The Right Way to Write Case Notes, Including SOAP, DAP, BIRP & GIRP (Most People Get This Wrong)

Disclaimer

Writing case notes shouldn’t feel like a chore, but for many professionals, it does. Whether you’re a social worker, case manager, clinician, or mental health provider, case note documentation is one of the most critical parts of your job.

And yet, most people are doing it the hard way.

In this best case notes examples and template guide, we’ll show you how to write effective, professional case notes using the most widely accepted formats: SOAP, DAP, BIRP, and GIRP.

You’ll get clear case notes examples, downloadable social work case note template checklists, and simple tips to write faster, clearer, and more compliant notes, without burning out.

Here’s what often goes wrong:

Professionals rush through case notes at the end of a busy day, forget to document key client responses, mix up formats, or add unnecessary filler.

Some use outdated case notes templates. Others don’t know the difference between SOAP and DAP, or how to link social work notes or other human services documentation to client goals. The result? Weak case notes, audit risks, and lost time.

Now, think of Maggie, a seasoned case manager in a community clinic. Maggie worked hard but her documentation was all over the place. During an audit, she was caught off guard with vague, incomplete social work notes.

But after switching to DAP format and using a consistent structure, her documentation became a strength, not a liability, and her confidence soared.

To help you do the same, we’ve created a free downloadable case note format and documentation checklist that breaks down exactly what to include in clinical, SOAP, DAP, BIRP, GIRP, therapy, and social work notes. It’s the go-to tool every busy professional should have on hand.

Pro Tip: Stop aiming for perfection in every note. Instead, aim for consistency, clarity, and relevance. A good case note tells the story, not the novel.

Let’s get started

Watch this overview video or read the guide below.

Table of Contents

1. Why Case Notes Matter in Social Work & Case Management
2. SOAP Notes Explained: Structure, Examples & Best Uses
3. DAP Notes: A Simple, Time-Saving Format
4. BIRP Notes: Documenting Behavior & Interventions Clearly
5. GIRP Notes: How to Keep Notes Goal-Focused
6. Case Note Samples & Templates for Real-Life Practice
7. Download the Free Case Notes Checklist
8. Conclusion: Write Better Notes Without the Overwhelm
9. FAQ: Answers to Common Case Note Questions

Pro Tip: Not every situation needs a different format. Master one case notes software structure first, then layer in others as needed.

Why Case Notes Matter in Social Work & Case Management

Case notes aren’t just busywork, they’re proof of what you did, why you did it, and what changed for the client. They’re legal records, clinical tools, and communication lifelines all in one. When written well, they tell a clear story of the client’s journey, support continuity of care, and show the impact of your work.

Solid documentation supports client care by making it easier for you, and others, to follow up, spot patterns, and build on previous sessions. It protects you legally by showing your rationale for decisions, especially in cases of complaints, audits, or legal proceedings. And it strengthens your team by keeping everyone informed and aligned across services.

Whether you’re working in mental health, hospice care, foster care, or community outreach, your notes are often the only record of what actually happened. They’re what your supervisor will read. What the court will review. What the next provider will rely on. Poor or incomplete notes can lead to service delays, duplicated efforts, missed risks, or even harm to clients.

A consistent structure, like SOAP, DAP, BIRP, or GIRP, makes documentation easier, clearer, and more defensible. Whether you’re typing into a progress note software system or using a printable case notes template, the goal is the same: to create a record that is clear, factual, and goal-oriented.

Unfortunately, many professionals fall into the same traps:

• Mixing objective observations with personal opinions
• Writing vague summaries instead of detailed interactions
• Failing to link notes back to client goals or plans
• Copying and pasting without updating to reflect real progress
• Skipping documentation altogether when overwhelmed

The result? Confusion, frustration, and sometimes real consequences for both clients and practitioners.

Pro Tip: Always write your notes with the assumption that someone else may need to read and understand them, supervisors, auditors, or even legal teams. Clear, structured notes protect you, support your clients, and show the value of your work.

SOAP Notes Explained: Structure, Examples & Best Uses

SOAP stands for Subjective, Objective, Assessment, and Plan. This format is structured, clear, and widely accepted in clinical and mental health settings.

