Your hair extension consultation form,
question by question.

What should a hair extension consultation form include?

A hair extension consultation form should say who the client is, then ask about their scalp, any hair loss, thinning or alopecia, allergies or reactions to tape, glue or keratin bonds, pregnancy, medication that can affect their hair, colour or chemical treatments, past extensions and their lifestyle. Record the tests you do, then the aftercare they agree to follow, their consent and a signature with the date. Check the final wording with your insurer.

We make Covered Beauty, which has a ready-made hair extensions form, so we’ve said where it fits. Nothing here is legal or medical advice. Your insurer’s rules and the extension maker’s instructions come first.

Who is the form about?

Start with who the client is, so the signed form stands on its own as a record: their full name, date of birth, address, phone number and email.

Every ready-made form in Covered Beauty asks for the client’s full name, date of birth and home address. Their phone number and email are already on their client record.

What should you ask before fitting extensions?

Our ready-made hair extensions form asks these, each a yes or no:

• Any scalp condition, such as psoriasis, eczema or dermatitis, or any sore, broken or infected skin on your scalp?
• Have you had hair loss, thinning or bald patches, including any type of alopecia?
• Any known allergy to adhesives, tape, glue or keratin bonds?
• Have you had a reaction to hair extensions, or to the tape or glue used to fit them, before?
• If your extensions use tape, glue or keratin bonds: have you had a patch test for that product within the last 6 months, with no reaction?
• Are you pregnant, or have you had a baby in the last year?
• Are you taking any medication, or having any treatment, that can affect your hair?
• Is your hair coloured, bleached, permed, relaxed or chemically straightened?
• Do you swim, use a sauna or steam room, or do sport or gym classes often? (it changes the aftercare we’ll give you)

It also asks, with room for details:

• Have you had extensions before? If so, which kind, and how was your hair when they came out?

The national occupational standard for attaching hair extensions has you look at the scalp, the state of the hair, any chemical treatments, past extensions and the client’s lifestyle before you choose a method, and record the tests you do. It isn’t law, but qualifications are built on standards like it, and the questions above are built around it.

Why ask about hair loss and alopecia?

Extensions pull on the hair they’re attached to. The British Association of Dermatologists’ 2019 leaflet on traction alopecia, hair loss caused by constant pulling, lists the attachment of weaves or hair extensions among its causes. The leaflet says the hair loss can get better if it has only been there for a few weeks or months, but that long-standing traction can make it permanent. Alopecia UK names extensions and weaves as a risk, especially combined with chemical treatments.

So ask, look at the scalp and hairline before every fitting, and write down what you see. The national occupational standard also expects you to recognise anything unusual on the scalp that needs a healthcare professional, and to refer the client to one.

If you colour or tone the hair to match, the standard says to do that before the extensions go in. Colour has its own allergy alert test, so follow the colour maker’s instructions for it as well as this form.

Do hair extensions need a patch test?

BABTAC’s Good Practice Guide, from 2016, is the trade body’s guidance for its members. Its list of treatments that need a patch test doesn’t name hair extensions, but an addendum printed with the guide adds hairdressing to that list, which may cover extensions. So ask your insurer whether they expect a patch test for your tape or glue.

The tests the national occupational standard names for extensions are on the hair itself: elasticity, porosity and a pull test, with the results recorded. For tape, glue and keratin bonds, follow the extension maker’s instructions, which may ask for a patch test of the adhesive, and your insurer’s rules.

Recording it in Covered Beauty

• The hair extensions form asks about a patch test only for tape, glue or keratin bonds, so a client having micro rings or a sewn-in weft can leave it blank.
• That question is asked fresh at every visit, never carried over from last time, and so is any question you add that mentions a patch test.
• Add a patch test as its own short treatment with no deposit, so clients can book one online before their fitting.
• Write the elasticity, porosity and pull test results, and any patch test, in the client’s notes.
• Covered Beauty doesn’t stop a client booking a fitting without a patch test, so check their form before you start.

How should the form handle aftercare and consent?

Our form ends with the aftercare for the client to read: brushing, keeping conditioner, oils and heat away from the bonds or tape, tying the hair loosely for sleep and sport, coming back for maintenance, and having them taken out by you. Then there’s a tick to say they understand the aftercare and will follow it, and a tick to confirm their answers are accurate and they consent to the treatment. They type their name to sign, and the date goes alongside. Change the aftercare to match your methods and products.

Before and after photos sell extensions, so ask for them separately, with their own tick that starts unticked, and say where the photos will go. Our hair extensions form doesn’t have a photo tick, so add one if you need it.

Every form also shows the client a short note about their health information and asks for a separate tick giving their explicit consent to it being used. Why that matters is in our guide to consent forms and UK GDPR.

How often should clients fill it in again?

In Covered Beauty, when the form comes with a booking and the client filled in the same form in the last 6 months, they see their previous answers and confirm nothing has changed, then sign again. That suits clients back every few weeks for maintenance or a refit. If something has changed, they fill in the whole form afresh. Patch test questions never carry over: they answer those again every time, so you always have this visit’s answer. Edit a form and clients fill in the new version next time.

Forms sent as a private link or handed over on your tablet are always filled in fresh, so whoever holds the device never sees another client’s earlier answers.

How long should you keep hair extension consultation forms?

BABTAC’s 2016 guide tells its members to keep record cards for seven years. Your own insurer sets the rule for you, so check what it asks for.

A consultation form holds health information, which UK GDPR protects more strictly. What that means for you, from explicit consent to a client asking you to delete their form, is in consent forms and GDPR: a guide for UK beauty salons.

Covered Beauty keeps signed forms for 7 years from the appointment, or from the day it was signed for a form filled in without a booking, while your account is open. If you ever leave, our terms give you 30 days after your account ends to export your data, so keep your own copy for as long as your insurer asks.

How do you do it from your phone?

Paper forms work, but they go missing, they need locking away and the client fills them in once they’re already in your chair. Covered Beauty gives you three ways to have it done before you start:

• With their booking. Link the form to your consultation and fitting treatments and it goes out with the confirmation, with a reminder 48 hours before if it isn’t done.
• A private link. Email it, or copy it into WhatsApp or a text. It works for 14 days and only for that client.
• On your phone or tablet. Set a kiosk PIN, then use Hand to client. It shows only their forms until someone from your team enters the PIN.

Whichever way, the signed form lands on the client’s record, ready to print or download as a PDF. See how online consultation forms work.

Taking bookings too? There’s a ready-made hair extensions menu to start from, with an extensions consultation and colour match, tape, micro ring, nano ring and weft fittings, refits, maintenance and removals. Try it all free for a week, with no card needed. Forms are on both plans, from £9 a month.

Sources

Each page was read on 22 October 2026. Our own form questions are quoted as Covered Beauty’s ready-made forms ask them on the day this guide was published.

• National Occupational Standard SKAHDBR15: Attach hair using heat, chemical adhesive and or advanced techniques
• British Association of Dermatologists: Traction alopecia (2019 leaflet)
• Alopecia UK: Traction alopecia
• BABTAC Good Practice Guide 2016 (PDF)