How to Write DAP Notes: Templates, BIRP & GIRP Notes, SOAP Notes, and Tips to Keep Complete DAP Notes

In therapeutic and clinical environments, accurate and consistent documentation is indispensable. Whether you’re a counsellor, social worker, mental-health nurse or allied-health professional, the quality of your clinical notes affects client progress, inter-professional communication, and compliance with regulatory and reimbursement standards. The structured note you choose matters: by adopting the DAP note format, practitioners can streamline their process and improve clarity in documentation.

The DAP note format stands for three distinct but interconnected sections: the Data section, the Assessment section, and the Plan section. This structure offers a logical progression—starting from what was observed or reported, moving to its meaning, and then outlining how to proceed. Because it combines the “subjective and objective” data into a single “data” portion, it differs from the more widely known SOAP note approach (which splits subjective and objective) and can be especially effective for documenting therapy sessions where the boundary between client-report and clinician observation is less clear. 

When you use DAP notes in your practice, you are not merely keeping progress notes or writing for compliance. Instead, you are structuring your clinical reasoning and treatment trajectory. A well-written DAP note provides both depth and brevity: it captures what the client and therapist did together, reflects on how that aligns with the treatment plan or therapy goals, and then lists next steps for the client’s journey. 

In this guide you will learn how to write a DAP note from start to finish: what each section should include, how DAP notes differ from other formats (such as SOAP and BIRP notes), and how you can use note templates and note examples to support your documentation workflow. We will also examine common mistakes when writing DAP notes, strategies to review and improve your documentation, and tips for writing efficient and effective dap progress notes that serve both your client progress and your practice management needs.

By mastering how to write DAP notes and implementing consistent, clear, and complete documentation, you enhance not just your record-keeping—but the quality of care and continuity across sessions. Properly structured notes ensure that anyone reading the therapy note can quickly understand what occurred, how the client responded, and what comes next—thus supporting collaborative care and reducing risk of omissions or misinterpretation. From saving time to promoting clarity of the treatment plan, the benefits of DAP notes are substantial.

What are DAP Note Examples and Why are They Important?

DAP notes are a concise, clinician-friendly method for documenting client encounters used widely in counselling, behavioural health, social work, and allied-health settings. The structure is intentionally simple and focused: it organizes a clinical interaction into what happened, the clinician’s interpretation, and the next steps. Because DAP notes are both brief and purposeful, they help clinicians balance thorough documentation with the time pressures of busy caseloads.

What does DAP stand for?

DAP is an acronym that stands for:

• D — Data: Factual, observable information gathered in the session. This includes relevant client statements, behaviours, direct quotes (when helpful), objective observations, and any measurable information (sleep, medication adherence, affect, suicidal ideation, etc.). The Data section commonly combines what some other note styles treat separately as “subjective and objective.” 
• A — Assessment: The clinician’s clinical interpretation of the data. This is where you synthesize what the data means relative to diagnosis, safety/risk, progress toward goals, and the client’s response to interventions. Assessment should make the clinician’s reasoning visible (concise clinical thinking, not a narrative). 
• P — Plan: Concrete next steps—interventions used during the session, homework or tasks for the client, changes to the treatment plan or safety plan, referrals, and follow-up arrangements. The Plan ties the note back to the treatment plan and documents what will be done to support client progress.

How do DAP notes differ from other note-taking formats?

There are several common formats for clinical documentation; DAP is one of the simplest and most streamlined. The key differences are practical and conceptual:

Versus SOAP (Subjective, Objective, Assessment, Plan)

• SOAP separates information into subjective (client report) and objective (clinician observation/measurements) sections. DAP consolidates both into a single Data section. That consolidation can speed documentation and reduce redundancy when subjective and objective information overlap (common in talk therapy). SOAP is often preferred in medical settings where objective vitals and exam findings are essential; DAP is preferred in psychotherapy and counselling where the narrative and clinician interpretation are central. 

Versus BIRP (Behavior, Intervention, Response, Plan)

• BIRP emphasizes observable behavior and the therapeutic intervention’s immediate effect (Response). DAP is broader: the Data section can include affect, quotes, and context, and the Assessment can address clinical reasoning beyond immediate behavioral response. BIRP is useful in settings that focus directly on measurable behavior change (e.g., behavioural interventions), while DAP works well when goals and clinical interpretation need to be captured succinctly. 

