Beauty business · Updated 2026-10-23

Lash extension client forms: the paperwork every lash studio needs (with a checklist)

Lash work happens a few millimetres from someone's eyes, with the client lying still and their eyes closed for an hour or more. That is why the paperwork matters. A good intake tells you about contact lenses and recent eye surgery before you open the adhesive. A patch test record shows what was tested and what you saw. A lash map means the next fill looks like the last one, even if the client books with a different artist.

This guide walks through the forms a lash studio typically keeps, what each one is for and when to use it, with a checklist table you can copy and a few habits that make appointments calmer for you and your clients.

The lash studio forms checklist

A solo artist working from a home studio needs fewer forms than a busy salon with several lash techs. Start with the ones marked first visit and add the rest as you grow. Here is what comes up again and again, grouped by when you use it.

Why lash records matter

Most of the time, the forms sit quietly in a folder. They earn their keep on the days something is different.

• Safety. The questions on a health form are the ones you want answered before the client is lying down with their eyes taped. Contact lenses, sensitive eyes, recent eye surgery or a past reaction all change how you plan the appointment, or whether it goes ahead today.
• Consistency. A lash map with lengths, curls and diameters per zone turns "same as last time" into something you can actually repeat. It also means a colleague can do the fill when you are away.
• Clear expectations. Retention depends on natural lash growth, lifestyle and aftercare, not only on your work. A consent form that says so in plain words, signed before the first set, makes the conversation easier if a client is unhappy at week three.
• A factual trail. If a client reports irritation, a record of the product brand and batch number, the date, and what you saw at the patch test check is far more useful than memory. Write down what happened, not your opinion of why.
• A business you can read. Visit dates and fill intervals show you who is overdue, which clients are drifting and how busy each month really was.

1. New client forms

These three forms are filled in at or before the first appointment and checked again whenever something changes.

New client intake

The basics: name, phone, email, address, date of birth, how they prefer to be contacted, and whether you may send appointment reminders by text or email. Then a few lash questions: have they had extensions, a lift or a tint before, when was their last lash appointment and what did they have, and what would they like to change. "The look you are hoping for" with simple options (natural, fuller, longer, more curl, dramatic, low maintenance) gives you a starting point for the consultation. "I usually sleep on my back, side or face down" sounds odd until you see how it affects retention on one eye.

Add an emergency contact and "How did you hear about us?" to learn which of your marketing actually brings people in.

Health and allergy questionnaire

A tick list is quicker for clients than an open question. Common items are dry, watery or sensitive eyes, styes, eye infections, glaucoma, thyroid conditions, lash or brow hair loss, eczema or psoriasis near the eyes, hay fever and asthma. Ask about known sensitivities too (adhesives, latex, medical tape, cosmetics, hair dye, fragrance), and then a few yes or no questions: contact lenses, recent eye surgery, pregnancy or breastfeeding, treatments that affect hair or lash growth, any past reaction to a lash or brow treatment, and whether lying still with eyes closed for a long time is difficult.

Leave space for details of anything ticked and for eye drops or other products used regularly, and finish with a signed line that the answers are correct and that the client will tell you about changes. The form collects information. Decisions about whether a condition rules out a service belong to your training, the product instructions and, where needed, the client's doctor, not to the form.

Patch test record

Many studios patch test new clients, and some product manufacturers ask for it. Whether you test, how and how long you wait is set by your training, your insurer and the instructions for the products you use, so follow those. The record is what proves it happened: client name, date and time, who carried it out, the products tested with brand and batch or lot number, where the test was placed, each check with what you saw, and the outcome (go ahead, not carried out, or the client declined a test). If you change adhesive brand, a new patch test record is a simple habit to keep.

2. Consent and policy forms

Consent and policy forms put the important points in writing before the first appointment, while everyone is calm. Keep them short and in plain language. Clients read a page of numbered points with initials far more carefully than a block of small print.

Lash extension consent and release

Points to cover, in your own words:

• The client has answered the health and allergy questionnaire honestly and will tell you about changes before each appointment.
• What the adhesive is (lash extension adhesives are usually cyanoacrylate based) and that sensitivity or a reaction is possible.
• Whether a patch test was carried out, or offered and declined.
• That the client keeps their eyes closed and tells you straight away if anything feels uncomfortable.
• That retention varies with natural lash growth and aftercare, how fills work and after how many weeks a full set price applies.
• That extensions should be removed by a professional, and what removal costs.
• Your policy on adjustments, and when payment is due.

