Client Book
Page 1 · Client card
Contact details, birthday, allergies and sensitivities, patch test, preferences, things to avoid, notes and a client signature.
Free printable
Client record card template
A free client card for hairstylists, nail techs, lash artists and other beauty pros. Page 1 holds the client's details, allergies and preferences; page 2 is a visit log for every appointment.
2 pages · Letter for the US & Canada, A4 for the UK, Australia & elsewhere · No sign-up
Page 2 · Visit log
One row per appointment: date, service, products or formula, price and notes for next time. Print extra copies as the card fills up.
What's on the card — and why
| Field | Why it matters |
|---|---|
| Name, phone, email | To confirm appointments, send reminders and reach the client if you're running late. |
| Birthday | A birthday message or small treat is one of the easiest ways to bring clients back (50 ready-to-send messages). |
| Preferred contact & reminders | Some clients hate calls, others never read email. Ask once, write it down. |
| Allergies & sensitivities | Products, latex, fragrance, adhesives — the one thing you never want to forget. |
| Health notes | Anything that changes how you work: skin or scalp conditions, medication, pregnancy. |
| Patch test | Date, product and result, so you know when it's due again. |
| Preferences & things to avoid | The look, shape, color or pressure they love — and what went wrong before. |
| Notes | Family, holidays, their dog's name. Remembering it is what turns a client into a regular. |
| Visit log | What you did, what you used and what it cost — so the next appointment starts where the last one ended. |
How to use it
- At the first appointment, ask the client to fill in page 1 — or go through it together during the consultation — and sign it.
- After every visit, add a row to the visit log while it's fresh: the service, exact products or formula, the price and one note for next time. Not sure what to charge? Try the service price calculator.
- Before the next visit, read the card. Thirty seconds is enough to remember the formula, the allergy and what they told you about their trip.
- Update page 1 when something changes — a new phone number, a new allergy, a reaction to a product.
What to write for your service
- Hair: color formulas with brand, shade, developer and timing; cut length and guard numbers; how they style it at home.
- Nails: shape, length, system (gel, acrylic, dip) and brand, colors they've had, any reactions to gel or primer.
- Lashes: curl, thickness and lengths by zone, adhesive used, patch test, retention between fills.
- Brows & waxing: shape and tint, wax type, skin care or medication that makes skin more sensitive.
- Skin care: skin type, products and peels used, how the skin reacted.
- Massage: pressure, areas to focus on or avoid, injuries, oils or lotions to skip.
Keep client records private
A client card holds personal details and sometimes health information. Store paper cards in a closed box or drawer, not on the front desk, and only write down what you actually need. In the UK and EU, client details count as personal data under GDPR, so the same applies to photos and notes on your phone.
Paper card or app?
Paper is free, simple and works without a phone. It gets harder as your client list grows: cards get lost, they're not with you when a client texts, and you can't search them. That's why many pros move their cards to an app once they have more than a few dozen regulars. Client Book keeps every client's contact details, notes, reference photos, tags and visit history on your iPhone, reminds you of birthdays, and lets you export your client list to a CSV file at any time — your data stays yours.
Questions
Is the client record card template really free?
Yes. Download, print and copy it as often as you like — no email or sign-up needed.
What should be on a client record card?
The client's name and contact details, birthday, allergies and sensitivities, patch test results, health notes that affect treatments, the services and products they like, things to avoid, and a log of every visit with the date, service, products or formula used and price.
Letter or A4 — which one should I download?
Letter is the standard paper size in the US and Canada. A4 is used in the UK, Australia and most other countries. The content is the same.
Can I use it for nails, lashes, brows or massage, not just hair?
Yes. The card is made for any one-to-one service — hair, nails, lashes, brows, makeup, skin care, massage or barbering. Use "Products / formula" for color formulas, gel brands, lash curl and length, or massage oils.
How long should I keep client records?
There is no single rule for beauty pros — it depends on your country, your insurer and the service. Many keep cards for as long as the client is active, plus a few years after the last visit. If you do treatments with a higher risk of reactions, ask your insurer what they expect.
Can I fill it in on my phone or iPad?
The PDF is made for printing, but you can also write on it in any PDF app that supports annotations, such as Markup on iPhone and iPad.