Client Documentation

What to Record, Store & Why It Matters

Objective: To properly collect, complete, and store all essential client records ensuring compliance, insurance protection, and continuity of care for lash lifting and tinting treatments.

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 (for adverse reactions)
• Medical history (e.g., eye conditions, allergies, pregnancy, recent surgeries)
• Previous lash or eye treatments
• Medications that could affect lash or skin sensitivity (e.g., Retinol, steroids, allergy meds)
• Contraindications requiring GP clearance (e.g., recent eye surgery, chronic eye conditions)
• Client goals and expectations (length, curl, tint preference)
• Signature and date
  

💡Tip: Revisit this form every 6-12 months or if the client reports any changes in health or medications.

2. Consent Form

A standalone document signed before the first treatment. This provides legal protection by showing the client has been informed and agrees to proceed.

Include:

• Treatment type and description (lash lift, lash tint, or combination)
• Confirmation that risks, sensitivities, and aftercare have been explained
• Confirmation that a patch test was carried out (or declined, if legally permitted)
• Acknowledgement that results may vary (curl, lift duration, tint shade)
• Client and therapist signatures with date
  

💡 Best practice: Never perform a treatment without a signed consent form. This is your evidence if a complaint or insurance claim arises.

3. Patch Test Record

Should be completed for every client before the first tinting treatment and at least every 6 months or whenever products change.

Include:

• Product(s) tested
• Date and time of application
• Area tested (e.g., inner arm or behind ear)
• Client reaction (or no reaction)
• Client signature confirming they are happy to proceed

4. Treatment Record Card

Completed at every appointment, stored with the client file.

Include:

• Date of treatment
• Products and timings used (e.g., lifting solution 10 mins, tint 5 mins)
• Any adjustments or observations (e.g., stubborn lashes, sensitivities, short lashes)
• Outcome/results (e.g., lift height, lash definition, tint shade)
• Additional services (e.g., lash cleansing, brow tint)
• Aftercare advice given
• Client satisfaction noted
• Signature (optional but recommended if significant changes or customisations were made)
  

5. Photography Consent Form

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

Include:

• Clear explanation of where photos may be used
• Option to agree to photos for internal 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 (e.g., avoid water, steam, makeup, rubbing lashes)
• How to care for lashes long-term (e.g., combing, using lash serums, avoiding oil-based products)
• Recommended interval for next appointment
• Contact details in case of any issues
  

💡 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 performed
• What happened (reaction, sensitivity, eye irritation)
• Actions taken (first aid, rinse, contact medical help)
• 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 make creating professional, digital forms simple.

Benefits:

• Speeds up admin and looks professional
• Secure storage with encryption/password protection
• Easier to update and track client history
• Helps with compliance to GDPR or local data protection laws
  
  

Final Takeaway

Accurate, up-to-date client documentation isn’t just about compliance, it’s a tool for safe, professional, and personalised lash care. Think of your paperwork as both a safety net and a guide to building long-term client trust and consistent results.