SOAP Note Format Overview:

• Subjective: What the client says (feelings, complaints, quotes)
• Objective: What you observe (appearance, behavior, measurable facts)
• Assessment: Your clinical interpretation of the situation
• Plan: The next steps, goals, or referrals

SOAP Note Example:

Subjective: “I’ve been feeling anxious every morning.”
Objective: Client appears restless, tapping foot, avoids eye contact.
Assessment: Ongoing generalized anxiety affecting daily functioning.
Plan: Continue CBT; explore coping strategies for morning routine.

Using SOAP notes means you’ll never forget key information, but avoid overloading each section. Keep it focused.

This format is particularly useful for tracking progress over time. A great sample SOAP progress notes will show a clear narrative from session to session.

Pro Tip: When writing the “Assessment” part of a SOAP note, don’t just restate the S and O. Instead, synthesize the information to provide a clear professional opinion on the client’s current status and needs.

DAP Notes: A Simple, Time-Saving Format

DAP stands for Data, Assessment, and Plan. It’s one of the most user-friendly formats, especially for professionals working in fast-paced environments like community care, social work, behavioral health, and case management.

DAP notes streamline documentation without sacrificing clarity, making them ideal for recording essential information quickly and effectively, while still meeting clinical, legal, and program standards.

DAP Format Breakdown

• Data: What happened during the session. This includes what the client said (subjective) and what you observed (objective). Focus only on relevant details tied to the client’s goals or concerns.

• Assessment: Your clinical impression or interpretation of the session. What do the behaviors, comments, or changes mean? This is where your professional lens comes in.

• Plan: What you will do next. This includes goals for the next session, referrals, resources provided, or actions the client has agreed to take.

Step-by-Step: How to Write a DAP Note

Step 1: Capture the Data

• Start by summarizing the client’s main concerns or statements in their own words.
• Include observable behaviors (e.g., eye contact, posture, mood).
• Stay factual, avoid judgmental or vague language.

Example: Client stated, “I haven’t left the house in days.” Appeared withdrawn, avoided eye contact, slouched posture.

Step 2: Write the Assessment

• Reflect on what the data suggests clinically.
• Consider emotional, behavioral, or cognitive patterns.
• Link it to the client’s treatment plan or previously discussed goals.

Example: Client’s behavior suggests social withdrawal and deepening symptoms of depression. Lack of motivation and isolation impacting daily functioning.

Step 3: Outline the Plan

• Document your next steps, agreed-upon interventions, referrals, or homework assignments.
• Be specific enough for continuity but concise enough for quick review.

Example: Plan to initiate cognitive behavioral strategies in next session. Referred client to peer support group. Scheduled check-in call for Friday.

Sample DAP Note

Data: Client reported missing work again due to depression. Said, “I can’t get out of bed some days.” Appeared fatigued and disengaged.

Assessment: Client’s depressive symptoms appear to be worsening. May be entering a more severe phase of major depressive disorder.

Plan: Refer client to psychiatrist for med evaluation. Continue weekly sessions focusing on behavioral activation. Check-in call scheduled mid-week.

Why DAP Notes Work

DAP notes are efficient without sacrificing quality. They’re easy to teach, quick to write, and effective for both clinical and non-clinical professionals. Many social workers, case managers, and therapists prefer DAP because it reduces the chance of over-documenting or straying off-topic.

They also scale well, you can write a DAP note for a short check-in or a 60-minute therapy session.

Pro Tip: Don’t copy-paste from session to session. Even in DAP notes, tailor each one to reflect real-time client progress and interaction. Use previous notes only as reference, not a script.

BIRP Notes: Documenting Behavior & Interventions Clearly

BIRP notes are especially useful for tracking therapeutic interactions, particularly in Medicaid-funded or clinical programs.

BIRP = Behavior, Intervention, Response, Plan

• Behavior: What the client did or said
• Intervention: What you did during the session
• Response: How the client reacted
• Plan: Next actions or follow-up

Example BIRP Note:

Behavior: Client expressed frustration with lack of housing support.
Intervention: Reviewed available shelter options and called intake line together.
Response: Client appeared relieved, asked additional questions.
Plan: Follow up in 48 hours to confirm placement status.

BIRP notes help you clearly document therapeutic value and actions taken.

