Nutritionist AI Prompt: Write Consent and Cancellation Wording

Give the AI your fees, notice periods and type of practice, with square-bracket placeholders instead of any client detail, and ask it to draft consent and cancellation wording in plain English, section by section. Then check the wording against the rules where you practise, and have a solicitor review the final text before any client signs it.

The prompt is the easy part. The value comes from what you put in it (your real numbers, not guesses), what you keep out (every client detail), and what you do with the draft afterwards. Below is a prompt you can paste today, a filled-in example, and a short review routine so a confident-sounding draft does not become your contract by accident.

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What goes into the prompt and what stays out

A nutrition practice has two kinds of wording that people tend to blur together. Consent covers what the client agrees to: that you give general nutrition guidance rather than medical treatment, how their health information is collected and stored, whether you may contact their GP or other clinician, and whether sessions are recorded. Cancellation terms cover money and time: notice periods, late-cancellation fees, no-shows, package expiry and refunds.

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The model needs facts about your business to do either well, and none about your clients. Collect these before you open a chat:

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• Your practice type: solo nutritionist, small team, online only, in person, or mixed.
• Session lengths and prices (for example, a 60-minute first consultation at $120 and 30-minute follow-ups at $65).
• Your notice period and what happens inside it: full fee, half fee, or a one-off free reschedule.
• How you take payment (card at booking, invoice after the session, packages paid up front).
• What health information you collect on an intake form, described by type only ("medical history, medications, allergies") and never as an actual record.
• Whether you take clients under 18, or clients who need a parent or guardian to agree.
• Whether you record sessions or use an AI note-taker, and where records are stored.
• The jurisdiction you practise in and any professional body whose code you follow.

Keep out names, email addresses, conditions, weights, goals, food diaries and anything a client has ever told you. The drafting job does not need them, and a chat tool is the wrong place for them unless you have checked how that plan treats health data. If you want to see how the tool choice changes by job, ChatGPT or Claude for freelance dietitians compares them by data sensitivity.

The prompt, with placeholders to fill

Copy this into your chat tool and replace every square bracket. Delete any line that does not apply rather than leaving a placeholder behind, because models sometimes invent a value to fill the gap.

You are helping a nutritionist draft client terms. You are not a lawyer and
your draft will be reviewed by a solicitor, so flag anything uncertain.

Business facts (use these exactly, do not change any number):
- Practice: [solo / team of N] nutritionist, [online / in person / both]
- Sessions: [first consultation length and price]; [follow-up length and price]
- Payment: [card at booking / invoice after / package paid up front]
- Cancellation notice required: [N hours]
- Inside the notice period: [full fee / 50% fee / one free reschedule]
- No-show: [full fee]
- Packages: [N sessions, valid for N weeks, refund rule]
- Clients under 18: [not accepted / accepted with a parent or guardian agreeing]
- Health information collected: [types only, for example medical history,
  medications, allergies, dietary preferences]
- Sessions recorded or AI note-taking used: [yes, how / no]
- Records stored in: [system type, for example practice software]
- Jurisdiction and professional body: [where I practise; body, if any]

Write two sections in plain English, at a reading age of about 12 to 14.

Section 1 - Consent. Cover: what my service is and is not (general nutrition
guidance, not medical diagnosis or treatment); that the client should tell their
doctor about any significant dietary change; what health information I collect
and why; how it is stored; who I may share it with and only with the client's
agreement; recording, if any; how to withdraw consent; how to ask for their
records.

Section 2 - Cancellation and payment. Cover: notice period, late
cancellation, no-shows, rescheduling, package expiry, refunds, what happens if
I cancel, and illness or emergencies at my discretion.

Rules: use short numbered clauses. Do not add any fee, deadline or promise I
did not give you. After the draft, list (a) every place you assumed something,
(b) every clause whose legality depends on where I practise, and (c) anything
a solicitor should look at first.

The final instruction is the one that earns its place. Asking for assumptions and jurisdiction-dependent clauses turns the model's output into a review list for the solicitor, instead of a polished block of text that hides its guesses.

A filled-in run for a solo online practice

Here is an illustrative run. A solo nutritionist working online fills the brackets: a 60-minute first consultation at $120, 30-minute follow-ups at $65, card payment at booking, 24 hours' notice, half the fee inside the notice period, full fee for no-shows, six-session packages valid for 12 weeks, adults only, health information limited to medical history, medications and allergies, no recording, records in practice software. The jurisdiction line is filled with the place she practises, which she types in herself.

