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WHY EVERY SLEEP CONSULTANT NEEDS TERMS AND CONDITIONS


Whether you're just launching your sleep consulting practice or you're already supporting families on a daily basis, one thing you must never overlook is having clear, well-written Terms and Conditions. These aren’t just a tick-box formality, they're the foundation of your professional boundaries, legal protection, and client trust.


Think of your Terms and Conditions as the safety net that supports every part of your service delivery. They outline expectations from both parties, ensure transparency, and give you something solid to refer back to if any disputes or misunderstandings arise. Without them, you leave yourself exposed to confusion, cancellations, refund requests, and even legal issues. It can certainly be challenging to uphold a boundary or refuse further requests if you don’t have your terms and conditions clearly defining these.


terms and conditions

But if you're just starting out, you might be asking:


“What even are Terms and Conditions?”

“What should they include?”

“How do I make them sound professional and relevant to what I do?”


In this blog, I cover all of it and answer your questions.


A solid Terms and Conditions document should include:


  • What your services cover (and what they don’t)

  • Your refund and cancellation policy

  • Client responsibilities (like returning intake forms or following safe sleep recommendations)

  • Payment timelines and late fees

  • Support period expectations and boundaries

  • Confidentiality and use of materials

  • Disclaimers around health and sleep outcomes


Having this document in place not only protects your business, but it also shows your clients that you operate with integrity, clarity, and professionalism.



Why Are Terms & Conditions So Important?


  1. They set expectations clearly - your clients know exactly what they’re receiving, how your services work, and what their responsibilities are. This prevents confusion and ensures everyone is on the same page from the beginning.

  2. They protect your time - by outlining policies on payments, cancellations, and refunds, you protect yourself from last-minute cancellations, delayed payments, or clients asking for additional support outside of what’s been agreed upon.

  3. They honour your boundaries and energy: by laying out your working hours, response times and your communication levels, you will be creating a clear boundary for your clients so they don’t have unrealistic expectations from you. This protects your energy so you’re not overworked by needy clients.

  4. They establish professionalism - having a terms document signals that your business is serious and legitimate. It gives clients trust and confidence that you have systems and structure in place.

  5. They provide legal coverage - if a dispute arises, your Terms and Conditions act as your legal safety net. They can be used to resolve misunderstandings or protect you if a client makes a claim.



    woman creating a terms and conditions document

What Should You Include in Your Terms & Conditions?


Here's a checklist of what every sleep consultant should consider including:


1. Safe Sleep Disclaimer:


Clearly state that clients must follow safe sleep guidelines according to their country's regulations. If medical conditions exist, they must consult a doctor before implementing your advice.


2. Medical Responsibility Clause:


If you focus on underlying issues and sleep quality, include a reminder that you are not a medical professional and your guidance is not a replacement for medical advice. All medical concerns must be discussed with a GP or paediatrician.


3. Client Responsibilities:


List what you expect from the client: returning intake forms on time, consistency with the plan, disclosing medical conditions, and being honest in their communication.


4. Payment Terms:


Outline how and when payment must be made (e.g. prior to consultation), accepted payment methods, and late payment policies (including admin fees or referral to debt collection if necessary).


5. Refund Policy


Be transparent about what is refundable and what’s not. Most consultants offer no refunds after the consultation and documentation have been provided, which is fair given the time and expertise already delivered.


6. Cancellations & Rescheduling


Explain how much notice is required for cancellations or rescheduling. Many consultants ask for 24 hours’ notice and limit how often a session can be rescheduled before it’s forfeited. Consider your fee for cancellations that occur within short notice of the consultation


7. Intellectual Property & Confidentiality


Protect your resources! Clearly state that all documents are confidential, not to be copied or shared, and remain the intellectual property of your business.


8. Use of Case Studies


Let clients know that anonymous case details may be used for training or marketing purposes, but never with identifying information unless they give written permission.


9. Support Boundaries


Be clear about how long support lasts (e.g. 2 weeks of follow-up), how often clients can reach out, and your working hours or communication boundaries.


10. Travel Charges (if applicable)


If you offer in-home consultations, outline any additional travel costs and how they are calculated.



where do i place my terms and conditions?


Your Terms and Conditions should be sent out before the consult is booked and ideally agreed to in writing or by ticking an online checkbox upon booking their consultation. I also recommend having it as an individual stand-alone page on your website where your clients can access and review before even booking a consultation, to determine if your conditions align with what they are seeking in a sleep consultant. It can also be useful to remind your clients of the terms and conditions when sending out your post-consultation paperwork, such as your personalised assessments, as a gentle reminder of your boundaries.



You’re running a heart-led business, but that doesn’t mean you shouldn't protect yourself. Being clear and direct ensures your clients get the best experience possible while keeping your business sustainable and stress-free.


If you need help writing your terms and conditions, you can grab my fully editable Terms & Conditions Template, a plug-and-play Canva document you can customise in minutes.



Or, if you want your terms and conditions document but want someone to do it for you, let’s connect! This is a service I offer, and I can do it for you at a low cost.  You can schedule a connection call if you’d like to discuss further.


 

Shereen Nielsen

Senior Sleep Consultant, Coach and Mentor



I'm Shereen Nielsen — sleep consultant, coach, and mentor.

With over 8 years in the sleep consulting space and more than 4,000 families supported, I now proudly educate and mentor the next generation of sleep consultants through my internationally recognised certification program. Whether you're looking to launch your business, sharpen your clinical skills, or design impactful resources and marketing, I’m here to help you succeed.


Phone: +61419820474

 
 
 

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