Pro Tip: Use verbs that show active engagement (“explored,” “discussed,” “reframed”), this adds clarity and accountability.

GIRP Notes: How to Keep Notes Goal-Focused

GIRP notes are great when working within structured service plans or case goals.

GIRP = Goal, Intervention, Response, Plan

• Goal: The objective being worked on
• Intervention: What you did to address the goal
• Response: Client’s feedback or reaction
• Plan: Next step to move the goal forward

GIRP Note Example:

Goal: Increase client’s housing stability
Intervention: Helped complete housing application
Response: Client was motivated, asked for follow-up info
Plan: Submit application and check approval status by next week

What makes GIRP powerful is that each note directly ties back to measurable goals, ideal for programs that require progress tracking.

Pro Tip: Keep goals handy during sessions. It keeps conversations (and notes) focused and measurable.

Case Note Samples & Templates for Real-Life Practice

Not sure how a good case note should look? You’re not alone. Many professionals second-guess their notes, wondering if they’ve included enough detail, or too much. The truth is, great case notes are structured, relevant, and aligned with client goals. Whether you’re documenting a 5-minute check-in or a full therapeutic session, using the right format makes all the difference.

Here’s a peek at common types of case notes used across different areas of practice:

• Social work case notes examples
• Mental health progress notes
• Case management notes examples
• Sample case notes for social workers and support workers
• Hospice social worker notes examples
• Sample counseling notes from therapy sessions

Case Notes Templates for Real-World Scenarios

1. Social Work Case Notes Template (DAP Format)
   Data: Client discussed financial stress and eviction risk. Appeared anxious, wringing hands.
   Assessment: Client is overwhelmed and in crisis mode. Risk of housing instability impacting mental health.
   Plan: Connected client with local housing resources; scheduled follow-up in 3 days.
2. Mental Health SOAP Note Example
   Subjective: “I’m still not sleeping more than 3 hours.”
   Objective: Client appears tired, distracted.
   Assessment: Insomnia likely tied to increased anxiety and racing thoughts.
   Plan: Introduce grounding techniques. Refer for med evaluation.
3. Case Management BIRP Note Example
   Behavior: Client expressed frustration with limited job opportunities.
   Intervention: Reviewed job training programs together.
   Response: Client appeared interested and took down contact info.
   Plan: Follow up in one week to assist with application.
4. Hospice Social Worker Notes (GIRP Format)
   Goal: Support emotional coping in end-of-life care.
   Intervention: Provided grief counseling and explored family dynamics.
   Response: Client cried, stated she felt “a little lighter.”
   Plan: Schedule next session before medical team rounds.
5. Counseling Session Note (DAP Format)
   Data: Client reported nightmares related to past trauma. Tearful during session.
   Assessment: PTSD symptoms remain severe; client struggling with sleep and trust.
   Plan: Continue trauma-focused therapy; consider EMDR consult.

How to Use Case Notes Templates Effectively

You don’t need to reinvent the wheel with every note. Instead:

• Choose a template that fits your setting (SOAP for therapy, DAP for community work, BIRP for Medicaid billing, etc.)
• Customize it to your client’s situation
• Save time by using digital templates that can be auto-filled or copied

Whether you’re typing into progress note software or writing in a paper chart, structure matters more than length or style. A strong note gets straight to the point, highlights what matters, and shows a clear clinical or service direction.

Pro Tip: Use a note-taking template that’s editable and mobile-friendly so you can jot notes immediately after a session, before details fade or get forgotten. Apps, cloud-based documents, or PDF-fillable templates are great tools for this.

Download the Free Case Notes Templates Checklist

Save time, reduce errors, and never miss a key section again. Download our Free Case Notes Checklist, a printable PDF that walks you through each format, SOAP, DAP, BIRP, and GIRP.

This checklist includes:

• Key terms to use
• What to include (and what to avoid)
• Common red flags and fixes
• Quick prompts for writing faster notes

Use it during or right after sessions. It’s perfect for new professionals, interns, and even experienced clinicians looking to refresh their approach.

⬇️ Download both the Case Notes Checklist for Social Work & Case Management and the Case Notes Instructions and Checks documents

Pro Tip: Keep the checklist by your desk or on your phone. Use it daily until writing great notes becomes second nature.

