Terms, Conditions, and Client Management Toolkit
Set the Rules Before Your Clients Do
Running a grooming business isn’t just about great grooms – it’s about smooth systems.
We’ve pulled together a free set of tools, templates, and examples to help you put policies in place that keep your workday predictable, your income secure, and your stress levels low.
When you’ve got clear Terms and Conditions from the start, you stop problems before they happen. You’ll also save yourself from awkward conversations, unexpected costs, and the dreaded “But no one told me that…” moments.
These resources help you explain your policies upfront and put them in writing, so there’s no confusion later. They’re ready to download, adapt to your salon, and start using right away.
Why policies and procedures matter
Policies aren’t about making life difficult - they’re about:
Protecting your time and income
Setting clear expectations with clients
Keeping everyone safer in the salon
Giving your team a framework for making good calls
When your policies are clear, you’re not just protecting yourself - you’re building trust. Clients respect a groomer who runs their business with professionalism and consistency.
Once you understand the role policies play, here are some ways to put them into action in your grooming business.
Smart Moves for Business Boundaries
Control the options – Set clear offerings and limits. If you don’t offer certain services or styles, say so upfront to avoid awkward conversations later.
Set the tone early – Whether it’s through your welcome pack, booking confirmation, or first consult, show clients you’re organised, professional, and consistent from day one.
Educate your clients – A quick brush guide, coat care tips, or realistic grooming schedules go a long way to preventing problems later. The more they understand, the smoother the relationship.
Don’t get mad, get organised – instead of reacting in the moment, put solutions in place so the same problem doesn’t happen twice.
Know your worth – Base your prices on the costs of running your business, not on what the salon down the road charges. Confident pricing leaves less room for haggling.
Respect your own time – Have policies for late arrivals, no-shows, and last-minute cancellations. Clients will value your time if you show you do too.
Turning gripes into policies
Instead of getting frustrated when something happens, use it as fuel to improve your systems. See how easy it can be.
Client is late for pickup
Add a daycare fee clause after 15 mins
Where: Terms & booking confirmation.
Owner changes instructions post-groom
Confirm style at drop-off verbally and note it on the run sheet for reference
Where: Intake form / run sheet
Coat neglected
Provide brushing guide at first visit
Where: Welcome pack & website
“When will they be ready?” calls
Explain your notification process upfront
Where: Welcome pack
Price disputes
Give written quotes & “from” pricing in consult; confirm final price at end
Where: Booking confirmation
Last-minute cancellations
Require 24–48 hours’ notice or apply a cancellation fee
Where: Terms & booking confirmation
These are just a few situations you might recognise from your own grooming business. Below, you’ll find free templates, examples, and ideas to help you handle them smoothly.
Terms, Conditions, and Forms for Grooming Businesses: Your Essential Toolkit
Clear policies and consent forms keep your salon running smoothly, protect you from misunderstandings, and save you time.
Examples of Must-Have Forms for Your Grooming Business.
Ready-made templates to save you hours of admin time and protect your business from sticky situations
1. New Client Form
A simple way to collect health details, behaviour notes, grooming history, and special requests. It also gives you a chance to introduce your salon policies from the start and set expectations early.
2. Double Coat Shave Consent
For those tricky double-coated breeds, it’s vital to get written consent when owners request a shave. Explain the potential consequences on the coat, including possible changes to texture, growth patterns, and thermal regulation. This form allows you to communicate the realities of a double coat shave and ensures that the client is fully informed before making the decision.
3. Your Business’ Terms and Conditions
Having a solid set of terms and conditions is a cornerstone of professional operations. These should cover cancellation policies, payment terms, late pickup fees, and pet health and behavior expectations. You’ll find an example template below to inspire you. It should be tailored to reflect your unique salon environment and detailed policies. The more transparent you can be about how your salon operates, the smoother things will be for both you and your clients.
4. Matted Pet and Vet Form
Dealing with a severely matted pet? The matted pet and vet consent form is an essential resource that outlines the risks involved, such as clipper burns, hematomas, and skin irritation. It also acknowledges that underlying health issues may not be visible until after the matting is removed. By having clients sign off, you’re protecting your team and ensuring pet owners understand the potential challenges and outcomes of a matted groom.
Create Your Own Forms: Why It’s Worth the EfforT:
Taking the time to personalise these forms shows clients you’re serious about what you do. It helps prevent disputes, makes your business feel more professional, and creates a smoother experience for everyone. You can print them, add them to your intake process, or even go digital.
Each form is a chance to set the tone, stay protected, and run your salon with confidence.
Bonus: Text Shortcut Guide
Pre-written text message templates you can save to your phone for quick, consistent communication with clients.
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