What is a nail salon client intake form?
A nail salon client intake form is a one-page profile that records who the client is, what she wants, and anything about her health that affects the service. It also carries your policies and a signature, so everything is agreed before the file touches her nails.
It is not just paperwork. Gel, acrylic and dip systems can trigger lifelong allergies, and an infection under an enhancement can spread. Intake forms are how you spot those risks early, and how you keep a clear record of preferences so repeat visits run faster.
What to include
The best nail forms are split between health, preferences and policies, so they are easy to scan.
- Client contact details, an optional social handle and referral source, which helps your marketing.
- Service wanted, plus shape, length and finish preferences.
- Lifestyle questions: jobs and hobbies that wear nails down.
- Allergies and past reactions to gel, acrylic, methacrylate, glue or latex.
- Infections or concerns: fungus, warts, green nails, ingrown nails, broken skin.
- Diabetes, circulation, medication and pregnancy, especially for pedicures.
- Weak natural nails from past enhancements.
- Consent to service, explanation of lifting and allergy risks, and fill timing.
- Your late, no-show and repair policies.
- Photo permission, signature and date.
Keep a small notes area for colours and products used for next time.
When to use it
Give it to every new client at check-in, ideally before she picks colours, so you can read it first. Do not start a service until the allergy and infection questions are answered.
For regulars, treat the form as a living record. Update shape and length preferences whenever they change and check health questions every few months. A quick "any new medication or reactions?" at the start of each visit catches most changes.
Use a fresh form when she moves to a different system, such as from gel polish to acrylic, since the allergen risk differs. Ask for one again if she returns after a long gap or after any infection. If she shows signs of fungus or infection, decline the service and recommend a doctor.
Tips from nail technician pros
Look at her hands before she signs. A form can say "no" to infection, but a lifted, discoloured nail tells another story, and you are the professional who can spot it.
Ask about nail biting and picking directly. It changes what you recommend and prevents unrealistic expectations about how long a set lasts.
Take methacrylate allergy seriously. If a client says gel gives her itchy fingertips or swollen eyelids, note it and do not carry on. Allergy tends to worsen with exposure.
Record the exact products and shades. Colour matching a client from memory leads to disappointment.
Mention your guarantee clearly. Write what it covers, how many days it lasts and what voids it.
Flag diabetic clients on the front of the file. Pedicures need extra care, and a small cut can become serious.
Common mistakes to avoid
- Treating the form as optional for walk-ins. A rushed new client is exactly who needs screening.
- Missing signs of infection and working over them.
- Ignoring early allergy symptoms like itching, redness or lifting under the product.
- Not recording shape and length, then redoing the set because it was not what she wanted.
- Leaving the cancellation policy out, so a no-show becomes an argument.
- Forgetting to ask about diabetes before pedicures.
- Filing forms where the next customer can see them.