Conclusion: Write Better Notes Without Being Overwhelmed

You don’t need to be a perfect writer to document like a pro. With formats like SOAP, DAP, BIRP, and GIRP, you have reliable tools that guide your thinking and protect your practice. Good case notes don’t just cover your back, they support better care for your clients.

Make documentation a strength, not a stressor.

Pro Tip: Use the Assessment section to connect the dots between what was observed and your clinical reasoning, it’s where your expertise shines.

Want to Read More?

Review Our Previous 2025 Best Guide on Social Work Case Notes Example Below

Best Job Aid to Help You Learn the Best Social Worker Case Notes Formats

Disclaimer

A good portion of a social work professional’s time is on administrative tasks such as documenting client progress. Writing case notes is part of the documentation needed to keep a complete client record.

Case Note Template Social Work

Case notes and mental health progress notes can easily get disorganized and difficult to follow if the social worker doesn’t use a consistent format for record keeping.

You can imagine trying to follow patient progress across multiple case notes if there is no organization to the session notes. It would be hard to relay the patient’s information to another healthcare provider, and the social worker themselves might spend hours trying to find the details they need.

There are several different framework examples of case notes for social workers. All can improve the process of writing case notes social work practitioners use. In this article, we’ll go through four of the most popular note formats.

We would love to hear from you. Do you have feedback on a top mental health progress notes technique, best sample case notes counselling session practices, or little known social work terminology for case notes that your organization uses? Let us know as we believe other social workers can benefit from your feedback, click here to contact the Social Work Portal Team and let us know.

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Table of Contents: DAP, BIRP, GIRP & SOAP Notes

Keep on scrolling down this page to read each section or click any link below to go directly to that section.

1. What Are Social Work Case Notes?
2. How Do You Go About Writing Case Notes?
3. Overview of 4 Popular Case Note Example Formats
4. What Are BIRP Notes?
   1. BIRP Note Example
5. What Are DAP Notes?
   1. DAP Note Example
6. What Are GIRP Notes?
   1. GIRP Notes Examples
7. What Are SOAP Notes?
   1. SOAP Notes Example
8. Conclusion | Overview of BIRP, DAP, GIRP, and SOAP Note Format
9. FAQ | Case Management Notes Examples

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For questions about this guide, soap notes examples, or requests for additional sample case notes for social workers, case note sample, or dap notes pdf click here to contact the Social Work Portal Team.

What Are Social Work Case Notes?

Social work case notes are notes that a social worker writes to describe interactions with their client or patient. For example, when the social worker has a session with a client, they should document what happened during that session, how the client is feeling, how they appear, how they are progressing in their treatment, etc.

In social work terminology for case notes, the term progress notes is also used to describe this type of documentation. A case or progress note social work practitioners write is added to the client’s overall case record.

This is where All-in-One Client and Case Management Software comes in to save the day.

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These social work case notes example records tell an important story of the progress that an individual has made in their treatment plan and any incidents or details of importance that came up during meetings and engagements between the social worker and their patient.

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Do you have any questions or feedback about this article related to targeted case management progress notes examples, case noting, and sample case notes counselling session formats? If so, click here to contact the Social Work Portal Team.

How Do You Go About Writing Case Notes?

If you want to write efficient and complete examples of social worker notes, then you should choose a consistent format for writing those notes. This means collecting the same categories of information each time and keeping the category sections in the same order.

Looking at sample case notes for case managers is a great way to get started writing and creating your own social worker social work case notes template to use. Once you’ve gone through some case note training – either formally or through your own research – choose a common framework for your social work case notes example.

Here are some things to keep in mind when choosing between popular notes formats, such as SOAP progress notes, the DAP note template, a BIRP notes PDF, or a GIRP notes template:

• The format for case notes social work professionals are using in your organization.
• The case note sample format used by health care professionals that you coordinate with.
• Which sample case notes for social workers format works best for your note-writing style.
• These are all types of progress note social work templates that are built into our All-in-One Client & Case Management Software.

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Do you have any questions about process notes social work practitioners use or sample progress notes? Would you like to see more examples of sample case management progress notes and sample dap notes? If so, click here to contact the Social Work Portal Team.