A typical draft from a current chat model starts like this (illustrative output, shortened):

2. Cancellation and rescheduling
2.1 Please give at least 24 hours' notice if you need to cancel or move an appointment.
2.2 If you cancel with less than 24 hours' notice, 50% of the session fee is payable ($60 for a first consultation, $32.50 for a follow-up).
2.3 If you do not attend and have not contacted me, the full fee is payable.
2.4 Package sessions expire 12 weeks after purchase. Unused sessions after that date are not refundable.
2.5 If I need to cancel, I will offer you another time or a full refund of that session.
2.6 I may waive a fee where illness or an emergency prevents you attending.

Read it against your own numbers. Clause 2.2 has a quiet addition: 50% of $120 is $60, which is right, but the model has also quoted half of the $65 follow-up as $32.50, a figure she never supplied. It is arithmetically correct, yet it is exactly the kind of added number the prompt told the model to avoid. She keeps it, but only after checking it herself. Clause 2.4 is the more serious one: "not refundable" is a statement about consumer rights, and in many places a blanket no-refund rule on prepaid services is not something a business can simply declare. That clause belongs on the solicitor's list, and the model's own "depends on jurisdiction" section should have listed it. If it did not, ask: "Which of the clauses above could be unenforceable or unfair in a consumer contract, and why?"

Cancellation models side by side

The prompt works best when you have already decided the policy. Models will happily write a harsh rule or a soft one, so choose before you draft. Three common shapes for a small practice:

Pick one and give the model the exact rule. If you hand it a vague preference ("fairly relaxed") it will produce wording that cannot be applied the same way twice, which is how fee disputes start.

Consent wording: four situations to test the draft against

A consent section can look complete and still fail the situations that actually come up. Test the draft against these four, writing a one-line note of what the clause says in each case.

The client with a medical condition you do not treat

The draft should say you offer general nutrition guidance and that medical conditions remain with their doctor. If the client mentions a diagnosed condition during intake, your terms should already say you may ask them to confirm with their clinician before you change anything. If the clause only says "consult your doctor" in passing, strengthen it: name the trigger (a diagnosed condition, pregnancy, prescribed medication) and what you will do (ask for their agreement to contact the doctor, or decline to advise on that part).

The client who wants you to contact their GP or specialist

Sharing information with another clinician needs the client's agreement, separate from the general consent. A good draft says you will only contact another professional with the client's agreement, records what you shared, and offers them a copy. If the draft says "I may share information with other health professionals as needed", rewrite it.

The parent booking for a teenager

If you accept under-18s, the age at which a young person can agree for themselves differs by place, so the model cannot decide this for you. Ask it to write both versions (adults only, and adults plus a guardian-agreement clause) and let the solicitor pick. Your prompt line "Clients under 18: not accepted" produces a short, safe clause, and it is often the sensible default for a solo practice.

The client who asks for their records

Your terms should say how to request records and roughly how long a reply takes. Avoid a promise you cannot keep. If the draft says "within 24 hours" and you check email twice a week, change it to a realistic number before the client sees it.

Wording you add yourself after the draft

Some lines are better written by a human, because they describe how you actually work. Add them by hand, then ask the model only to smooth the language.

• Photos and testimonials. If you ask clients for before-and-after photos or quotes for your website, put it in a separate optional consent with its own tick box and a way to withdraw it later. Never bundle it with the main agreement.
• Supplements and products. If you recommend or sell any, say whether you earn anything from them. The model will not know, and leaving it out is the kind of omission that damages trust.
• Messaging between sessions. State your hours for replying and that messages are not for urgent or medical issues. A line such as "If you feel unwell, contact your doctor or emergency service rather than messaging me" belongs here.
• Your own tools. If an AI note-taker, transcription app or chatbot touches client information, name that fact in the consent wording. The practical walkthrough in telling patients you use AI note-taking has wording you can adapt, and starting a nutrition consulting business places these terms among the other admin you need.

The jurisdiction check, in order

The model writes for a generic reader. Your terms have to work where you practise. Run these checks before the draft goes anywhere else.

