Client Intake Form
What Is a Client Intake Form?
A client intake form is a questionnaire that captures essential client information, enabling you to tailor services and reduce risk. It helps both you and your client get on the same page about their health history, service preferences, and more.
TL;DR:
Client intake form definition: The “getting to know you” document that clients fill out before receiving your beauty or bodywork services.
Why Intake Forms Matter for Beauty and Bodywork Professionals
Beauty and wellness client intake forms are essential because they allow you to set clear expectations and run your business safely. They help you:
- Flag allergies, sensitivities, recent services, and contraindications that can affect service
- Align with your client on what they want out of every service
- Keep proper documentation with signatures and dates if something goes wrong
- Enhance the experience by showing clients you care about the details
What Should I Include in a Salon Client Intake Form?
A salon client intake form should include any information relevant to your beauty or bodywork services, such as:
- Basic contact information
- A health snapshot (known allergies, skin conditions, medications, etc.)
- Service goals and preferences
- Hair, skin, or nail details
- Current product use
- Signatures and dates
You can also add agreements (risk acknowledgment and release of liability) and a chaperone policy to your intake form.
How Often Should I Use Client Intake Forms?
Use a client intake form whenever you need to gather client information. This means:
- New clients: Complete a form before the first service
- Returning clients: Update their form if their information has changed
Do a full refresh of your client intake form every year to keep your records up to date.
How Should I Store Client Intake Forms?
Store intake forms securely:
- Digital: Through a password-protected, HIPAA-compliant platform
- Paper: Organized and locked in physical storage
- Retention: Properly dispose of records when they’re no longer needed (follow state board guidance)
- Privacy: Limit access to need-to-know staff; don’t email unencrypted forms
Intake vs Consent vs Waiver Form: What’s the Difference?
A client intake form is for collecting information, a consent form is for a client to agree to service, and a liability waiver is designed to release your business from certain legal responsibilities if something goes wrong.
Swipe →
| Document | Purpose | Who Signs | When You Use It |
|---|---|---|---|
|
Intake Form |
Collect client history, risks, and preferences |
Client or minor’s guardian |
Before planning and providing the service |
|
Consent Form |
Client agrees to the described service and risks |
Client or minor’s guardian |
Before the service |
|
Liability Waiver |
Limits certain legal claims (where allowed) |
Client or minor’s guardian |
Before the service |
All three forms help protect your business — consider combining them into one document that clients sign before receiving your services.
Related Terms
Chaperone Policy
General Liability Insurance
Liability Waiver
Professional Liability Insurance