Practical differences

• Length & speed: DAP notes are typically shorter and faster to complete than SOAP notes, which can be helpful for high-volume outpatient practices. 
• Flexibility: Because DAP does not force a strict subjective/objective split, clinicians often find it easier to record integrated observations (e.g., a client’s labile affect while describing an event). 
• Use case: DAP is commonly used for psychotherapy progress notes and routine counselling sessions, while SOAP remains standard where objective clinical findings are necessary (medical clinics, some integrated care settings).

What are the key benefits of DAP notes in clinical practice?

1. Efficiency without losing clinical value
   DAP enables clinicians to document the essentials quickly—what happened, what it means, and what will happen next—making it easier to keep up with documentation demand while maintaining clinical clarity. Multiple guides and vendor resources note that DAP reduces documentation time and helps clinicians stay current with caseloads. 
2. Improved continuity of care
   A clear Data → Assessment → Plan flow makes it simple for colleagues (or the same clinician at a later date) to understand client progress and the rationale for interventions. This continuity supports multidisciplinary teams and reduces the risk that important follow-up items will be missed. 
3. Supports focused clinical reasoning
   The Assessment section requires clinicians to state what the observed or reported data imply for diagnosis, risk, or treatment response. Writing that interpretation into the chart demonstrates professional judgment and links observations to therapeutic decision-making. 
4. Easier auditing and billing support
   Because DAP notes explicitly record what was addressed and planned, they frequently meet documentation standards required for auditing, third-party review, and many payer requirements for progress notes—especially when combined with measurable goals in the treatment plan. Using consistent DAP progress note templates can make compliance checks simpler. 
5. Adaptable across settings
   DAP scales from brief crisis contacts to weekly therapy sessions. Clinicians can expand or contract the Data and Plan details depending on the visit’s purpose (telehealth check-ins vs. full psychotherapy), making the format practical across ambulatory, community, and telepractice environments.

Example 

Data: Client reported sleeping 3–4 hours/night this week, denied suicidal ideation, appeared tearful and fidgety when discussing recent job loss; reported using relaxation exercises twice.
Assessment: Increased insomnia and affective lability appear linked to acute stressors (job loss). Client remains without safety concerns but shows decreased coping capacity; moderate worsening of anxiety symptoms compared with last session.
Plan: Teach additional sleep hygiene strategies; schedule a brief check-in call in 3 days to review sleep; add one weekly CBT skill for anxiety and assign between-session practice. Follow up next week to assess response and consider medication referral if symptoms do not improve.

Breaking Down the DAP Structure and Template

What is the ‘D’ in DAP notes and what should it include?

The Data section of a DAP note is where the clinician records what occurred during the session without interpretation. In this part of the note format you gather client statements, observable behaviour, responses to interventions, and any measurable changes. For example: “Client reported sleeping 3–4 hours/night; appeared tearful when discussing job loss; attempted relaxation exercise twice.” That sentence captures both objective and subjective input—thus bridging what many documentation systems call subjective and objective information into one cohesive data entry.

Using a consistent dap note template can streamline the capture of key items: session date/time, client ID, reason for visit, appearance/affect, client quotes, and any direct interventions applied. These templates assist practitioners in writing clear and complete DAP notes, and they support practice management by promoting efficient documentation workflows. 

When writing the Data section, avoid embedding your clinical judgments. For instance, instead of “client is depressed,” you might write: “Client expressed difficulty getting out of bed and stated, ‘I feel worthless’ for three mornings in a row.” That preserves objectivity and allows your Assessment section to handle interpretation.

How do you effectively write the ‘A’ section of DAP note Template?

The Assessment section is where the clinician synthesizes the data and links it to the client’s progress, treatment plan and clinical status. Here you should reflect on how the information in the Data section impacts the therapeutic context: is the client advancing toward goals, regressing, or stable? Are there emerging risk factors? For example: “Client’s increased insomnia and tearfulness suggest worsening anxiety and possible escalation of depressive symptoms; no current safety concerns identified.”

