weeks is common practice, though longer is even better where possible. Send in writing so the client has something to reference, and be prepared for a brief in-session mention as a natural follow-up, not the primary announcement channel.

💡 Notice is the kindness, not the apology: clients consistently respond better to clear notice than to an over-explained, hedging announcement — confidence reads as respect here.

Mistakes to Avoid

Giving short notice that leaves clients no time to plan or ask questions
Over-justifying the increase in a way that reads as uncertain rather than confident
Only announcing in-session with no written record for the client to refer back to
Applying inconsistent notice periods or fees across similar clients

Please note: general information, not clinical or financial advice — always consider individual client circumstances and current Medicare rebate settings when communicating fee changes.

Frequently asked questions

How much notice is genuinely reasonable?

There's no fixed legal minimum, but six to eight weeks is common in practice, and longer notice is generally received better for clients on tighter budgets.

Should the letter mention Medicare rebate amounts?

If a Medicare rebate applies, briefly noting it (without restating exact current rebate figures, which change) can help clients understand their actual out-of-pocket change.

What if a long-standing client can't afford the new fee?

Many practitioners retain a small number of clients at a legacy or reduced fee where appropriate — this is a individual clinical and business decision, not something to default to broadly.

Is it better to raise fees gradually or in one increase?

Both approaches are used in practice — gradual increases can feel less jarring, while a single clear increase with long notice can feel more transparent. Either works if communicated well.

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Written by

Kate, founder of Chronically Online

I help Gold Coast and Brisbane businesses grow with branding, websites and marketing that actually works.

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