Insurance Claim - Documentation Pack

Fill-in documentation pack to record everything needed after a treatment incident

Insurance Claim - Documentation Pack

This is a template - always read the linked guide first. BeautyKiln gives general information, not legal advice.

If something has gone wrong during a treatment, document everything immediately. The more detail you record now, the easier the insurance claim process will be. Fill this in as soon as possible after the incident - don't wait.

Your Details

• Your name: [YOUR NAME]
• Business name: [YOUR BUSINESS NAME]
• Business address: [YOUR BUSINESS ADDRESS]
• Phone: [YOUR PHONE NUMBER]
• Email: [YOUR EMAIL]

Insurance Details

• Insurance provider: [PROVIDER NAME]
• Policy number: [POLICY NUMBER]
• Type of cover: [PUBLIC LIABILITY / PROFESSIONAL INDEMNITY / TREATMENT RISK]
• Policy excess: £[AMOUNT]
• Claims helpline number: [PHONE NUMBER]

Incident Report

• Date of incident: [DATE]
• Time of incident: [TIME]
• Location: [EXACT LOCATION - salon address, client's home address, etc.]

What Happened

Describe exactly what happened in chronological order. Be factual - don't speculate about causes. Include:

[WRITE YOUR ACCOUNT HERE - include what treatment was being performed, what went wrong, what you did immediately afterwards, and what the client said]

Treatment Being Performed

• Treatment type: [e.g. hair colour, lash extensions, waxing, nail enhancements, facial]
• Was a patch test done? Yes / No
• Patch test date: [DATE]
• Patch test result: [RESULT]
• Was a consultation form completed? Yes / No
• Was a consent form signed? Yes / No

Client Details

• Client name: [CLIENT NAME]
• Client phone: [CLIENT PHONE]
• Client email: [CLIENT EMAIL]
• Is this a new or returning client? [NEW / RETURNING - if returning, how many previous visits?]
• Any known allergies or medical conditions disclosed: [DETAILS]

Product Details

Record every product used during the treatment:

Keep the actual products - don't throw them away. Your insurer may want to test them.

Injury or Damage Details

• Type of injury/damage: [e.g. allergic reaction, burn, chemical damage, hair loss, infection, scarring]
• Body area affected: [DETAILS]
• Severity (your assessment): [MILD / MODERATE / SEVERE]
• Did the client seek medical attention? Yes / No / Don't know
• If yes, where? [GP / A&E / Walk-in centre / Pharmacist]

Photos

Take clear photos of:

• The affected area (with client's consent)
• The products used (labels visible, batch numbers visible)
• The treatment area and setup
• Any equipment involved
• The consultation and consent forms

Photos taken: Yes / No Number of photos: [NUMBER] Stored where: [PHONE / CLOUD / COMPUTER]

Witnesses

Supporting Documents Checklist

Gather and attach copies of:

• Client consultation form
• Signed consent form
• Patch test record
• Treatment record / appointment notes
• Product purchase receipts
• Your qualification certificates for the treatment
• Your insurance certificate
• Any text messages or emails with the client about the incident
• Photos (as listed above)

Timeline of Events

Important Reminders

• Do not admit liability - be sympathetic but don't say 'it was my fault' or 'I'm sorry this happened because I...'
• Do not offer compensation directly - let your insurer handle it
• Do not discuss the claim on social media
• Do not delete any text messages or communications with the client
• Contact your insurer as soon as possible - most policies require notification within 24-48 hours
• Keep a copy of everything you send to your insurer

Completed by: [YOUR NAME] Date completed: [DATE] Insurer notified: Yes / No Date insurer notified: [DATE] Claim reference number: [REFERENCE]