Writing effective Assessment involves connecting your observations to the treatment plan (or noting need to revise it), documenting client progress, and stating your clinical reasoning. When done well, the Assessment makes the rest of the note meaningful—it answers “Why does this matter?”

To maintain clarity and defensibility, phrase your assessment with qualifiers (e.g., “appears,” “suggests,” “consistent with”) and tie back to specific elements in the Data section. This avoids bias or unsubstantiated assumptions.

What should you consider when writing the ‘P’ part of DAP notes Assessment?

The Plan section outlines what you and the client will do next—it builds on the Assessment. When you write the Plan, consider:

• Which interventions will you or the client implement (techniques, homework, referrals)?
• How will you monitor change (e.g., symptom tracking, sleep diary)?
• When is the next session or check-in scheduled?
• Are there any modifications to the note templates or note format you use to capture this plan going forward?
  For example: “Assign nightly sleep diary and progressive muscle relaxation for 10 minutes; clinician to check in by phone in 72 hours regarding sleep; next therapy session scheduled one week out.” The Plan should be specific, measurable, time-bound and clearly linked to your assessment.
  Using a consistent dap note format (Data → Assessment → Plan) ensures the reader (another clinician, auditor, or supervisor) can follow your reasoning and your client’s trajectory. Over time, writing the Plan with clarity supports better continuity in multi-session care and reduces the risk of missing key next steps in a busy caseload.

How to Effectively Write a DAP Note Per Section Section

Writing clear and complete DAP notes is a skill that combines efficiency with accuracy. Clinicians often struggle with maintaining objectivity while including enough detail to ensure client progress is tracked and interventions are justified. Using the DAP framework correctly allows you to write effective DAP notes, produce complete DAP notes, and maintain documentation that meets clinical, legal, and administrative standards. This section breaks down practical strategies for each part of the note.

What are some tips for writing clear and concise DAP notes?

1. Follow the DAP note format strictly. Using a consistent dap note format ensures that all sessions are documented in a structured way. Each note should have a Data section, Assessment section, and Plan section. Templates and note templates are extremely helpful for new clinicians learning to write DAP notes quickly. For example, a DAP note template can include prompts such as: “Client’s report,” “Observed behavior,” “Clinical assessment,” and “Next steps/Plan.” 
2. Be specific in your Data section. Include observable behavior, measurable items, and direct client statements. For instance: “Client reported sleeping 4 hours per night for the past 3 nights, appeared tearful while discussing job stress, and engaged in breathing exercises twice.” Notice how this Data section captures both subjective and objective details without interpretation. Using direct quotes and observable behavior ensures your clinical note is defensible and clear.
3. Avoid unnecessary jargon or narrative. DAP notes are meant to be concise. Long narratives can obscure essential information. Use short sentences that highlight the most relevant client progress, measurable changes, and intervention outcomes.
4. Use examples and templates to guide learning. Reviewing note examples, including DAP progress note examples, helps clinicians understand the level of detail expected. By studying multiple examples and templates, clinicians can learn to write DAP notes effectively and consistently.
5. Time your documentation. Completing notes promptly after a session ensures accuracy and prevents omission of key details. When combined with a practice management system, this helps maintain workflow efficiency.

How can you ensure objectivity in the ‘A’ section of a DARP Note?

The Assessment section is where many clinicians inadvertently introduce bias or unsupported opinion. Maintaining objectivity is critical for defensible documentation and clear communication.

1. Anchor the assessment in the Data section. Always link interpretations to observations or client statements. For example: “Assessment: Client’s limited sleep (Data) and tearfulness during discussion of work stress (Data) suggest moderate anxiety and depressive symptoms; partial response to behavioral activation noted.” By referencing the Data section, your Assessment demonstrates clinical reasoning rather than assumption.
2. Use neutral, measurable language. Terms such as “appears,” “suggests,” and “consistent with” help convey professional judgment without overstatement. Avoid terms like “lazy” or “unmotivated,” which are subjective and can undermine the credibility of your clinical note.
3. Document changes over time. Comparing current observations with previous sessions highlights client progress or regression. For example: “Compared to last session, client completed 3/7 behavioral activation tasks versus 1/7 previously, indicating modest improvement.”
4. Address risk explicitly. If there are safety concerns or emerging risk factors, document them clearly. For instance: “No suicidal ideation observed; safety plan reviewed and crisis resources provided.”
5. Link Assessment to the treatment plan. The Assessment should inform the Plan. This connection demonstrates why particular interventions are chosen, ensuring your notes include the rationale for care.

