10.4 Client Consultation, Intake Forms, Records and Personal Hygiene
Key Takeaways
A client intake (consultation) form records contact information, allergies, medical conditions, medications, previous services and goals, and is reviewed and updated at each visit.
Contraindications are conditions that make a service inadvisable, such as recent isotretinoin use for waxing, open sores, contagious conditions, allergies or a positive patch test.
Service records list the products, formulas, timing and results so services can be repeated or corrected, and client information is kept confidential.
Professional ethics include honesty about services and pricing, staying within your license's scope, confidentiality, respect, and following Minnesota statutes and rules.
Personal hygiene means daily bathing, clean clothing, oral hygiene, clean short nails, frequent hand washing and no eating or smoking, including e-cigarettes, while performing services (Minn. R. 2105.0375, subp. 7, item K).
Why this section matters
General theory Domain II, Client Consultation and Professional Conduct (4%), lists the intake form, contraindications, record keeping, professional ethics and personal hygiene. The same skills open every written practical procedure, because consultation and analysis always come first.
The consultation
A consultation is a conversation before every service to understand the client's needs, analyze the hair, skin or nails, and agree on a plan.
- Greet and review the intake form (new clients complete one; returning clients confirm any changes).
- Ask open questions: what the client likes and dislikes, lifestyle, time spent styling, budget, photos of desired looks.
- Analyze: hair texture, density, porosity, elasticity and condition; scalp; skin type and condition; nails.
- Check for contraindications and offer any patch test the manufacturer recommends.
- Recommend a service, explain what to expect, maintenance and price, and confirm agreement.
- Document the plan and, for chemical services, any release or acknowledgement your salon uses.
The intake (client consultation) form
| Section | Examples |
|---|---|
| Contact information | Name, phone, email, emergency contact |
| Health information | Allergies (latex, fragrance, PPD, adhesives), skin conditions, pregnancy, diabetes, circulation problems, epilepsy, heart conditions |
| Medications | Isotretinoin, topical retinoids, blood thinners, antibiotics, hormone therapy |
| Service history | Previous color, relaxers, perms, keratin treatments, lightening, home products, metallic or compound dyes |
| Preferences and goals | Style, maintenance, budget |
| Consent | Signature acknowledging that the information is accurate; date |
Contraindications by service
A contraindication is a condition that makes a service inadvisable or requires changing it.
| Service | Examples of contraindications |
|---|---|
| Any service | Contagious disease in the area; open wounds or sores in the area (Minnesota prohibits the service, Minn. R. 2105.0375, subp. 7, item G) |
| Hair color, lightener, perm, relaxer | Positive patch test, scalp abrasions or irritation, metallic salts, poor elasticity, prior hydroxide relaxer (for thio services) |
| Waxing | Oral isotretinoin within about six months, topical retinoids, recent peels, sunburn, thin or fragile skin, diabetes with poor healing, blood thinners |
| Facials and massage | Uncontrolled high blood pressure or heart conditions, active inflammatory acne, rosacea, recent surgery or procedures |
| Pedicure | Diabetes or poor circulation (modify the service), open sores, fungal infection, varicose veins in the massage area |
| Eyelash services | Eye infection, adhesive allergy, recent eye surgery |
When in doubt, postpone the service and suggest the client consult a physician. You may describe what you see but not diagnose.
Record keeping
Service records let you repeat a good result and protect you and the client.
- What to record: date, service, products and formulas (shade, developer volume, perm or relaxer strength), timing, test results (patch, strand), the result and any reactions, and home-care advice.
- Confidentiality: keep client records secure; share them only with the client or as required by law.
- Minnesota recordkeeping duties for licensees and salons:
- Keep records of training for any new product, technique or device for as long as you use it (Minn. R. 2105.0190, subp. 1a).
- Keep CE completion proof for four years after each class (Minn. R. 2105.0200, subp. 5).
- Salons keep work-time records of employees and give lessees a time-tracking method, keeping lessees' records four years (Minn. R. 2105.0390).
- Salons keep autoclave spore-test and maintenance logs for 36 months (Minn. R. 2105.0375, subp. 4a) and proof of liability insurance on site (Minn. R. 2105.0322).
- Keep product instructions and manuals and safety data sheets on the premises (Minn. R. 2105.0375, subp. 7, item F; 2105.0370).
Professional ethics
- Honesty: describe services and results realistically, quote prices before starting, and never make false claims about products. Deceptive advertising and misrepresentation are grounds for discipline (Minn. Stat. 155A.33, subd. 4).
- Scope: perform only services within your license (Section 1.4) and refer medical concerns.
- Confidentiality and respect: keep client conversations and records private, treat every client equally, and avoid gossip and controversial topics.
- Compliance: follow Minnesota statutes and rules, display your license, cooperate with inspections and never work under the influence (Minn. R. 2105.0510).
- Professional growth: continuing education keeps skills current and is required for renewal.
Personal hygiene and professional image
- Bathe daily, use deodorant, and keep hair clean and neat.
- Wear clean clothing and comfortable, closed-toe shoes.
- Practice oral hygiene; avoid strong-smelling foods and smoke before working closely with clients.
- Keep fingernails clean and short enough for safe service, and wash hands before every client (Minn. R. 2105.0375, subp. 2).
- Avoid heavy fragrance, which can bother clients with sensitivities.
- Minnesota prohibits eating or smoking, including e-cigarettes, while performing services, and requires a licensee's beverage to have a lid during any service (Minn. R. 2105.0375, subp. 7, item K).
- Stay home or avoid client contact when ill with a contagious condition.
Which item belongs on a client intake form?
Allergies, medications, medical conditions and previous chemical services
The salon's inspection history
The client's credit score and employer, to decide whether to offer payment plans
The stylist's commission rate
A client taking oral isotretinoin asks for a lip and brow wax. How is this best described?
A preference that should be honored
A contraindication to waxing
A record-keeping issue only
A reason to use hard wax instead
Which statement about personal hygiene and conduct reflects a Minnesota rule?
Licensees may drink from an uncovered cup at the station as long as it is kept away from tools
Fragrance must be worn to mask chemical odors
Licensees may wash hands only at the end of the day
Licensees must not eat or smoke, including e-cigarettes, while performing services
Sections you finish are checked off in the contents.
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