When a new client walks into your beauty salon, you want to make sure they get the best services, tailored to their needs. A client intake form is a must-have for any salon and spa if you want to provide a safe and personalized experience to your clients.
WordLayouts’ Salon Client Intake Form template makes it easy to create a professional and comprehensive intake form for your new clients. With this template, you can easily document your client’s preferred style, previous treatments, allergies, or product sensitivities in one place. It’s print-ready and editable and can be used for all kinds of beauty service businesses.
Download the template now and create an experience that feels professional, personalized, and relaxing from the very first appointment.
What Is a Salon Client Intake Form?
A salon client intake form is an official document used by salons or beauty service providers to collect essential information from new clients before an appointment. The form mainly includes:
- Client’s personal details
- Health history (allergies, conditions, skin and hair type, previous treatments)
- Client service preferences
- Disclaimer
This form is different from a general intake form that you use for repeat clients. It is more exhaustive and makes sure that you have all the right information for creating a pleasant and relaxing experience for your clients.
However, this template for a beauty client intake form can be used for new and repeat clients, and you can easily complete it before each appointment.
Why Do I Need a Client Intake Form for My Salon?
This form helps salons understand clients’ allergies and conditions to help provide safe and the best possible services. It could be hair dye allergies, skin sensitivity issues, latex or adhesive allergies, or a scalp condition.
With this information, beauty professionals can easily understand what your client wants, what their desired outcome is, and their favorite products and techniques.
It’s like a questionnaire that builds a client history record where information stays in one place so that you don’t have to retake the client’s history during future appointments. Other than that, it is also a great business protection tool to protect the salon from payment disputes and liability claims.
What is Included in the Salon Client Intake Form
This intake form template follows a practical structure that is commonly used by salons and medspas. It is neatly organized into sections that help you collect all the information about your clients’ treatment requirements.
Date and client status
In the top right corner, the template records the date of the client visit and the type of client (new or existing) for record-keeping purposes.
It also includes a statement to express gratitude to the client for choosing your salon and to reassure clients that their information will stay confidential. Once you have filled this section, the template is mainly divided into 4 parts: client details, services offered, consent & policies, and survey.
Client details
Next, it provides designated fields to record the client’s personal details for identification purposes. It includes name, age, gender, contact information, alternate contact, their relationship, and contact number.
Services offered
This section mainly offers 3 main services:
- Hair Services
- Nail Services
- Skin and Spa Services
Each service has a detailed questionnaire with blank fields and check boxes so that the client can fill in the section they want.
- Hair services:
The hair services category covers common hair-relevant salon treatments such as haircuts, hair coloring, highlights, hair treatments, and others. The client simply has to check the service they are interested in and indicate whether they have received a similar treatment before. The template provides a blank space with an “other” option where the client can write down the customized services.
Next, it gathers important information about the client’s natural hair color, hair texture, and hair length. These details can help the hairstylist recommend suitable techniques, products, and treatment plans that match the client’s hair quality.
To provide the client with a safer experience, the intake form also includes a question about whether the client has undergone any chemical treatments during the past six months. It also provides space to write down the kind of treatment in detail. Mostly, coloring, bleaching, relaxing, or other chemical services can influence how the hair responds to future treatments, which is why it’s important to know about them during consultation.
The section also includes questions about past reactions to hair products, scalp conditions, and sensitivities. Clients can describe any allergies, irritation, dandruff, psoriasis, or other concerns that can affect the service.
In addition, there is space to note the client’s current hair care routine and products they regularly use. It gives the stylist a better understanding of their hair maintenance habits and which products and treatments may work best for their hair.
Lastly, the section provides an area for clients to describe their expected results or treatment goals to align you and your client on the same page.
- Nail services:
The next category is about nail-related services such as manicures, pedicures, gel polish, and extensions. It almost follows the same pattern as that of the hair services section.
Firstly, the client chooses the service they want and whether they have received it before. Next, the template includes space for the client to write down their regularly used nail products, any nail conditions such as fungus, eczema, psoriasis, cuticle issues, and any allergies like latex, adhesives, and nail products. The template also provides a detailed field to write down any conditions and allergies. This can help you select products and services that are better suited to the client’s needs.
Next, it gathers information about whether the client is sensitive or irritated by any nail product and whether they are currently taking medication that can affect nail/skin health. This part is added because certain medications can affect nail or skin health, which can influence the products or treatments that are recommended.
Lastly, it records the client’s treatment goals, helping beauty professionals work toward the client’s desired results.