Tip: Using notes concise in phrasing while retaining all key interpretations ensures your effective DAP notes remain readable and defensible.

What are examples of effective ‘P’ plans in DAP notes?

The Plan section turns clinical interpretation into actionable next steps. A high-quality Plan includes who is responsible, specific interventions, timelines, and expected outcomes. Here are examples across different scenarios:

1. Outpatient therapy / skill practice: “Plan: Assign nightly 15-minute mindfulness exercise; complete sleep diary for 7 days; next session scheduled in 7 days; clinician to review diary and discuss progress.” This Plan demonstrates measurable tasks, timing, and accountability.
2. Safety monitoring / crisis management: “Plan: Safety plan reviewed; client to remove access to lethal means; clinician follow-up call in 48 hours; emergency resources provided; family collateral informed for risk escalation.” This emphasizes risk management and ensures DAP notes provide clear documentation for auditing.
3. Integrated care / referral coordination: “Plan: Referral to psychiatric provider for medication evaluation; faxed referral and session summary; continue weekly CBT focusing on thought restructuring; clinician to coordinate with PCP next visit.” Shows interprofessional coordination and links interventions to the treatment plan.
4. Brief telehealth check-in: “Plan: Continue behavioral activation; log sleep and stress events for 3 days; clinician to review logs via secure message; schedule 15-minute telehealth follow-up.” This Plan is tailored to shorter sessions while maintaining continuity.

Tips for writing an effective Plan section:

• Keep the Plan actionable and concise. DAP notes are a simple structure; each Plan should clearly answer “What happens next?”
• Tie interventions to observed or reported issues in the Assessment.
• Use DAP notes must reflect measurable outcomes where possible (e.g., PHQ-9 score, homework completion).
• Leverage examples and templates to help streamline repetitive tasks without losing individuality in your notes.

Common Mistakes When Writing DAP Notes

Accurate and professional DAP notes are critical for effective clinical documentation, continuity of care, and accountability. Despite the straightforward Data → Assessment → Plan structure, clinicians frequently make errors that reduce the quality of their clinical notes, obscure client progress, and compromise care. Understanding common pitfalls allows you to write effective DAP notes that are both clear and actionable. This section highlights typical mistakes and strategies for avoidance.

What are the pitfalls of overly vague language in DAP notes?

One of the most frequent errors in writing progress notes is the use of vague, ambiguous language that does not convey measurable or actionable information. Overly broad phrases such as:

• “Client doing okay”
• “Mood seemed better”
• “Homework completed somewhat”

…fail to provide clinicians, supervisors, or auditors with useful information. Vague notes weaken the assessment and plan, making it difficult to track client progress or justify clinical decisions.

Example of vague note:

Data: Client seemed anxious.
Assessment: Appears to be improving.
Plan: Continue therapy.

Notice that no measurable behaviors, client statements, or interventions are included—making this entry insufficient for clinical documentation, practice management, or legal review.

Improved example using precise, measurable language:

Data: Client reported difficulty sleeping 3–4 hours/night for three nights; fidgeted during discussion of work stress; completed 2/3 assigned behavioral activation tasks.
Assessment: Moderate anxiety and depressive symptoms persist; partial response to behavioral activation noted.
Plan: Client to practice 15 minutes mindfulness nightly; complete sleep diary for 7 days; review next session.

Using note templates or dap note templates can help prevent overly vague language by prompting for specific observable behaviors, client statements, and measurable outcomes.

How can you avoid bias in your documentation?

Bias in DAP notes can appear as assumptions, judgmental language, or overgeneralizations. Common examples include:

• Attributing intent without evidence (“Client is lazy because homework not done”)
• Labeling behavior without context (“Client is unmotivated”)
• Using selective reporting, where only certain observations are included

Bias reduces the objectivity of the assessment section and may compromise therapeutic integrity, ethical standards, and legal defensibility.

