Salon Rules and Regulations Your Business Should Put in Place

Salon rules and regulations are an important part of running a successful business. Rules help your salon operate in an efficient, organized, and professional manner, and also ensure that customers and staff are safe and secure. Regulations act to protect you and your employees from potential legal liabilities, provide a clear structure for all employees to follow, and help you to maintain a positive image of your business.

By having clear guidelines in place that everyone is aware of, you can ensure that your business runs smoothly and with less stress. In this article, we will discuss the essential salon rules and regulations you should put in place before letting anyone step foot through your doors.

Key Points:

• Establishing rules and regulations in a salon is important to ensure everyone is on the same page and understands the expectations of the salon.
• Rules and regulations should be created to ensure the safety of clients, stylists, and management, as well as promote an organized and positive environment.
• Rules and regulations should be created based on the unique needs of your salon such as a dress code, appointment guidelines, payment requirements, and sanitation expectations.
• Rules and regulations must be clearly communicated to all salon staff and clients so that everyone is aware of the expectations for the salon.

Legal Requirements for Beauty Salons

When you open a salon or barber shop, you’ll likely have to have a personal license and even licenses for the establishment itself. Here are the licenses you may need to legally have in order to operate your salon. 

Business License

To legally operate your salon, you need to obtain a business license from your local government. This will typically require the submission of documents, such as a business plan, to demonstrate that the salon meets relevant safety regulations. You may also need to have an in-person inspection, but that depends on your state. 

Salon License

Depending on your state, you may need a further license or permit to operate your salon, so check the requirements in your area. To get this license, you generally need to complete a training course designed to ensure you understand the legal and safety aspects of salon operations. 

Licensed Employees

In some states, each salon employee may need to obtain a separate personal license or certification to work at the salon. This can range from basic courses on cosmetic services to more extensive courses on hair treatments, such as cutting and styling. 

Zoning Requirements

Before you open your salon, check that your intended business location is zoned for a salon—some areas have specific regulations about what kinds of businesses can be located in a certain area.

Building Permits

Depending on the kind of building work you’re planning to do, you may need to obtain a local building permit to make improvements to the salon, such as a new coat of paint or the installation of equipment.

Tax Registration

You’ll need to register the business for state and federal taxes, so make sure you contact the relevant departments for the paperwork. You also can’t forget about the quarterly tax payments every business owner needs to pay. 

Sanitization

For health and safety reasons, you must ensure that the salon is regularly sanitized, both on a daily and weekly basis. Some states still have COVID guidelines in place, so make sure you check on those as well. 

Hazardous Chemical Management

Owning a salon requires you to manage hazardous chemicals, such as hair dyes, correctly. You should provide clear guidelines on how to use, store, and dispose of these materials, in addition to any safety clothing that your staff needs to wear.

Inspections

The local health department may periodically inspect your salon to check that you’re adhering to their regulations. Ensure that all relevant information and records are readily available during any inspection.

Signage Regulations

Many states have strict regulations regarding the signage used to advertise salons; for instance, it may need to appear in a certain typeface, size, and color. Or some states (like my home state of Maine) don’t allow billboards or any kind for advertising. Make sure that you’re aware of the applicable regulations in your area. 

Environmental Regulations

In addition to general rules about energy conservation, your salon might be subject to further regulations for wastewater and chemicals. Check with your local authority for specific regulations that apply in your area.

State Board Regulations for Salons

Each state may have different rules in place for salon owners, but generally, most states will require you and any workers to have a cosmetology license. This often requires a test and/or completion of a state-approved class.  

For example, in California, you must secure a cosmetology or barber license prior to opening a shop. Additionally, you must complete the state's education requirements, which must be completed at a state-licensed facility.

New York is similar in that you’ll need either an Appearance Enhancement Business License or a NY State Barber Shop License.

Beauty Salon Rules and Code of Conduct

Having rules for salon staff may seem a little overbearing, but it’s the only way to provide a stress-free, open working environment that keeps you and your staff happy. Here are rules and codes of conduct all employees (and yourself) should follow:

• Follow all safety and sanitation protocols at all times.
• Be courteous and professional to all customers.
• Respect the privacy of customers.
• Maintain a clean and organized work environment.
• Dress appropriately according to the salon’s dress code.
• Be punctual and arrive on time for shifts.
• Respect other staff members and their opinions.
• Refrain from using cell phones while working.
• Notify the salon manager of any issues or concerns.
• Do not perform services on yourself or other employees without permission from the salon owners.
• Keep up to date with the latest trends in beauty treatments.
• Follow the salon’s payment policies and procedures.
• Follow all state and federal laws and regulations governing the salon.

How Much Does it Cost to Ensure All The Regulations Are Met?

Depending on your exact business needs, the cost of ensuring your salon rules and regulations are met can be relatively low or high. Generally speaking, ensuring your salon is compliant with all of the necessary permits and regulations costs somewhere between a few hundred to a few thousand dollars depending on the updates you may have to make.