Overview of 4 Popular Case Note Example Formats

There are many different examples of mental health case notes formats and case management progress notes examples. For this case note training article from Social Work Portal, we are focusing on four of the most popular case note example frameworks.

What is a “framework” or “case note format” exactly? It’s a way of organizing the case notes social work professionals use into sections. Using these same sections for all social worker case notes written for each session ensures uniformity in the way the details are collected and communicated.

You’ll see that there are some similarities between the four case note example formats. Each note name is an acronym for the sections they include. They will all have between three to four sections to keep notes targeted and concise.

The 4 social worker case notes formats we will review are:

• BIRP Notes
• DAP Notes
• GIRP Notes
• SOAP Notes

Looking for software that comes equipped with social work case note templates or a soap notes example? You found it!

Sign up for our All-in-One Case Management Hub Platform and stay on top of crucial details, enhance collaboration, and save valuable time with our powerful case notes management feature.

Next, we’ll get started with an explanation of the BIRP note template format.

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Are you looking for GIRP notes training or how to learn more about writing DAP notes? Would you like more details on the different parts of a SOAP note or soap notes examples? Or for feedback about targeted case management progress notes examples click here to contact the Social Work Portal Team.

What Are BIRP Notes?

When writing sample BIRP notes for social work case work, you would use the format of: Behavior, Intervention, Response, Plan. This format is often used by clinicians providing mental health services.

After reading through the BIRP note example below with the description of each letter, you’ll find a BIRP progress note example that you can reference.

Behavior

In this section of the BIRP format, you would describe the overall behavior being exhibited by the client. This is divided into two areas, objective and subjective.

When describing behavior objectively in a BIRP progress note, the social worker will include facts and details that they observe. Such as the individual’s appearance or demeanor.

For subjective descriptions in BIRP case notes, the social work or clinician would include things that the client or patient says about how they are feeling, what they are thinking, and their general point of view.

Intervention

In this section of mental health BIRP notes examples, the social worker will describe what they did to help the individual reach their treatment plan goals. What intervention methods and activities did they employ during the session?

Response

In the response section of BIRP documentation, the clinician will note how the patient responded to the intervention. In this part of the BIRP note format, the social worker will also include details on the individual’s progress toward goals and milestones.

Plan

In this last section of BIRP notes, the social worker will document the next steps that are to be taken with this individual. This could include a notation of when the next meeting is or any changes to the treatment plan based on today’s intervention and response.

If you’re looking for a BIRP Note template you can use in your practice, our All-in-One Client & Case Management Software is a perfect solution for you.

Sign up for our All-in-One Case Management Hub today & streamline your documentation process, ensure comprehensive assessments, and facilitate effective treatment planning with our user-friendly case notes feature.

BIRP Note Example

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Do you have any questions about case noting, sample BIRP notes examples or where to find a BIRP notes PDF? Do you have feedback about a great dap note template or dap progress note example? If so, click here to contact the Social Work Portal Team.

What Are DAP Notes?

The DAP format has just three sections rather than the four sections the other social worker case note templates use. DAP clinical notes include the sections: Data, Assessment, Plan.

If you’re looking for sample DAP notes, you’re in luck. After we go through each section in DAP progress notes, we’ve included a DAP progress note example for you to review.

Data

In the data section of a DAP notes PDF or online template the social worker will add all the various data that they’ve observed and collected during this session.

What’s the DAP notes meaning of data? Here are some examples:

• The client’s appearance and demeanor
• Reports of symptoms or progress from the client
• The reason for the visit
• Objective observations by the social worker
• Milestones or goals reached

Assessment

In the DAP case notes assessment section, the social worker writes their assessment based on the data collected. It can include any diagnosis or change in diagnosis, how the client is progressing toward goals, etc.

Plan

DAP case notes include a plan section, along with the other three types of social work case notes. What does the social worker write in the DAP note format “plan” section? They should include the next steps in the client’s treatment plan.

They will also include any tasks they are assigning to the client, when the next session is planned, and any adjustments to the treatment plan.

DAP note is just one of many case notes that you can find in SWP’s Case Management Hub Portal. 

Subscribe to All-in-One Case Management Hub today (with sample progress notes) and simplify the creation and management of DAP case notes and empower your team to deliver targeted interventions for better client outcomes.