Strategies to avoid bias:

1. Anchor statements to observable data. Link your Assessment to specific client statements or behaviors from the Data section. “Client reported difficulty concentrating (Data) and fidgeting during session (Data); suggests persistent anxiety impacting task completion.”
2. Use neutral, professional language. Replace subjective labels with clinical descriptors. For example, use “partial completion of homework” instead of “lazy.”
3. Document only what is relevant and verifiable. Avoid speculation about motivations or internal states that cannot be directly observed or confirmed.
4. Cross-check with tools and scores. When possible, incorporate standardized scales or assessments to support your effective DAP notes. This ensures objectivity and provides a measurable foundation for interventions.

Example of unbiased Assessment:

“Client’s PHQ-9 = 14; moderate depressive symptoms evident; partial engagement in behavioral activation tasks noted. Anxiety remains elevated in workplace stress context.”

What happens if you neglect to include important details in use DAP notes?

Neglecting critical details undermines the purpose of clinical documentation. Missing information can lead to:

• Poor continuity of care, as subsequent clinicians may not know the client’s exact status or completed interventions.
• Inadequate legal protection, since incomplete notes may not demonstrate due diligence.
• Misinterpretation of client progress or risk level, potentially compromising safety.

Commonly missed details include:

• Client-reported outcomes (sleep, mood, coping strategies)
• Observable behaviors (affect, eye contact, engagement)
• Follow-up actions or assigned tasks (homework, referrals, safety checks)
• Changes from previous sessions (improvement, regression, plateau)

Example of incomplete DAP note:

Data: Client expressed stress.
Assessment: Client stressed.
Plan: Continue therapy.

This note fails to document any objective observations, measurable outcomes, or planned interventions, making it insufficient for practice management, billing, or continuity of care.

Improved, complete DAP note:

Data: Client reported feeling “overwhelmed” at work; fidgeting observed; completed 3/5 relaxation exercises.
Assessment: Moderate stress with partial engagement in interventions; increased risk of sleep disruption.
Plan: Assign daily mindfulness exercises; track sleep for one week; review next session; provide resources for stress management.

Including these details ensures your DAP notes provide a clear picture of the client’s status, progress, and planned interventions.

How to Review and Improve Your DAP Note Format

Even experienced clinicians benefit from regularly reviewing and refining their DAP notes. Effective documentation not only reflects client progress but also supports clinical decision-making, continuity of care, and compliance with regulatory standards. This section explores strategies to assess the clarity of your DAP notes and establish a routine for ongoing evaluation.

What strategies can help you assess the clarity of your DAP notes?

Clarity in DAP notes ensures that anyone reading the note—other clinicians, supervisors, or auditors—can quickly understand the client’s status, clinical reasoning, and planned interventions. To improve clarity, consider these strategies:

1. Use a structured review checklist.
   Developing a checklist can help ensure your notes include all essential components. Key items to review for each note:
   • Is the Data section objective, including both subjective and objective information?
   • Does the Assessment section clearly link observations to the treatment plan?
   • Is the Plan section actionable, measurable, and time-bound?
   • Are interventions and follow-up tasks clearly specified?
   Using this structured approach helps identify common mistakes when writing DAP notes, such as vague language or missing details. (SimplePractice, 2023)
2. Peer review and consultation.
   Sharing clinical notes with colleagues for feedback can highlight areas where your DAP note format or phrasing may be unclear. For example, colleagues may note that a Data section lacks measurable outcomes or that the Plan is too vague. Peer review promotes effective DAP notes and strengthens professional accountability.
3. Compare notes to examples and templates.
   Reviewing high-quality DAP note examples can help you gauge whether your documentation meets best-practice standards. Compare your section of a DAP note entries to sample notes in areas such as phrasing, clarity, and completeness. Identify sections where your notes are similar to high-quality templates and areas that require improvement.
4. Read notes aloud.
   Reading your notes aloud can highlight ambiguities, run-on sentences, or missing information. For instance, if you stumble while reading the Assessment section, it may indicate that the logic is unclear or that data linkage to the Plan section is weak.
5. Focus on measurable outcomes.
   Every DAP note should include observable or measurable indicators of client progress. If the note lacks scores, completed tasks, or observable behaviors, clarity and utility are diminished. A well-written note allows anyone to quickly assess client status without additional interpretation.
6. Evaluate conciseness and objectivity.
   Notes should be notes concise, yet complete. Avoid over-explaining, personal commentary, or subjective judgments not tied to the data section. Ensure that the Assessment section is evidence-based, clearly referencing the Data section and supporting the Plan.
7. Assess documentation flow.
   A clear note moves logically from Data → Assessment → Plan. Check that each section naturally supports the next. For example, the Plan should directly address issues identified in the Assessment, which in turn is supported by Data. Poor flow often signals unclear or incomplete documentation.

