SOAP, DAP and BIRP are three structured formats for writing therapy progress notes. SOAP stands for Subjective, Objective, Assessment and Plan. DAP stands for Data, Assessment and Plan. BIRP stands for Behavior, Intervention, Response and Plan. All three record what happened in a session, what it means clinically and what comes next. They differ in how they organize that information.
The short answer: DAP is the most common choice for counsellors and psychotherapists in private practice because it is fast and flexible. SOAP fits best when you work alongside medical or allied health teams. BIRP works well in agency, addictions and behavioural health settings where funders want to see a clear link between your interventions and the client's response.
This guide compares the three formats side by side, shows a short example of each, and helps you pick the one that fits your practice.
Why your note format matters
Your regulatory college does not usually require a specific note format. What it does require is that your records are accurate, timely, legible and complete enough for another qualified professional to understand the care you provided. A consistent format makes that much easier to meet, session after session.
A good format also helps you in practical ways:
- Faster writing. When you know exactly which sections to fill, a progress note takes minutes instead of a quarter hour.
- Clearer continuity of care. You, a colleague or a covering clinician can see the client's progress at a glance.
- Stronger records for insurers and funders. Extended health plans, employee assistance programs and agencies often review notes. A structured note shows medical necessity and progress clearly.
- Less risk. If a file is ever requested by a client, a college or a court, consistent notes protect both the client and you.
If you want a refresher on the basics, our guide on professional obligations for documentation in independent practice covers what regulators expect.
What each format includes
Here is how the three formats compare at a glance.
| Format | Sections | Best for | Main strength |
|---|---|---|---|
| SOAP | Subjective, Objective, Assessment, Plan | Integrated care teams, clinicians who work with physicians or allied health | Separates what the client reports from what you observe |
| DAP | Data, Assessment, Plan | Counsellors and psychotherapists in private practice | Fast and flexible, with fewer sections to fill |
| BIRP | Behavior, Intervention, Response, Plan | Agencies, addictions and behavioural health, funded programs | Shows clearly what you did and how the client responded |
SOAP notes
SOAP notes come from medicine. Dr. Lawrence Weed introduced the structure in the 1960s as part of the problem-oriented medical record, and it is still the standard in most health professions.
- Subjective: what the client tells you, in their words. Mood, concerns, events since the last session.
- Objective: what you observe. Affect, appearance, behaviour in session, results of any measures you used.
- Assessment: your clinical interpretation. Progress toward goals, changes in risk, themes.
- Plan: next steps. Homework, focus for the next session, referrals, frequency.
Example: S: Client reports sleeping "maybe five hours a night" and feeling on edge at work. O: Restless, spoke quickly, GAD-7 score of 14. A: Moderate anxiety, slight improvement in use of grounding skills. P: Continue CBT for worry, introduce a sleep routine worksheet, meet weekly.
The challenge for many counsellors is the line between Subjective and Objective. In talk therapy, much of what matters is what the client says, so the split can feel artificial.
DAP notes
DAP solves that problem by merging Subjective and Objective into a single Data section. It is the format many counsellors, psychotherapists and social workers settle on in private practice.
- Data: what the client reported and what you observed, together. Include direct quotes when they matter.
- Assessment: your clinical view of the session and the client's progress.
- Plan: what happens next, including homework and the date of the next session.
Example: D: Client described two conflicts with her partner this week and said "I shut down every time." Tearful when discussing her father. A: Avoidant coping pattern is clearer; she is now able to name it, which is progress. P: Explore attachment history next session, practise one "I statement" at home, next session in one week.
BIRP notes
BIRP puts your interventions at the centre of the note. It is common in community agencies, addictions programs and settings where a funder wants to see what you did and whether it worked.
- Behavior: the client's presentation and what they reported, plus the problem being addressed.
- Intervention: the specific techniques or approaches you used.
- Response: how the client responded to those interventions.