DAP Note Example

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Is there something else you’d like to know about a DAP note example mental health template, DAP notes assessment examples, or DAP therapy notes in general? If so click here to contact the Social Work Portal Team.

What Are GIRP Notes?

GIRP progress notes use a four-section case notes format. This is a goal-oriented framework, with the four sections in a GIRP progress notes example being: Goals, Intervention, Response, Plan.

As we have in other sections, we’ve included an example of good GIRP notes after we describe each section of the GIRP social work case notes framework.

Goals

In the first section of a GIRP notes sample, the social worker will describe the goals and objectives that were addressed in today’s session.

They will include the progress toward goals, how the individual is feeling about the goals and their steps to meet them, and the social worker’s observations about goals.

Intervention

In the intervention section of a GIRP notes template, the social worker will describe how they engaged with the client today to help them meet their treatment goals.

Response

In the response area, the clinician will describe the client’s response to the intervention. This GIRP notes section can also include the social worker’s observations and assessment of the client’s response to the intervention.

Plan

What is the next step? The GIRP progress notes plan section is for laying out the next step being taken to help the client reach their treatment goals, as well as any changes to the treatment plan.

You can find GIRP notes and many other case notes templates in our All-in-One Case Management Hub Software.

Sign up now for Case Management Hub and witness the transformative impact on your client management process.

GIRP Notes Examples

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Do you have any questions about GIRP notes examples, or the difference between GIRP notes examples and a BIRP note example? Or do you have feedback about the best dap progress notes taking techniques that has worked well for you? If so click here to contact the Social Work Portal Team.

What Are SOAP Notes?

The fourth popular template for case notes social work practitioners use is the SOAP note format. The SOAP notes meaning for the acronym is: Subjective, Objective, Assessment, Plan.

After you’ve learned about the parts of a SOAP note, you’ll find a SOAP progress notes example that you can reference.

Subjective:

The first section of SOAP notes is to document subjective information gathered from the patient or client during this session. This may include their feelings, current attitude, and how they are progressing in their treatment plan from their point of view.

In the case of a family group session or a session with a child or adolescent, the subjective section of the SOAP notes meaning can also include input from family members, parents, and caretakers.

Objective:

Next is the objective section of the soap notes template. This is where a social worker will document their objective observations. This can include the client’s demeanor, appearance, and other fact-based and observable data related to this session.

Assessment

The assessment section of SOAP progress notes is where the social work professional will summarize the session and give their overall assessment of what occurred and how the client is progressing in their treatment.

Plan

The SOAP notes meaning for the plan section is the same as for the other case management notes types. This is where the social worker will describe the next steps that are to be taken with the client, and any adjustments to the intervention and treatment plan.

Did you know that you can elevate your client documentation with our All-in-One Client and Case Management Software? Seamlessly create, organize, and access SOAP case notes and many other case note templates for comprehensive client care.

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SOAP Notes Example

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Please let us know if you have any questions about DAP notes, the SOAP notes meaning, or sample BIRP notes, soap notes examples, or GIRP notes. Also, do you have feedback about the best dap format and techniques that has worked well for you? If so, click here to contact the Social Work Portal Team.

Conclusion | Overview of BIRP, DAP, GIRP, and SOAP Note Format

Whether you gravitate towards a DAP note example, the SOAP note format, or another format for social work case notes, using a template like these can improve the efficiency of your case management notes.

It’s a good idea to familiarize yourself with several different case note example formats so you can try them out and see which you like best. Another reason to learn the different formats of case notes social work and medical professionals use is so you’ll understand notes written by colleagues that may be in another format.

If you’re looking for one centralized solution to help you keep track of all your clients, cases, intakes, assessments, and all types of case notes discussed in this guide, don’t forget to sign up for the best Client & Case Management software in the market.

We hope this overview of DAP notes, BIRP notes, GIRP notes examples, and the SOAP note format has been helpful. If you have any questions about any social work case notes examples, please don’t hesitate to let us know.

Pro Tip: Schedule dedicated “note time” each day. Even 15 minutes can help you stay on top of your caseload.

We would love to hear from you. Do you have feedback on a best case note template social work leaders use, case noting, or additional examples of mental health case notes? If so, click here to contact the Social Work Portal Team.

FAQ | Case Management Notes Examples

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