Client Documentation – The Legal Foundation of Every Treatment

These are documents completed together with the client before starting any procedure. Their absence represents one of the biggest legal risks in the event of complications or complaints.

Treatment Consent and Informed Consent

The client should sign a statement confirming that they have been informed about the procedure, possible sensations, risks, and potential side effects. This document protects the specialist against claims related to insufficient information and forms the basis of responsibility in the client–specialist relationship.

Medical Questionnaire and Contraindications Form

A detailed interview regarding chronic illnesses, allergies, medications, and health conditions. This is a key element of client safety, helping to exclude treatments that could be harmful for a specific individual.

Client Record Card

A record of performed treatments, products used (including pigment batch numbers in PMU documentation), and device parameters. It allows accurate reconstruction of treatment history during future visits.

GDPR Consent and Privacy Policy

A mandatory declaration regulated by data protection laws. It should include an information clause specifying the data controller, purpose of processing, and retention period of personal data.

Consent for Image Use

A separate document authorizing the publication of client photos for marketing purposes, including social media. It cannot be combined with GDPR consent and must be voluntary and clearly formulated.

Aftercare Instructions

Written home-care recommendations provided to the client after the procedure. Signed aftercare instructions serve as important legal protection by confirming that the client received proper care guidance.

Complaint Form

A prepared complaint procedure template enables efficient and professional handling of any client concerns or complaints.

PMU Documentation – Special Requirements for Permanent Makeup

Permanent makeup procedures involve breaking the skin barrier, which means documentation requirements are significantly stricter than for standard beauty services.

The PMU treatment consent form must be detailed and adapted to the specific procedure. A consent form used for brow lamination differs substantially from one required for microblading, ombré powder brows, or lip pigmentation.

For PMU procedures, additional documentation is required:

• Client record cards containing pigment batch numbers and device parameters – essential for identifying products in case of allergic reactions or complications.
• Post-exposure procedure protocol (needlestick/sharps injury procedure) – mandatory for all procedures involving skin penetration, including PMU and mesotherapy.
• Safety Data Sheets (SDS) for pigments and all products used during the procedure.
• Sterilization documentation for tools or autoclave cycle records together with archived biological test results.

Sanitary Documentation and Requirements During Health Inspections

This is the area most frequently verified during inspections. Every hygiene procedure must not only be implemented but also properly documented.

Medical Certificates for Sanitary and Epidemiological Purposes

Valid medical examinations for all employees performing treatments. Missing or expired certificates are among the most common issues identified by inspectors.

Hygiene Procedures and Instructions

Written procedures for hand washing, surface disinfection, and tool cleaning. Instructions should be visibly displayed at workstations.

Sterilization Procedures and Sterilization Logbook

Having an autoclave requires documenting every sterilization cycle, including device printouts, chemical tests, and biological tests. Biological test results should be archived for 10 years.

Safety Data Sheets

Technical documentation for all disinfectants and cosmetic products used in the salon. Any product stored in substitute containers must be properly labeled with its name, concentration, preparation date, and the signature of the person who prepared the solution.

Waste Management Documentation and BDO Registration

Contracts with companies collecting medical and municipal waste, as well as Waste Transfer Cards (KPO). Registration in the BDO waste management database is also required.

Inspection Logbook

A document where inspectors record the course and results of inspections. It should always be available in the salon.

Health & Safety (H&S) and Organizational Documents

These documents regulate the salon’s internal operations and confirm the technical condition of equipment.

• Health & Safety instructions and occupational risk assessment – mandatory when employing staff.
• Salon regulations – defining booking, cancellation, and salon behavior policies.
• Equipment documentation and technical inspection records – technical passports for devices such as autoclaves, lasers, or PMU machines, including service records.
• Professional liability insurance (OC insurance) – although not always legally required, it is a crucial financial safeguard in case of treatment-related errors.

Most Common Issues Found During Inspections

Based on salon owners’ experiences and sanitary inspection observations, the most common issues include:

• Failure to update documents – regulations and hygiene standards change over time, and outdated documentation may no longer comply with current requirements.
• Using templates downloaded from the internet without adapting them to the salon’s services – a manicure consent form differs significantly from a PMU consent form.
• Missing signatures and dates – even the best-prepared document has no evidentiary value without a signature and date.
• Lack of archiving – sterilization documentation must be stored for 10 years.
• Missing labels on disinfectant solutions – every solution stored in substitute packaging must be properly labeled.

Complete Checklist – Beauty & PMU Salon Documentation

Client Documents

☐ Treatment consent forms (individually adapted to each service)
☐ Medical questionnaire and contraindications form
☐ Client record card (service history, products, device parameters)
☐ GDPR consent with information clause
☐ Consent for image use and publication
☐ Aftercare instructions (copy for the client)
☐ Complaint form

Sanitary Documentation

☐ Valid medical certificates for treatment staff
☐ Cleaning, disinfection, and sterilization procedures
☐ Sterilization records with printouts and tests (archived for 10 years)
☐ Medical waste disposal agreement and BDO registration
☐ Municipal waste disposal agreement
☐ Safety Data Sheets for disinfectants and pigments
☐ Sanitary inspection logbook

Health & Safety and Organizational Documents

☐ Health & Safety instructions and occupational risk assessment
☐ Post-exposure procedure protocol (for PMU, mesotherapy, etc.)
☐ Salon regulations displayed in a visible place
☐ Technical documentation and service inspection records for devices
☐ Professional liability insurance policy
☐ Required signage: no smoking sign, hand washing and disinfection instructions

Complete and up-to-date documentation is not just a formal requirement – it reflects professionalism and care for client safety. A salon that maintains proper documentation builds trust and is always prepared for inspections, treating them as confirmation of professionalism rather than a source of stress.