- Plan: next steps and goals for the next session.
Example: B: Client arrived 10 minutes late, reports two days of cravings after a family event. I: Used motivational interviewing to explore ambivalence and reviewed relapse prevention plan. R: Client identified three triggers and agreed to call his sponsor before the next family gathering. P: Review the trigger log next session, continue weekly sessions.
Choosing the right format for your practice
There is no single best format. The right one depends on where you work, who reads your notes and how you think about sessions. Use these questions to decide.
- Who else reads your notes? If physicians, physiotherapists or occupational therapists share the file, SOAP will feel familiar to them. If only you and maybe a supervisor read them, DAP is usually enough.
- Who pays for the sessions? Agencies, EAPs and some funded programs prefer notes that tie interventions to outcomes. BIRP makes that link explicit.
- What is your modality? Skills-based approaches such as CBT and DBT fit well in BIRP because each session has clear interventions. Exploratory or psychodynamic work often fits DAP better.
- How much time do you have? DAP has the fewest sections and is typically the fastest to write consistently.
- Does your team need consistency? In a group practice, pick one format for everyone. Mixed formats make files harder to review and audit.
Whatever you choose, a few habits make any format stronger: write notes the same day, keep them factual and free of judgment, link the Plan to treatment goals, and document risk assessments clearly whenever risk comes up.
Common mistakes to avoid
- Writing a transcript. Progress notes summarize. They do not replay the session word for word.
- Mixing opinion into the data. Keep observations in Data, Objective or Behavior, and interpretation in Assessment or Response.
- A vague Plan. "Continue therapy" tells a reader nothing. Name the focus, the homework and the next date.
- Recording more than you need. Under Canadian privacy laws such as PIPEDA and provincial health privacy acts, collect only what is necessary for care. Our guide to digital consent and privacy for social workers and counsellors explains the rules in more detail.
- Waiting days to write. Memory fades fast. Late notes are less accurate and harder to defend.
Where software helps
Paper notes and word processor files make any format harder to keep consistent. A practice management system with built-in note templates lets you open the right structure in one click, fill it right after the session and keep it attached to the client's file, appointments and invoices.
With CompanyOn's electronic records, you can build fully customizable templates in the format your practice uses, whether that is SOAP, DAP or BIRP, and keep client files in encrypted storage. Clinicians who work on the move can even write notes offline and sync later. Notes sit alongside your calendar and billing, so documentation stops being a separate job at the end of the day.
If you are comparing tools, see how we stack up against other platforms counsellors use, such as CompanyOn vs SimplePractice and CompanyOn vs Owl Practice.
Write better notes in less time. See how CompanyOn helps counsellors and therapists handle notes, scheduling and billing in one secure place.
Social workers can find the same tools tailored to their work on our page for social workers.
Frequently asked questions
What is the difference between SOAP and DAP notes?
SOAP notes split the session into Subjective (what the client reports) and Objective (what you observe), then add Assessment and Plan. DAP notes combine those first two sections into a single Data section. DAP is usually faster to write and fits talk therapy well, while SOAP suits settings where you share files with medical or allied health professionals.
Which note format is best for counsellors?
Many counsellors and psychotherapists in private practice use DAP because it is simple and flexible. BIRP is a strong choice in agency or funded settings that want to see interventions and responses clearly. SOAP is best when you work in an integrated team. The most important thing is to use one format consistently.
Do Canadian regulators require a specific note format?
Generally, no. Regulatory colleges for counsellors, psychotherapists and social workers set standards for what records must contain and how long they must be kept, but they rarely mandate SOAP, DAP or BIRP. Check your own college's record-keeping standards for the exact requirements in your province.
How long should a therapy progress note be?
Long enough for another qualified professional to understand what happened and what comes next, and no longer. For a typical 50-minute session, a few short paragraphs or bullet points per section is usually enough. Focus on clinically relevant information rather than a full account of the conversation.