- Skin & spa services:
The next category is skin and spa services. This also follows the same pattern as the above two. It covers a variety of popular treatments such as facials, massages, body treatments, waxing services, and other specialized beauty or wellness procedures. Clients can check the services they are interested in. Just like the hair and nail services, here the client also has to mention their past experiences, sensitivities, allergies, or whether the client is currently using any topical treatments for a safe and personalized experience.
In the adjacent fields for allergies, sensitivities, and conditions, clients can disclose reactions to fragrances, essential oils, preservatives, cosmetic ingredients, or skin conditions like acne, eczema, psoriasis, rosacea, or hyperpigmentation.
Moreover, topical treatments can include retinol, Accutane, hydroquinone, or corticosteroids. Certain skincare products and medications can increase skin sensitivity or affect the suitability of specific salon treatments.
In addition, for massage services, it also asks about sensitivities to temperature or specific massage techniques to ensure the client’s comfort level.
Finally, the form includes sections for expected results or treatment goals and any additional information the client would like to share. Understanding the client’s expectations and personal preferences can help salon and spa professionals provide a more customized and satisfying service experience.
Consent and policies
This is the last part of the template and contains the client consent and important salon policies.
The form includes the following consent statements:
- Information provided in this form is true and complete.
- Client understands that salon treatments may include chemical or physical processes and accepts any associated risks.
- It is the client’s responsibility to inform the salon of any medical conditions, allergies, or medications that may affect the services provided.
- Agreement to follow all professional aftercare guidance provided by my stylist to achieve the best possible results.
- Whether the client gives consent for the use of before and after photographs for documentation or promotional purposes.
- The client has read and understands the salon’s policies regarding appointments, cancellations, and refunds and agrees to abide by them.
It also includes fields for the client’s signature and date.
This section helps confirm the accuracy of information and sets clear expectations regarding treatment risks, medical disclosure, aftercare guidance, photo consent, cancellation and refund policies.
Survey
Lastly, the template concludes with a survey section. This makes it easier to gather basic marketing and communication insights. Knowing how clients discovered your business can help you evaluate the effectiveness of referral programs, advertising campaigns, social media efforts, and other marketing channels.
Additionally, the email consent option helps you build a mailing list for newsletters, promotions, updates, and staying connected with existing clients.
Who Is This Template Designed For?
This salon client intake form is suitable for use by a wide range of beauty professionals, such as full-service salons, specialty salons, spas, or independent beauty service providers. For instance, you can customize and use it for:
- Hair salons
- Beauty salons
- Barbershops
- Nail salons
- Estheticians
- Cosmetologists
- Hair stylists
- Makeup artists
- Spa professionals
- Massage therapists
If you provide specialized services, you can also check out other templates, such as an esthetician’s client intake form, a massage client intake form, or a patient emergency contact form for medical spa settings.
Salon Intake Form: How to Customize It for Your Business
You can also personalize this editable template according to your brand or niche requirements. This form is completely editable and customizable; you can add a logo, business name, contact details, website, and social media handles.
For medspas or medical aesthetic clinics, additional medical screening questions and consent fields can be included to support treatments such as laser procedures, chemical peels, injectables, and skin rejuvenation services. This ensures proper assessment, safety, and informed consent before treatment.
Plus, you can create a dedicated medical screening section in the template as well to include questions about medical history and pregnancy/breastfeeding.
You can also remove the sections if you do not have a multi-service salon and keep the ones that are relevant for you.
If you want to use this beauty intake form only for repeat customers, then it is a good idea to create an additional section about their last visit and add the date of the last appointment, service details, etc.
Can This Template Be Used Digitally?
Yes, this salon customer intake form template is suitable for digital use and can be integrated into a variety of modern salon workflows. It can be converted into a fillable PDF and used as an online booking or pre-appointment form. It can also be incorporated into a secure client portal.
Salons and spas can also choose to have clients complete the form on tablets at the reception desk or on their own mobile devices before arriving for their appointment.
The template can also be adapted to support paperless record-keeping by adding electronic signature fields and digital storage options.
Creating a More Personalized Salon Experience
A real pampering session at the salon begins with understanding each client’s preferences and beauty goals, and this editable client intake form can help you do exactly that.
It is versatile and can be adapted to different beauty businesses. Whether you run a multi-service beauty salon or are niche-specific, whether you work at a salon or are an independent beauty provider, you can easily use it.
Available in Microsoft Word and Google Docs, it can be printed or used digitally. Simply download the template, customize it, and start creating a more organized and personalized client experience.
