There’s no official guidebook for this important milestone in the therapy journey, but here’s a start for structuring it.
December 6, 2024 • Updated on August 29, 2025
5 min read
Before you take on a new client, you’ll want to take time to figure out if you’re the best therapist for this person — and give them a chance to decide if you’re the right fit for their needs, too. Scheduling a 15-minute consultation is one of the best ways to do that.
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When a client reaches out to a therapist, they’re in a moment of need and vulnerability. Responding quickly is important, as the more time that passes without the client hearing back, the less likely they are to follow through with scheduling. That’s why we recommend sending clients your calendar link ASAP after they reach out, and ensuring you have availability for a 15-minute consultation call the next day.
But what’s the best way to actually conduct the consultation? There’s no official guidebook for this important milestone in the therapy journey, but here’s a start for structuring it for the best results possible.
Therapy consultations are beneficial for you as a therapist and your potential clients. This time allows clients to determine whether you’re a good fit for their needs, while also helping you decide if you can treat the client’s concerns. A consultation also benefits your therapeutic relationship by building an immediate sense of rapport that can carry into future sessions.
Conducting your consultation over the phone or on Zoom can help both you and the inquiring client gain a quicker understanding of whether working together is a good idea. Keep in mind therapy consultations aren’t billable, so you won’t earn money on them. But they’re still valuable, potentially saving you and your client time if it’s not a good match.
Before doing a consultation, establish an “elevator pitch” about yourself, your experience and interests, and your therapy style. Think of it as a boiled-down version of your “about me” page or bio on your website. For example, you could tell the client you have a warm, direct, and supportive approach. You may explain that CBT is your primary modality while providing examples of how CBT works, especially for the client’s specific concerns.
For the first five minutes, find out what’s bringing the client to the consultation. You could ask questions like:
For the next five minutes, discuss your therapeutic approach, style, techniques used, focus area, and any specialties. This is a great time to share your elevator pitch.
After sharing your approach, you could ask questions like:
For the next few minutes, talk logistics, such as whether you see clients virtually or in person and how often you typically see clients. You should also cover logistical issues like your schedule, fees, cancellation policy, and confidentiality. These details, along with your therapy style and personality, can help the client determine if they want to work with you as a therapist.
To make sure you two are aligned on logistics, you could ask questions like:
For the final few minutes of your consultation, spend time answering any questions the client may have for you. Remember that—particularly if your potential client has never been in therapy before—they may not have the vocabulary to ask specific questions about your approach and treatment style. In fact, they may need some guidance from you to ask any questions at all.
To get a prospective client thinking deeply and asking the right questions, you could try using prompts like:
Important reminder: Consultations are not an intake session, so always redirect if a client starts into therapy.
Before a consultation, think about these three types of clients:
This is a client who is well suited to your area of specialty and treatment approach, whose demographic fits your level of cultural competence, and whose motivation and expectations and readiness for therapy align with your style.
This is someone you're willing to see but who will be more of a challenge for you. Perhaps you don't vibe as well as you’d like, or the client’s presenting problem is a bit out of your typical wheelhouse.
This is someone you would not feel comfortable working with because their need is outside of your specialty. You may also feel uncomfortable working with this person because you've noticed some potential for countertransference. For example, if the client is experiencing abuse and you have unresolved trauma from abuse, it may not be appropriate to work together.
Throughout the consultation, try to understand if the client falls within your range of competency. You can’t be the right therapist for everyone, and that’s OK!
Along with considering the clients’ needs and your specialty, consider logistics that might make seeing a client difficult. For instance, if you only see clients in person but your office is 45 minutes away from where the client lives, it may not be an ideal fit.
Simplify insurance and save time on your entire workflow — from compliance and billing to credentialing and admin.
This content is for general informational and educational purposes only and does not constitute clinical, legal, financial, or professional advice. All decisions should be made at the discretion of the individual or organization, in consultation with qualified clinical, legal, or other appropriate professionals.
© 2026 Therapymatch, Inc. dba Headway. All rights reserved. No part of this publication may be reproduced without permission.
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