Salon client consultation form: what to ask and why
A ready-to-use salon consultation form covering hair, skin, allergies and patch tests, with simple consent wording and how to keep client details private.
By the Zespa teamThe short answer
A good consultation form asks only what changes how you do the service: hair and skin history, allergies, recent treatments, medicines that affect skin, and patch test results for colour. Fill it in before the first chemical or skin service, check it at every visit, and keep it private. Ask for consent in plain words, and do not collect anything you will not use.
A client sits down for a global colour and mentions, halfway through, that she reacted to mehndi last year. Or a client booked for waxing says after the first strip that he is on a strong acne medicine. By then it is too late to plan the service safely.
A short consultation form catches these things before you start. It also means any stylist, not just the one who knows the client, can pick up where the last visit left off. Here is what to ask, why, and how to handle the answers responsibly.
When should a client fill in a consultation form?
Ask for a full form at a client's first visit and before any first chemical or skin service: colour, bleach, keratin or smoothening, facials with peels, and waxing. For regulars, a quick "Has anything changed since last time?" at every visit is enough. Update the form when the answer is yes.
The consultation form, ready to use
Copy the questions below into a printed sheet or a digital form. Leave out any section you do not need for the services you offer. For example, a men's grooming salon may not need the skin treatment section at all.
| Section | Question | Why you ask |
|---|---|---|
| Basics | Name and mobile number | To find their record and confirm bookings |
| Basics | May we send booking reminders and offers on WhatsApp? (Reminders: yes or no. Offers: yes or no.) | WhatsApp messages need the client's permission, and they may want one but not the other |
| Basics | Preferred language | Explaining aftercare in the client's language avoids mistakes |
| Hair | Has your hair been coloured, bleached, permed, straightened or keratin-treated in the last 6 months? | Chemical history changes how colour and smoothening behave |
| Hair | Have you used mehndi or henna on your hair recently? | Henna can affect how chemical colour takes |
| Hair | Any scalp conditions, such as sensitivity, dandruff, cuts or psoriasis? | Some treatments should not go on broken or irritated skin |
| Skin | How would you describe your skin: oily, dry, combination, sensitive? | Helps choose products for facials and cleanups |
| Skin | Are you using any prescribed skin medicines or creams, such as for acne? | Some make skin more fragile for waxing, threading or peels; if unsure, the client can check with their doctor |
| Skin | Any facial, peel, laser or other skin procedure in the last 4 weeks? | Recent procedures can make skin react to new treatments |
| Allergies | Any known allergies to hair dye, cosmetics, fragrance, latex or nuts? | Some products contain these; nut oils are common in hair and body treatments |
| Allergies | Have you ever reacted to hair dye or a black henna (kala mehndi) tattoo? | These are linked to allergy to PPD, an ingredient in many hair dyes |
| Other | Are you pregnant, or is there anything else about your health we should know before this service? | Lets the client tell you what matters without you asking for their full medical history |
| Other | Anything you did not like about a past salon visit? | Tells you what to avoid and builds trust |
Keep the health questions to what changes the service. You are not a clinic. If a client mentions a serious condition, suggest they check with their doctor before chemical or skin treatments.
Why the patch test matters before colour
A patch test checks for a reaction to hair dye before you apply it to the whole head. Many permanent and some semi-permanent dyes contain PPD (paraphenylenediamine), which can cause allergic reactions. The NHS advises testing at least 48 hours before using a dye, and notes that people who have had a black henna tattoo are at higher risk of reacting.
Always follow the instructions from your colour brand, as products differ. Then record the result, so the next stylist knows it was done.
| Field | What to write |
|---|---|
| Date and time of test | When the product was applied |
| Product and shade | Exact brand, range and shade used for the test |
| Where applied | Behind the ear or inner elbow, as per the brand's instructions |
| Done by | Name of the stylist |
| Result | No reaction, or describe any redness, itching or swelling |
| Checked on | Date the client confirmed no reaction, before the colour service |
If the client reacts, do not go ahead with that dye, and note it clearly on their record. Suggest they see a doctor if the reaction is more than mild. If there is swelling of the face or eyes, or any difficulty breathing, they need urgent medical help. A clear patch test does not rule out a reaction later, so repeat it before each colour service as the brand advises.
What consent should you ask for?
Ask the client to confirm their answers are correct, that they understand the service and its aftercare, and that you may keep their details for future visits. Keep the wording short and in plain language, and translate it if needed. Here is an example you can adapt:
"I confirm the information above is correct to the best of my knowledge. The stylist has explained the service and aftercare. I agree that the salon may keep these details to look after me on future visits. I can ask the salon to update or delete them at any time."
This is example wording, not legal advice. If you offer higher-risk treatments, check with a lawyer about what your consent form should include.
How should you keep consultation details private?
Collect only what you need, keep it locked away or in one secure system, and delete it when it is no longer needed. Consultation answers include health details, which clients share in trust. India's Digital Personal Data Protection Act, 2023 says consent should be limited to the data needed for the stated purpose, and that data should be erased once that purpose is no longer served, unless a law requires you to keep it.
- Tell clients why you ask: "So we can do your colour safely and remember what suits you."
- Do not ask for things you will not use, such as full address, date of birth for everyone, or ID numbers.
- Keep paper forms in a locked drawer, not on the reception desk.
- Do not photograph forms on personal phones or share them in staff WhatsApp groups.
- Let only the people who do the service see the health details.
- When a client asks you to update or delete their details, do it.
- Delete or shred old records you no longer need.
If you are unsure what the law requires for your salon, especially as the DPDP rules come into force in stages, check with a lawyer or your CA.
Making it quick at the front desk
A form only works if clients fill it in. Keep it to one page, offer Hindi or your local language alongside English, and let regulars just confirm nothing has changed. For bookings made on WhatsApp, you can send the questions before the visit so the client is not filling a form while their colour slot ticks away. Our WhatsApp message templates include wording for this.
The answers are only useful if the next stylist can find them. Our guide on what to track about every client covers the rest of the client record. Zespa's Client CRM keeps visit history and notes, such as patch test dates and colour formulas, with each client. That data is completely secure, encrypted, private to your salon, never sold or shared. See the features for more.
Questions salon owners ask
Do I need a consultation form for every client?
Ask for a full form at the first visit and before any first chemical or skin service. For regulars, a quick check that nothing has changed is usually enough.
How long before hair colour should a patch test be done?
The NHS advises at least 48 hours before using a dye. Always follow your colour brand's instructions too, as they can differ by product.
Can I keep a client's health details on file?
Yes, if they agree and you only keep what you need for their services. Keep the details private and secure, and update or delete them when the client asks.
What if a client refuses a patch test?
Explain why it matters for their safety. If they still refuse, many salons choose not to do the colour service, or ask the client to sign that they declined. Decide your policy in advance and apply it to everyone.
Should the consultation form be on paper or digital?
Either works. Paper must be stored securely; digital is easier to search and share with the next stylist. What matters is that it is private and easy to find at the next visit.
