Client Documentation

What to Record, Store & Why It Matters

Objective: How to properly collect, complete, and store all essential client records: ensuring they are compliant, insured, and protected in case of future claims or follow-up care.

What Client Documentation Should Include

1. Client Consultation Form

Must be completed before every first appointment, and updated regularly.

Include:

• Full name, contact details, and date of birth
• Emergency contact details (in case of adverse reactions)
• Medical history (e.g. pregnancy, allergies, skin conditions)
• Previous brow/beauty treatments
• Medications that could affect skin sensitivity (e.g. Roaccutane, steroids)
• Contraindications or conditions requiring GP clearance
• Client goals and expectations
• Signature and date

💡 Revisit this form every 6-12 months or if health changes are reported.

2. Consent Form

A standalone document signed by the client before their first treatment. This protects you legally by showing the client has been informed and agrees to proceed.

Include:

• Treatment type and description
• Confirmation that risks and aftercare have been explained
• Confirmation that a patch test was carried out (or declined, if legally permitted in your region)
• Acknowledgement that results may vary
• Client and therapist signatures with date
  
  

💡 Best practice: Never carry out a treatment without a signed consent form. It’s your evidence in the event of a complaint or insurance claim.

3. Patch Test Record

Should be completed for every client before their first treatment, and at least every 6 months, or whenever you change products.

Include:

• Product(s) tested
• Date and time of application
• Area of application (e.g. behind the ear)
• Client reaction (or no reaction)
• Client signature to confirm they’re happy to proceed

4. Treatment Record Card

Completed at every appointment, and stored with the client file.

Include:

• Date of treatment
• Products and timings used (e.g. lamination step 1 - 5 mins)
• Any adjustments or observations (e.g. resistant hairs, sensitivities)
• Outcome/results (e.g. full, fluffy finish)
• Additional services (e.g. tinting, waxing)
• Aftercare advice given
• Client satisfaction noted
• Signature (optional, but recommended for major changes)
  

5. Photography Consent Form

If taking before & after photos, especially for social media or training purposes.

Include:

• Clear explanation of where photos may be used
• Option to agree to photos for records but decline sharing publicly
• Client signature and date
  

6. Aftercare Form or Card

Should be given to every client (physical or digital copy) after treatment.

Include:

• Dos and don’ts for the first 24-48 hours
• How to care for brows long-term
• When to book next appointment
• Contact details if any issues arise
  
  

💡 Best practice: Have clients sign or initial to confirm they received and understood aftercare advice.

7. Incident Report Form (Optional but Recommended)

If an adverse reaction, accident, or medical episode occurs during or after treatment, complete an incident report.

Include:

• Date, time, and treatment being carried out
• What happened (symptoms, reaction, injury)
• Actions taken (first aid, calling emergency services, etc.)
• Witness details (if relevant)
• Follow-up advice given
• Signature (yours + client, if possible)
  

💡This form is invaluable for insurance claims and continuity of care

Extra Tip: Use Digital Forms

Platforms like Fresha, Ovatu, Timely, or Jotform allow you to create professional, digital consultation and consent forms.

Benefits:

• Speeds up admin and looks more professional
• Allows secure storage with encryption/passwords
• Easier to update and track
• Helps with compliance to GDPR or other local data protection rules

Final Takeaway

Well-kept client documentation is not only essential for insurance and legal compliance, it also builds professionalism, client trust, and treatment consistency over time. Think of your paperwork as both a safety net and a tool for excellent client care