Lash lift and tint consent

Lifts and tints use different products from extensions, so they deserve their own page. Record which service the client is having (lift, tint, both, or brows), patch test status, and agreement to follow your aftercare. Rules on tint products differ from country to country. In the United States, for example, the FDA says that silver nitrate is the only color additive it has approved for dyeing eyelashes and eyebrows, and only in professional-use products. Whatever you use, check what applies where you work and note the product and batch on the client's record.

Photo and social media release

Close-up lash photos are your best marketing, and they show a lot of a client's face. Ask first and keep the answer on file, with separate yes or no choices for social media, your website, printed material, before and after photos, full-face photos, first name and tagging. Ask what they never want shown, such as their full face, name or tattoos, and explain how they can change their mind later.

Cancellation, no-show and late policy

Lash appointments are long, so a missed one is a big hole in your day. Write down your notice period, late cancellation and no-show fees, deposit terms, how late a client can arrive before you shorten the service, and the fill window after which a full set price applies. Add practical asks like arriving with clean lashes and no eye make-up. There is no single right number, so choose terms that fit your studio and have clients sign once before their first booking.

3. Appointment day forms

Lash map and style record

A lash map splits each eye into zones from the inner to the outer corner and records the length in millimetres for each zone, plus curl and diameter. Add the style (natural, cat eye, doll eye, squirrel, open eye, kitten, wispy, wet look), the technique (classic, hybrid, volume, mega volume), eye shape, the natural lash condition, adhesive and batch, and roughly how many lashes or fans per eye. A line for "notes for next time" is where the most useful details end up: "loves the wispy spikes, keep the inner corner soft".

Quick maps, with a few small maps on one page, are handy at consultations and for practice.

Fill record

Each fill gets a short entry: date, weeks since the last appointment, retention, what was done, products and any changes to the map. Over a few visits this shows patterns, such as one eye always losing more lashes (often the side the client sleeps on), or retention dropping when fills stretch past your usual window. Those patterns make the aftercare conversation specific instead of general.

Reaction and incident report

Hopefully rarely needed, but keep a blank one ready. If a client contacts you about redness, itching, swelling or discomfort, or something happens during an appointment, write it down while details are fresh: date and time, when symptoms started according to the client, the service and products used with batch numbers, what you did (for example, removal), what you advised in line with your training, and any follow-up. Stick to facts and the client's own words. Do not diagnose, and if a client has concerns about their eyes, tell them to contact a doctor or pharmacist.

4. Records, aftercare and rebooking

A client record card keeps the visit history in one place: dates, services, maps used and prices. If you work on paper, a daily appointment log and a weekly appointment book help, and a monthly overview shows how busy you really were. A client tracker spreadsheet is the easiest way to see who is due or overdue for a fill, based on each client's usual interval.

Aftercare cards put your instructions in the client's hand, so they are not relying on memory at home. Write them in your own words, based on your training and the product instructions, and keep them short.

Finally, the habit that keeps a lash book full: book the next fill before the client leaves and hand over a rebooking card with the date and time on it.

5. Tips for calmer appointments

1. Send new client forms before the first visit. Clients answer health questions more carefully at home than in the chair. A fillable PDF works on most phones and laptops, and paper copies are there for anyone who prefers them.
2. Read the forms before you start. A ticked box is only useful if someone reads it before the adhesive is open.
3. Ask one question at every appointment: "Has anything changed since last time?" New eye drops, a recent procedure or a new sensitivity can change your plan for the day.
4. Agree on the look before you map. Show the client your plan for length and curl, note it on the lash map, and confirm the price.
5. Write batch numbers down every time. It takes seconds and it is the first thing you will want to know if a client reports a reaction.
6. Close the loop at check-out. Aftercare card, payment, next appointment and rebooking card, in that order.

Completed forms hold personal details and health information, so store them safely, whether that is a locked drawer or a password-protected folder, and only collect what you actually use. In the UK and the EU, for example, health information is special category data under data protection law, which comes with extra rules. Check what applies to your business where you work.

FAQ

This article is general information for lash artists and lash studios, not legal or medical advice. Follow your training and the product instructions, check the rules that apply where you work, and refer clients with eye concerns to a doctor or pharmacist.