Policy on Provision of Letters and Evidence 

PRIDE SPACE CIC 

Purpose: 

 This policy outlines the circumstances under which Pride Space CIC may provide written letters, reports, or other forms of documentation (referred to as “evidence”) for clients. 

1. General Principles 

  • Our primary role is to provide therapeutic support. The provision of documentation is not a guaranteed part of our service. 
  • Requests for evidence are considered on a case-by-case basis and only when they fall within the scope of our professional role and competence. 
  • We must ensure all documentation provided is accurate, factual, and ethically sound. 

2. Types of Evidence We May Provide 

We may provide letters or documentation for the following purposes: 

  • Confirmation of attendance or engagement with counselling 
  • Statements of psychological impact (within the limits of our observations) 
  • Support for academic accommodations (e.g., extensions, deferred assessments), where relevant 
  • Referral letters to other health or support services 

We do not provide: 

  • Retrospective evidence for sessions not attended 
  • Formal diagnoses or medico-legal reports 
  • Character references for court proceedings (unless subpoenaed or explicitly required) 

3. Conditions for Letter Provision 

  • The client must have attended a minimum number of sessions (usually 2–3), unless the evidence relates only to an initial consultation. 
  • The request must be discussed in session and aligned with the presenting issues. 
  • Letters will only include information the counsellor can personally verify or observe. 
  • Written consent must be obtained before releasing any letter to a third party. 

4. Timeframes 

  • Clients must allow up to 10 working days for the preparation of any documentation. 
  • Urgent requests may not be accommodated unless prior agreement exists. 

5. Format and Content 

All letters will: 

  • Be written in a standard professional format 
  • Include only relevant factual information 
  • Avoid speculation or opinion beyond the counsellor’s role 
  • Be signed by the counsellor and/or service manager, as appropriate 

6. Fees (if applicable) 

  • There is no fee for routine attendance letters. Letters requiring more detailed psychological summaries may incur a fee, which will be discussed in advance. 

7. Right to Decline 

Pride Space CIC reserves the right to decline any request for documentation that: 

  • Falls outside the counsellor’s competence or ethical scope 
  • Could be misleading or misused 
  • Is not clinically appropriate based on the client’s engagement 

Review 

This policy is reviewed annually or as required by changes in professional or legal standards. 

Last updated: 29/May2025