How to write a waiver for wellness practitioners

What is a Waiver Form?

First things first, what is a waiver form, exactly? A waiver form, also known as a liability waiver, is a legal document that clients sign to acknowledge they understand the risks involved in the services they’re receiving. Think of it as a written handshake that sets clear expectations between you and your clients.

In the beauty and wellness industry, waiver forms are crucial. These businesses often involve close personal contact, use of specialised equipment, and application of products that may have different effects on different individuals.

With waiver forms, you not only protect your business but also foster transparency with your clients.

Why Are Waivers Key for Beauty & Wellness Businesses?

Before we dive deeper into how to write a waiver, let’s talk a little bit more about why waivers are so important for beauty and wellness businesses.

Protection from Potential Legal Claims

One of the most important reasons to use waiver forms is to shield your business from potential legal claims.

Let’s say you’re running a beauty spa, and a client experiences an allergic reaction to a product you used during a facial. If you’ve had the client sign a waiver acknowledging the risks, you have a layer of legal protection. This doesn’t mean you’re completely immune to lawsuits, but it does make your legal standing stronger.

Makes Sure Clients are Fully Informed

Waiver forms serve to inform clients about the services they will receive, including any associated risks.

For example, if you’re offering a new type of chemical peel, the waiver form will outline potential side effects like redness, peeling, or temporary discomfort. This way, clients can make an informed decision about whether to proceed with the treatment.

Commitment to Client Safety

Using waiver forms demonstrates your commitment to professionalism and client safety. It shows that you’re serious about your services and that you care about your clients’ well-being. This professionalism can enhance your reputation and build trust with your clientele.

Enhances Client Communication

Finally, but perhaps most importantly, waiver forms can improve communication between you and your clients.

When clients read and sign a waiver, it opens up a dialogue about the treatment process, aftercare, and any precautions they should take. This proactive communication can lead to better client experiences and fewer misunderstandings.

Steps to Create a Waiver on ZenPass

1. Subscribe to the GROW Plan

Before you can start creating waivers, ensure you are subscribed to the GROW Plan on ZenPass. This plan unlocks powerful business management tools, including the ability to create custom waivers, automate client communications, and securely store client documents in the CRM.

How to Subscribe:

Log into your ZenPass account.
Navigate to the “Plans & Billing” section.
Select the GROW Plan and follow the prompts to subscribe.

2. Head to Waivers & Add a New Waiver

Once you are on the GROW Plan, navigate to your dashboard. Select Waivers from the side menu, then click Add New Waiver. This will open the waiver creation tool where you can begin crafting your document.

3. Create a Title and Description for the Waiver

Choosing the right title and description is vital for clarity and organisation. Your waiver title should be short, specific, and easy to identify. The description provides a brief overview of what the waiver covers.

Examples of Effective Titles:

“Breathwork Participation Waiver”
“Massage Therapy Consent Form”
“Nutrition Consultation Disclaimer”
“Personal Training Risk Acknowledgement”

Examples of Clear Descriptions:

“This waiver outlines the risks and client responsibilities associated with participating in group yoga classes.”
“Consent form acknowledging potential risks during massage therapy sessions.”
“Disclaimer for nutritional advice provided during consultations.”

Tip: Be honest, transparent, and professional in your descriptions to ensure client trust and compliance.

4. Add Questions or Text Blocks & Save

The ZenPass waiver builder allows you to add various elements to customise your form:

Text Blocks: These are used for disclaimers, terms, conditions, and important information.
Questions: You can add required fields for client acknowledgements, consent checkboxes, or additional information you need.

Suggestions for Text Blocks:

“I acknowledge that I have consulted with my physician before beginning any wellness programme.”
“I understand the risks involved and take full responsibility for my health during sessions.”

Suggestions for Questions:

“Do you have any pre-existing conditions we should be aware of?”
“Have you read and agreed to the terms outlined above? (Yes/No)”

After adding the necessary content, simply Save your waiver.

5. Attach the Waiver to a Listing

Now that your waiver is ready, it’s time to attach it to a service listing. This ensures that clients booking that service automatically receive the correct waiver.

How to Attach a Waiver:

Go to Listings.
Select the relevant service (e.g., “Private Yoga Session”).
Under the waiver section, choose the waiver you created.

This seamless integration enhances the booking experience and ensures that no client slips through the cracks.

6. Automatic Sending of Waivers Upon Booking

One of the biggest advantages of using ZenPass is automation. When a client books a service that has a waiver attached, ZenPass automatically sends the waiver to the client for signing or completion.

What This Means for You:

No manual follow-ups needed.
Clients receive all necessary documents ahead of their appointment.
Faster, more organised onboarding.

Clients can complete the waiver online, making the process smooth, quick, and environmentally friendly.

7. Waiver Information Stored in Client Profiles (CRM)

Once the client completes the waiver, ZenPass stores the signed document directly in the client’s profile within your CRM.

Benefits of This Feature:

Easy access to signed waivers anytime.
Comprehensive client records at your fingertips.
Secure, GDPR-compliant storage.
Streamlined operations in case of insurance or legal enquiries.

This functionality makes ZenPass an invaluable tool for managing your wellness business professionally and efficiently.

Tips for Writing an Effective Waiver

When crafting your waiver, keep these essential points in mind:

Use Clear, Simple Language: Avoid jargon. Ensure clients of all backgrounds can understand the content.
Be Honest About Risks: Transparency builds trust and strengthens your legal protection.
Include a Voluntary Participation Statement: Make it clear that clients participate by choice.
Advise Medical Consultation: Suggest clients consult a doctor before beginning any new wellness programme.
Get Explicit Consent: Include a signature field or a consent checkbox.
Regularly Review and Update: Laws and best practices change. Keep your waiver current.

Common Mistakes to Avoid

Vague Language: Being unclear can lead to misunderstandings or disputes.
Skipping Risk Disclosure: Not informing clients about possible risks can weaken the waiver’s validity.
Not Storing Properly: Without organised storage, you risk losing critical documentation.
Forgetting to Attach Waivers to Listings: This could mean clients never see or sign important documents.

Final Thoughts

Writing a waiver as a wellness practitioner might seem daunting, but with ZenPass, it’s easier than ever. By following these steps, you can create clear, professional waivers that protect your business and deliver a seamless client experience.

ZenPass empowers you to focus on what matters most: delivering transformative wellness services while we handle the admin side.

Ready to create your first waiver? Subscribe to the GROW Plan today and experience the ZenPass difference!

ZenPass | Help Centre