Writing Terms and Conditions in 7 Simple Steps

I get it—writing your terms and conditions isn’t exactly everyone’s idea of fun. It’s one of those tasks that’s easy to keep bumping to the bottom of your to-do list.

But trust me, it doesn’t have to be such a pain. Stick with me, and you’ll see how simple it can actually be to get your terms sorted, clear, and user-friendly.

Let’s jump right in—here’s how we’ll tackle it together step by step.

Step 1: Identify Laws That Apply to Your Business

Before putting pen to paper (or fingers to keyboard), the first thing you’re going to want to do is figure out which laws and regulations apply to your specific business or industry. Yeah, I know—this part sounds boring, but stick with me because missing this can lead to real headaches down the road.

If you’re operating online, chances are you’ll need to think about privacy laws. Here’s a surprising fact for you: nearly 80% of the world’s population will be covered by privacy laws by the end of 2024—and by 2025, most businesses will have to comply with even tighter regulations. In fact, eight new privacy laws go into effect across the United States alone, covering states like Delaware, Iowa, Nebraska, New Jersey, New Hampshire, Minnesota, Tennessee, and Maryland.

Besides privacy, you’ll want to look into consumer protection guidelines, especially if you sell products online or collect user information. If your business sends messages or calls customers, heads-up—new rules under the Telephone Consumer Protection Act (TCPA) regarding consent requirements are kicking in for 2025. Don’t forget to keep an eye on regulations targeting data brokers if your business buys or sells data. Places like California and Texas have been cracking down hard lately on those practices.

Bottom line: Don’t skip this step. Taking a little time now can save you tons of cash later from fines or lawsuits. Grab a coffee, sit down, and get friendly with these regulations. Your future self will thank you.

Step 2: Outline Your Terms and Conditions Clearly

Nobody—and I mean nobody—likes reading through 50 pages of confusing legal text. Save your users from frustration and write in straightforward, everyday language. Think of your visitors as friends you’re explaining something important to. The clearer your terms, the fewer headaches you’ll face in the future.

To start, clearly mention what your terms cover. Typical terms and conditions documents usually cover:

• User responsibilities and acceptable use of your website or product
• Payments, refunds, cancellations, and returns (important for e-commerce sites)
• Liability disclaimers to protect you if something goes wrong
• Terms of account suspension and termination
• Copyright terms, licensing, or intellectual property rules

Remember to use simple sentences and short paragraphs, like you’re chatting with someone over lunch. Make it scannable, because most folks won’t read every single word. So use bullet points, numbered lists, or bold headings to help your readers skim and find what matters most.

If you’re unsure about formatting, tools like website builders specifically designed for authors and small businesses can help you display this content in a clean way. And no matter what you do, ditch the fancy vocabulary—keep it friendly and down-to-earth.

Step 3: Include the Right Clauses for Your Business

Alright, so you’ve figured out the laws and outlined your terms clearly—now comes the fun part (well, it’s important anyway): including clauses that match your business’ specific needs. Not copying someone else’s terms and hoping they’ll work, but writing something built specifically for your setup.

For instance, businesses selling services online might need detailed refund and cancellation policies. If you’re running a subscription service, clarify how users can cancel or update their plan to avoid customer disputes later on. Say you’re selling digital products like ebooks or courses through Amazon KDP—make sure you have clauses covering digital licensing, downloads, and refunds. Here’s a practical guide on selling ebooks directly from your own website, in case you want to explore different options.

If your website has user-generated content, you definitely want a clause disclaiming responsibility in case someone posts something inappropriate or illegal. Don’t forget about privacy and data protection clauses, especially in this era of tightening regulations around the globe—like those eight new state laws coming up in 2025 that we just talked about.

My tip? Think beyond today. What kind of trouble could your specific business or website face down the road? Then, put clauses into your terms to guard against those issues. You don’t have to become a legal eagle overnight, but always consider running your draft by an actual attorney to make sure you’re well-covered. And please—avoid copying clauses from random websites. It might save time up-front but can seriously backfire later.

Step 4: Make Your Terms Easily Accessible

If you’re wondering where your terms and conditions belong, the short answer is: front and center, my friend.

Nobody likes hunting through a site just to find the terms they’re agreeing to—make it easy for people to spot.

Here’s how:

• Include a noticeable link in your website footer—that’s the standard place most people look first.
• If users have to register or buy something, provide the link right before the final confirmation step—think of it like giving them a heads-up before they commit.
• For mobile apps, ensure terms pop up clearly during signup or installation—nobody’s going to squint through microscopic text buried in a menu.

Need an example?

Check out the footer on websites like Airbnb and Netflix; simple and straightforward, without fancy bells and whistles.

One more thing: use clear anchor text like “Terms and Conditions,” not vague stuff like “Learn More” or “Legal.”

Clarity wins every time.

Step 5: Get Clear Consent from Users

So you’ve got terms and conditions clearly laid out—but does anyone actually read them?

Hard truth: probably not, but you still need clear consent to legally protect yourself down the line.

The classic method is the good ol’ checkbox—simple, effective, and very clickable.

Here’s how to nail it:

• Add an unchecked box that users must tick to agree before moving forward—never pre-check this box, because that’s a fast track to legal trouble (and annoyed visitors!).
• Clearly link your terms right next to the checkbox, so it’s clear exactly what they’re agreeing to.
• For mobile apps, let users scroll through terms easily with a clear button or checkbox at the end to confirm they’ve read them.

And just so you know, with the new TCPA rules effective in 2025, consent isn’t optional—it’s a necessity.

Ignoring consent can result in hefty fines or lawsuits, so take a few minutes to get this right.

Step 6: Keep Your Terms and Conditions Updated Regularly

No, updating your terms isn’t like checking off that annual dentist appointment—it’s actually much easier (and less painful).

Seriously though, outdated terms can put your business at risk, especially given the rate privacy laws are changing nowadays.

Just look ahead to 2025—with 16 U.S. states enforcing comprehensive privacy laws and ongoing scrutiny of data brokers (we’re looking at you, Texas and California), regular updates become crucial.

Here’s how to stay ahead:

• Schedule annual reviews of your terms—set a calendar reminder and make it non-negotiable.
• Watch out for any big news in your industry or legal changes—this way you’ll catch shifts early rather than scrambling at the last minute.
• Notify your users whenever significant updates come through; email alerts or pop-ups on login pages work well here.

Making these updates isn’t just about compliance—it’s about transparency and building trust with your users, which always pays off in the long run.

Step 7: Use Helpful Templates and Tools to Save Time

Yes, creating terms and conditions from scratch can feel like climbing Mount Everest, but it doesn’t have to be.

Templates and interactive tools do most of the heavy lifting—and you don’t need a law degree to understand them.

Services like Shopify’s Terms and Conditions Generator or platforms like Termly let you input key details about your business to spit out solid, customized terms quickly.

If you’re an author or creative selling ebooks or templates online, this could leave you more time to focus on writing that killer ebook or exploring how to publish a coloring book.

After generating terms, run them by an attorney—just for peace of mind and to ensure you’ve lined up all your ducks.

Bottom line: Smart shortcuts are there for the taking, so use the resources out there; your schedule (and sanity) will thank you later.

FAQs