As mentioned, the exact cost will vary based on the particular regulations that apply and the scope of the business operations, but here are some costs to consider:

• Licensing fees. Depending on the state, county, and city laws, the cost of the necessary licenses, permits, and insurance can range from just a couple hundred to over a thousand dollars. 
• Building adjustments. If the salon is located in a building that needs to be adjusted for safety reasons, this could be quite costly as well. Depending on the inspection report and the applicable regulations, you may need to make changes to the building such as adding fire safety systems, alarms, or other safety measures.
• Training costs. Depending on the size of your salon and the number of employees, the cost of employee training can also be quite significant. You should make sure to factor in the costs associated with providing training to your employees on safety procedures and other relevant regulations. Will you pay an hourly wage for training? What about the cost of materials? You’ll need to add costs such as these together to figure out just how much training will cost. 
• Equipment costs. Depending on the type of services and treatments you offer, you may need to purchase specialized equipment to ensure safety and compliance. Equipment for a salon can be expensive, so if you need help, consider salon equipment financing to lessen the burden. 
• Consultation fees. Depending on your local regulations, you may need to hire a consultant to review your salon's rules and regulations and ensure your business is able to comply. The national average for a consultant is $399. 
• Legal fees. If you need to consult with a lawyer to ensure your salon is compliant with all local laws and regulations, there could be legal fees associated with this. On average, attorneys make anywhere between $150 - $1,000/hour depending on the type of law and experience they have.

At the end of the day, the actual cost of ensuring your salon's rules and regulations are met will largely depend on the individual situation. It’s a good idea to get an estimate on all the necessary licensing, permits, and other costs so you can have a better understanding of the financial commitment.

If you’re struggling to get the money together for all of these costs, you may want to consider loans for beauty salons. These can help you manage the cost with low monthly payments. 

Business Code of Ethics in a Salon - Example

A business code of ethics is simply a list of your salon's rules and standards. One example of an ideal business code of ethics for a salon is as follows:

• Provide services to the highest standards and maintain a commitment to customer satisfaction.
• Respect all clients regardless of race, religion, gender, or sexual orientation.
• Abide by the laws and regulations pertaining to health and safety in the workplace, and always observe good hygiene practices.
• Honor customers’ rights to privacy, by not disclosing information about them or their services to third parties.
• Be professional and courteous at all times.
• Refrain from engaging in behaviors and conversations that may be offensive to clients or staff.
• Avoid the use of language that is inappropriate in the workplace, whether spoken or written.
• Refrain from the use of drugs and alcohol in the workplace.
• Respect the boundaries of clients and staff, and refrain from inappropriate physical contact.
• Respect the property of others, both inside and outside the salon.
• Respect the interests of other staff members by not engaging in activities that may damage their professional reputation.
• Avoid any activities that may bring the salon into disrepute.

How to Ensure The Code of Ethics is Obeyed in Your Salon?

Making sure staff and customers adhere to the code of ethics in your salon is essential. Here are some tips to help make sure that everyone follows your rules and regulations:

• Create and implement a code of ethics. First and foremost, create a code of ethics that sets standards and expectations for your staff and customers. Make sure to communicate the code of ethics through a written document or an orientation process. Make sure the document is accessible in multiple places, such as the front desk and break room.
• Model ethical behaviors. Show your staff and customers that you take the code of ethics seriously by being a role model of ethical behavior. When staff or customers display unethical behavior, take action to correct it.
• Have a system for reporting unethical behavior. Create an easy and confidential way for customers and staff to report unethical behavior. Make sure staff and customers know that reporting unethical behavior will remain confidential and will not result in repercussions.
• Provide continued education and training. To make sure staff and customers understand the code of ethics and its importance, provide regular training and educational opportunities. This will ensure that everyone is aware of the expectations.

Useful Resources for Salon Owners

If you’re an owner of a salon, you’re likely familiar with the complexity of rules and regulations that come with running a successful business. To help you stay in compliance, there are a few great resources available for salon owners.

• Professional Beauty Association is a great resource for salon owners. Their website provides resources on creating rules and regulations for your business, covering topics such as safe and sanitary practices, customer service standards, pricing guidelines, and more. The site also offers online courses and webinars to help ensure you stay up-to-date on the latest trends, technologies, and regulations. 
• U.S. Small Business Administration (SBA) offers a number of helpful resources, including an online legal resource guide, state and local compliance information, and a listing of sample policies. All of these resources are available to help ensure you’re in compliance with the law while also providing a safe and positive experience for your customers.
• Occupational Safety and Health Administration (OSHA) is another great resource for salon owners. The organization offers a number of safety and health regulations and guidelines for salons, including water temperature regulations, hygiene practices, and emergency procedures. Additionally, the site also offers materials to help with training for staff and creating emergency action plans for your salon. 
• Local business organizations can provide salon owners with resources and support, such as networking opportunities and business advice.

Final Word

Having clear salon rules and regulations in place is essential for the success of any hair or beauty business. Not only will these rules help to ensure a secure and orderly environment, but they also demonstrate professionalism and provide clear expectations for both staff and customers. Furthermore, having a succinct set of rules and regulations allows salon staff to better administer their services and provide the highest level of customer care to their clients.