Free Beauty Salon Client Intake Form: PDF and Excel Template

Half of great service in a beauty salon is knowing your client: skin type, allergies, their last treatment, which product worked well… If this isn't kept in one organized place, every session starts from scratch. Download the free client intake form below and start using it today.

Download the form

• Beauty salon client intake form – printable PDF
• Beauty salon client intake form – Excel (CSV) template

Print the PDF for each new client, or use the Excel template to keep all your clients in a single sheet.

What should a client intake form include?

1. Client details

Full name, phone, email, date of birth and how the client heard about you. The date of birth is useful for birthday offers; "how did they hear about us" shows which marketing channel works.

2. Treatment and health notes

Skin type (normal, dry, oily, combination, sensitive), allergies and sensitivities, medication, and preferred or avoided products. Before laser, chemical peels or lash treatments, this information matters for both client safety and your own liability.

3. Treatment history

For every visit: date, service, specialist, amount, products used and a note about the next appointment. As these lines build up, you'll see how often the client visits and which services they prefer.

4. Consent

Confirmation that the client has read your privacy notice, optional marketing consent, plus the client's signature and date.

Data protection tips

• Health details (allergies, medication, treatments) are sensitive personal data; record them only with the client's explicit consent.
• Keep paper forms in a locked cabinet and digital sheets on a password-protected computer.
• Clients can ask you to delete their data, so set up a simple way to do that.
• Get separate permission before sending marketing messages.

Paper form or digital client card?

With a small client base, a form is enough. As you grow, keeping forms up to date gets harder; that's when a client card built into your booking system saves time. We explain how to choose in our guide to beauty salon client management software.

Moving the form online

In Vaktimce, a client card is created automatically when a client books; visit history, total spending, favorite service and specialist, no-show count and internal notes only you can see are all on one screen, and privacy consent is collected during booking. See our beauty salon booking system page or create a free account.