How often should you evaluate your note-taking practices?

Continuous improvement in documentation requires periodic review and reflection. Consider the following approaches:

1. Weekly self-audit.
   Set aside time at the end of the week to review your DAP notes for completeness, clarity, and consistency. This allows you to identify patterns in your mistakes when writing DAP notes and reinforce good habits.
2. Monthly peer review.
   Participate in structured peer review sessions where colleagues provide feedback on clinical notes, including DAP notes vs SOAP notes. This ensures your notes maintain clarity and consistency across multiple practitioners and clients.
3. Post-session review for new clinicians.
   For new clinicians or students learning to write DAP notes, reviewing each note immediately after a session can improve accuracy, reduce omissions, and strengthen your ability to write effective DAP notes.
4. Periodic alignment with templates and examples.
   At least quarterly, compare your notes against updated DAP note templates or newly published note examples. This ensures that your documentation aligns with evolving best practices and compliance requirements.
5. Incorporate feedback from supervision or audits.
   Regular supervisory feedback and audits of progress notes examples can reveal systemic gaps in documentation, allowing you to refine your approach and improve DAP note format adherence.

Conclusion

Mastering how to write DAP notes is a critical skill for clinicians seeking to provide high-quality, evidence-based care while maintaining clear and defensible clinical documentation. When executed effectively, DAP notes provide a structured framework that captures client progress, guides clinical decision-making, and ensures continuity across care settings. By adhering to a consistent DAP note format, leveraging DAP note templates and examples and templates to help, clinicians can write effective DAP notes that are concise, measurable, and actionable.

Avoiding common mistakes when writing DAP notes, such as vague language, biased assessments, or missing critical details, ensures that documentation remains objective, clear, and useful for both care planning and professional accountability. Regular review, reflection, and peer feedback further strengthen note quality, allowing clinicians to refine their skills and produce complete DAP notes that accurately reflect interventions, observations, and outcomes.

Ultimately, DAP notes are a great tool not just for recording sessions, but for enhancing clinical reasoning, improving patient outcomes, and supporting interdisciplinary collaboration. Clinicians who master the sections of a DAP note, maintain clarity and objectivity, and continually evaluate their documentation practices will find that DAP notes are very similar to best-practice standards across care settings. In doing so, they reinforce professional competence, optimize treatment planning, and contribute to the overall effectiveness of mental health and therapeutic care.

Frequently Asked Questions

How do you write a good DAP note?

A good DAP note follows the structured Data → Assessment → Plan format. Include objective and subjective observations in the Data section, interpret these in the Assessment section without bias, and provide measurable, actionable steps in the Plan section. Use clear, concise language, document client progress, and link interventions to the treatment plan. Templates and note examples can guide consistency and quality.

How long should DAP notes be?

DAP notes are typically concise, usually ranging from 5–15 sentences per session. They should be long enough to capture critical observations, assessment, and planned interventions, but short enough to maintain clarity and avoid unnecessary detail. The focus should be on measurable client progress and actionable plans.

How to write a psychodynamic progress note?

Psychodynamic notes focus on insights, emotions, and unconscious patterns observed during therapy. In a DAP note format, the Data section records client statements and behaviors, the Assessment section interprets underlying dynamics or transference patterns, and the Plan section outlines therapeutic interventions, reflection exercises, or follow-up sessions. Emphasize relational themes and emotional responses while maintaining clarity and objectivity.

How to write NDIS case notes?

NDIS (National Disability Insurance Scheme) case notes should document supports provided, client goals, and outcomes. Using a structured approach like DAP notes can help: record Data about activities, participation, and observations; Assessment about progress toward goals; and Plan including next steps, referrals, or adjustments in supports. Notes should be factual, concise, and align with NDIS reporting requirements.