1. Is the title protected, and does your professional body publish terms or a code? Some places protect "dietitian" but not "nutritionist", and professional bodies often publish record-keeping and consent expectations. Read yours and note any clause your draft contradicts.
2. Do consumer-protection rules limit your cancellation terms? Distance-selling or cooling-off rules can give online clients a right to cancel within a set period, and rules on unfair fees can make a heavy late-cancellation charge unenforceable. Search your government's consumer guidance for the exact wording and bring it to the solicitor.
3. Which privacy law applies to the health information you collect? Health data is usually treated as a special category with stricter rules on consent and storage. If you have clients in the EU, check what that means for you; otherwise find your own national or state rule.
4. How must agreement be recorded? Some practices use a signed form, others an online tick box with a date stamp. Whichever you choose, your booking process must show the client the terms before they pay or book.
5. Do you need insurance wording? Your professional indemnity insurer may require specific disclaimers or records. A five-minute email to the insurer can save a rewrite.

Write down the answers. They go into your solicitor brief and also tell you which clauses to ask the model to rewrite.

A second prompt that finds the weak clauses

Once you have a draft, use a fresh chat and paste only the draft (still no client details) with this prompt. A second pass catches things the drafting pass tends to polish over.

Act as a sceptical reviewer of a small-practice client agreement. Read the
terms below and list, in a table: (1) clauses that are vague enough to be
applied differently on different days, (2) clauses that promise something a solo
practitioner might not deliver, (3) clauses that could be seen as unfair to a
consumer, (4) missing situations: illness, a client under 18, a technology
failure during an online session, a refund after a package expires. Quote the
clause number and propose one-line fixes. Do not rewrite the whole document.

[paste terms here]

Typical output flags that "reasonable notice" appears in two clauses with no number (vague), that the confidentiality clause promises "complete confidentiality" when you also share with a clinician on request (over-promise), and that nothing covers a video call dropping out mid-session (missing). Fix those by hand, not by asking for a full rewrite, so the text you review stays the text you wrote.

Before and after: turning a vague clause into one you can apply

Most of the editing you do after the first draft is converting soft language into something you could enforce calmly. Here is a typical pair, shown as an illustration.

Before (model draft):
Clients are expected to give reasonable notice of cancellation. Fees may apply
for late changes at the practitioner's discretion.

After (your edit):
Please give at least 24 hours' notice to cancel or move an appointment.
If you give less, 50% of the session fee is charged. If you miss an appointment
without telling me, the full fee is charged. If you were unwell or had an
emergency, tell me and I will decide whether to waive the fee.

The "before" version leaves you to argue about what "reasonable" means, and invites the client to argue back. The "after" version has one number for the notice period, one for each outcome and one clearly labelled area of discretion. It also reads like a person wrote it, which clients tend to respond to better than formal clauses.

A short reminder message does the same job at the point where it matters. Ask the model for a text under 300 characters that goes out 48 hours before each appointment, for example: "Hi [first name], a reminder of your appointment on [date] at [time]. If you need to change it, please let me know by [deadline] to avoid a late-cancellation fee. Thanks, [your name]." Merge fields are filled by your booking software, so the model never sees a client's details.

Group programmes and package refunds need their own rule

If you run a six-week group programme as well as one-to-one sessions, do not stretch the individual cancellation clause to cover it. A group place is different: the client is paying for a fixed course, other people share it, and you may have bought materials or a venue slot. Give the model a second fact block for the programme: price, start date, the last day a client can withdraw for a full refund, what percentage is refunded after that, and whether a client can swap a missed week for a recorded handout. A typical sensible shape is a full refund up to a stated date before the first session, a partial refund until the end of week one, and none after that, with an exception at your discretion for illness. The numbers are yours to choose; the model must only restate them.

Ask it to put the programme terms in a separate, short section so a client joining only the course reads one page, not the whole agreement. Then run the same rehearsal as above: a client leaves after week two, and you check that your written terms tell you what to refund without a phone call to the solicitor.

What to hand the solicitor

A solicitor is faster and cheaper when you arrive organised. Send one short pack:

• The draft terms, with the model's "assumptions" and "jurisdiction-dependent" lists attached.
• A one-paragraph description of your practice: how clients find and book you, what you charge, how you take payment, and what tools hold their information.
• Your jurisdiction answers from the checklist above.
• Three questions you want answered, such as: are the late-cancellation fees enforceable, do I need a separate privacy notice, and is my recording clause adequate?

Tell them which parts an AI tool drafted. It is not a secret and it helps them focus on the risks. After their edits, save the approved version as a dated file and use it as the single source for your booking page, intake form and welcome email.

How to check the final terms work in real life

Run three short rehearsals before you publish. Each takes about ten minutes and uses invented scenarios.

