💅 Health & Beauty (Salon / Spa / Barbershop)

Complete document roadmap – 75 core documents

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Document Roadmap

R 700

Complete list of 75 documents with descriptions – ready to implement.

File Directory Structure

R 700

Pre‑built folder structure – just copy and start filing.

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📋 Document Roadmap

Phase 1: Registration & Compliance (11 docs)

✔	Document	Description
	BEA-001 – CIPC Registration Certificate	Proof of company registration
	BEA-002 – Memorandum of Incorporation (MOI)	Company constitution
	BEA-003 – SARS Registration (IT, PAYE, VAT)	Tax compliance (VAT if turnover >R1m)
	BEA-004 – COIDA Registration	Employee injury cover
	BEA-005 – Public Liability Insurance	Customer injuries (chemicals, burns, slips)
	BEA-006 – Business Licence (Municipal)	Required to trade
	BEA-007 – Health Certificate (Municipality)	Premises inspection – mandatory
	BEA-008 – Fire Clearance Certificate	For salon/spa premises
	BEA-009 – Zoning Certificate (Commercial)	Municipality confirmation
	BEA-010 – Professional Indemnity Insurance	For waxing, laser, injectables
	BEA-011 – B‑BBEE Certificate	For corporate tenders (staff wellness)

Phase 2: Contracts & Client Docs (10 docs)

✔	Document	Description
	BEA-012 – Client Service Agreement / Consultation Form	Medical history, consent, expectations
	BEA-013 – Terms & Conditions of Service	Refunds, cancellations, liability (displayed)
	BEA-014 – Cancellation / No‑Show Policy	Deposit forfeiture, late fee
	BEA-015 – Membership / Loyalty Programme Agreement	Subscription terms
	BEA-016 – Gift Voucher Terms & Conditions	Expiry, non‑refundable
	BEA-017 – Product Sales Receipt / Warranty	Returns policy for retail items
	BEA-018 – Rental Agreement (chair/room to independent stylist)	Sub‑tenant agreement
	BEA-019 – Non‑Disclosure Agreement (NDA)	For proprietary formulas or VIP lists
	BEA-020 – Consent Form (photography / social media)	For before/after photos
	BEA-021 – Minor Consent Form	Parent/guardian for clients under 18

Phase 3: Human Resources (10 docs)

✔	Document	Description
	BEA-022 – Employment Contract – Hair Stylist / Barber	Permanent staff
	BEA-023 – Employment Contract – Beautician / Nail Technician	Skilled staff
	BEA-024 – Employment Contract – Massage Therapist	Registered therapist (if applicable)
	BEA-025 – Employment Contract – Receptionist	Front desk
	BEA-026 – Employment Contract – Salon Manager	Senior staff
	BEA-027 – Independent Contractor Agreement (chair renter)	Self‑employed stylist
	BEA-028 – Code of Conduct (Employees)	Hygiene, punctuality, professionalism
	BEA-029 – Disciplinary Code & Procedure	HR compliance
	BEA-030 – Appointment / Shift Roster	Daily schedule
	BEA-031 – Attendance Register (Daily)	Sign‑in / sign‑out

Phase 4: Operations & Salon Management (12 docs)

✔	Document	Description
	BEA-032 – Daily Appointment Log (booking sheet)	Client names, times, services
	BEA-033 – Client History / Preference Card	Personalised service for repeat customers
	BEA-034 – Daily Sales Summary (by service and retail)	Till reconciliation
	BEA-035 – Stock Take Sheet (retail products)	Shampoos, creams, etc.
	BEA-036 – Consumables Usage Log (disposables)	Gloves, foils, cotton – cost control
	BEA-037 – Supplier Delivery Note Log	Received stock
	BEA-038 – Purchase Order Template	To suppliers
	BEA-039 – Equipment Sterilisation Log	Autoclave, UV cabinet – health compliance
	BEA-040 – Towel / Linen Laundry Log	Hygiene
	BEA-041 – Daily Opening Checklist	Lights, music, clean towels
	BEA-042 – Daily Closing Checklist	Cash banking, alarms, waste disposal
	BEA-043 – Customer Feedback / Comment Card	Service improvement

Phase 5: Health & Safety (10 docs)

✔	Document	Description
	BEA-044 – Occupational Health & Safety (OHS) Policy	Company H&S
	BEA-045 – Risk Assessment (Salon – chemicals, slips, sharps)	Hazard identification
	BEA-046 – Chemical Safety Data Sheet Register	MSDS for all salon products
	BEA-047 – Incident / Accident Report Form	Customer or staff injury
	BEA-048 – First Aid Kit Register	Inventory
	BEA-049 – Fire Extinguisher Inspection Log	Monthly check
	BEA-050 – Emergency Evacuation Plan	Salon layout map
	BEA-051 – Sharps Disposal Log	Needles, razors – health waste
	BEA-052 – Personal Protective Equipment (PPE) Policy	Gloves, aprons, masks
	BEA-053 – Toolbox Talk Register	Monthly staff safety talks

Phase 6: Finance & Suppliers (8 docs)

✔	Document	Description
	BEA-054 – Invoice Template (corporate / event services)	B2B billing
	BEA-055 – Supplier Invoice Register	Retail stock, consumables
	BEA-056 – Payroll Register	Staff wages (including commission)
	BEA-057 – Petty Cash Log	Small purchases
	BEA-058 – Daily Banking Register	Cash and card deposits
	BEA-059 – Supplier Payment Schedule	Creditors aging
	BEA-060 – Commission Calculator	Per stylist / service – performance tracking
	BEA-061 – Bank Reconciliation Template	Monthly finance