1. The late cancellation. A follow-up is cancelled 20 hours ahead. Using only your written terms, work out what you charge. If two readers get different answers, the clause is too vague.
2. The expired package. A client has two unused sessions on day 85 of a 12-week package, and asks for an extension after an illness. Does the document tell you what you may do, and does it tell them what to expect?
3. The records request. A client emails asking for everything you hold on them. Do your terms tell you how to respond and by when?

Then read the document aloud as the client. Anything you stumble over, they will stumble over. A one-page summary at the top, "In short: 24 hours' notice, half fee inside it, full fee for no-shows," helps clients read the long version with context.

Slips that show up in AI-drafted terms

• Invented numbers. Fees, deadlines and refund periods the model supplied to be helpful. Compare every digit in the draft to your fact list.
• Borrowed medical language. Phrases such as "treat", "cure" or "prescribe" creep in from clinical examples. Replace with "guide", "support" or "suggest" unless you are licensed to treat.
• A confident but wrong rule about the law. If a clause cites a specific act or says "this is legally required", delete the citation and ask the solicitor instead.
• Contradictions between sections. The consent section says you never share data; the cancellation section says you pass unpaid invoices to a collections agency. Read both together.
• Outdated tool references. Models still mention retired features and old plan names. Cut any product name you cannot confirm on the vendor's current page.

If you would like help working out which of your client-paperwork tasks are worth automating and which need a professional every time, that is the kind of thing my AI implementation consultation covers; you can reach me through the contact page. For the wider picture of where AI fits in a nutrition practice, check-ins and handouts with AI tools is a good next read, and AI charting for dietitians covers the notes side, where the data rules are stricter.

Questions nutritionists ask before using the prompt

Can I paste a real client's details into the prompt?

No. The drafting job needs your fees, notice periods and business type, not anything about a client. Keep names, health conditions, goals and messages out of the chat. If you later want AI help with client notes, that is a separate decision that needs a tool you have checked for health data.

Is AI-drafted wording legally binding?

Whether wording binds a client depends on the law where you practise, how the client agrees to it and whether the terms are fair. The AI does not know your jurisdiction. Treat its draft as a starting document for a solicitor or professional body template check, not as finished terms.

How often should I redo the terms?

Review them once a year, and whenever you change fees, add a service such as group programmes, start recording sessions or switch software. Keep dated versions so you can show which terms a client agreed to on a given day.

Should consent and cancellation sit in one document?

They can share one agreement, but keep them as separate headed sections and ask for agreement to each. A client who ticks one box for everything gives you weaker evidence that they read the cancellation rule or understood how their health information is handled.

Further reads

• Dietitian Software Compared: Which Practice Platforms Have Useful AI? — Practice platforms that can hold signed terms and bookings.
• AI Tools for Dietitians: Admin, Content and Follow-Up by Job — Admin, content and follow-up jobs sorted by risk.
• Swim School Cancellation Policy: Make-Up Lesson Wording With AI — A worked cancellation policy with make-up rules.
• Can AI Draft a Tattoo Consent Form? Age, Health and Aftercare Fields — Another consent form with health fields drafted and checked.
• Can Dietitians Use AI for Admin and Content? What Stays Human — What stays with the practitioner when AI helps.
• Can AI Draft a Martial Arts School Waiver for Children? — Drafting agreements that involve a parent or guardian.
• Hair Salon Consultation Form: Colour History and Consent With AI — An intake form that records history before the service.
• AI Training for Dietitians: A Practice Owner's Team Plan — Six 45-minute weekly sessions, from the data rule to a signed-off routine, for a dietitian practice team starting with AI.
• AI for Naturopaths: Intake Summaries and Follow-Up Emails — A naturopath's guide to AI intake summaries and follow-up emails: what to redact, what to keep out, and prompts to copy.
• Doula Contract Template: On-Call Terms, AI Draft, Lawyer Check — A doula contract walked clause by clause, with sample wording for on-call terms and cancellation, an AI drafting prompt, and a lawyer-check step.
• Nutrition Newsletter Ideas: A Month of Emails Drafted With AI — A four-email month for a nutritionist: topics, subject lines, prompts that draft each email with AI, and a claims check before anything is sent.
• AI Tools and AI Development: The Complete 2026 Guide — the AI hub, including every tutorial in the AI-for-business series.

Sources: a health-professions regulator's published list of protected titles (dietitian protected, nutritionist not) and GDPR Article 9 on special categories of personal data, both checked 4 November 2026. The prompt, draft clauses and fees are illustrative; check the final wording with a solicitor in your own jurisdiction.