Phase 7: Equipment & Assets (7 docs)

✔	Document	Description
	BEA-062 – Asset Register (Master)	Chairs, dryers, beds, computer, tools
	BEA-063 – Equipment Maintenance Log	Steriliser, dryer, pedicure spa chairs
	BEA-064 – Tool Inventory (scissors, clippers, files)	Theft tracking
	BEA-065 – Calibration Log (scales, timers)	Precision
	BEA-066 – Towel / Linen Inventory	Linen count
	BEA-067 – Electrical Appliance Test Log	Hairdryers, curling irons – safety
	BEA-068 – Asset Disposal Form	Retirement of old equipment

Phase 8: Forms & Templates (7 docs)

✔	Document	Description
	BEA-069 – Appointment Reminder Template	SMS/WhatsApp – reduce no‑shows
	BEA-070 – Consultation Card (new clients)	Allergies, medical conditions
	BEA-071 – Overtime Authorization Form	Staff approval
	BEA-072 – Leave Application Form	Staff requests
	BEA-073 – New Employee Induction Checklist	Salon hygiene onboarding
	BEA-074 – Supplier Evaluation Form	Product quality
	BEA-075 – Termination Checklist	Offboarding

📁 File Directory Structure

Health & Beauty Salon (Pty) Ltd/
│
├── 01 Registration & Compliance/
│   ├── CIPC_Registration.pdf
│   ├── MOI.pdf
│   ├── SARS_Registration.pdf
│   ├── COIDA_Certificate.pdf
│   ├── Public_Liability_Insurance.pdf
│   ├── Business_Licence.pdf
│   ├── Health_Certificate.pdf
│   ├── Fire_Clearance.pdf
│   ├── Zoning_Certificate.pdf
│   ├── Professional_Indemnity.pdf
│   └── B-BBEE_Certificate.pdf
│
├── 02 Contracts & Client Docs/
│   ├── Client_Consultation_Forms/ (by client)
│   ├── Terms_of_Service.pdf (displayed)
│   ├── Cancellation_Policy.pdf
│   ├── Membership_Agreements/
│   ├── Gift_Voucher_Terms.pdf
│   ├── Chair_Rental_Agreements/ (independent stylists)
│   ├── NDA_VIP_Clients.docx
│   ├── Photo_Consent_Form.docx
│   └── Minor_Consent_Form.docx
│
├── 03 Human Resources/
│   ├── Employment_Contracts/
│   │   ├── Hair_Stylist_Barber.docx
│   │   ├── Beautician_Nail_Tech.docx
│   │   ├── Massage_Therapist.docx (if applicable)
│   │   ├── Receptionist.docx
│   │   └── Salon_Manager.docx
│   ├── Independent_Contractor_Agreement.docx
│   ├── Code_of_Conduct.pdf
│   ├── Disciplinary_Code.pdf
│   ├── Appointment_Rosters/ (by day)
│   └── Attendance_Registers/ (by month)
│
├── 04 Operations & Salon Management/
│   ├── Daily_Appointment_Logs/ (by date)
│   ├── Client_History_Cards/ (by client name)
│   ├── Daily_Sales_Summaries.xlsx
│   ├── Retail_Stock_Take_Sheets.xlsx
│   ├── Consumables_Usage_Log.xlsx
│   ├── Supplier_Delivery_Notes/ (by date)
│   ├── Purchase_Orders_Issued/ (to suppliers)
│   ├── Equipment_Sterilisation_Log.xlsx
│   ├── Towel_Linen_Laundry_Log.xlsx
│   ├── Opening_Checklists/ (daily)
│   ├── Closing_Checklists/ (daily)
│   └── Customer_Feedback_Cards/
│
├── 05 Health & Safety/
│   ├── OHS_Policy.pdf
│   ├── Risk_Assessment_Salon.pdf
│   ├── MSDS_Register/ (all chemicals)
│   ├── Incident_Reports/ (by date)
│   ├── First_Aid_Kit_Register.xlsx
│   ├── Fire_Extinguisher_Log.xlsx
│   ├── Emergency_Evacuation_Plan.pdf
│   ├── Sharps_Disposal_Log.xlsx
│   ├── PPE_Issue_Register.xlsx
│   └── Toolbox_Talk_Register.xlsx
│
├── 06 Finance & Suppliers/
│   ├── Invoices_Issued/ (corporate / events)
│   ├── Supplier_Invoice_Register.xlsx
│   ├── Payroll_Records/ (by month)
│   ├── Petty_Cash_Log.xlsx
│   ├── Daily_Banking_Register.xlsx
│   ├── Supplier_Payment_Schedule.xlsx
│   ├── Commission_Calculator.xlsx
│   └── Bank_Reconciliation.xlsx
│
├── 07 Equipment & Assets/
│   ├── Asset_Register.xlsx
│   ├── Equipment_Maintenance_Logs/
│   ├── Tool_Inventory.xlsx (scissors, clippers)
│   ├── Calibration_Log.xlsx (scales, timers)
│   ├── Towel_Linen_Inventory.xlsx
│   ├── Electrical_Appliance_Test_Log.xlsx
│   └── Asset_Disposal_Form.docx
│
└── 08 Forms & Templates/
    ├── Appointment_Reminder_Template.docx
    ├── Consultation_Card_Template.docx
    ├── Overtime_Form.docx
    ├── Leave_Application.docx
    ├── New_Staff_Induction_Checklist.docx
    ├── Supplier_Evaluation_Form.docx
    └── Termination_Checklist.docx

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