Record Keeping

Financial Records

All business transactions should be recorded and all business receipts, invoices, bank statements, paying in books and cheque stubs should be kept for a minimum of 5 years under HMRC’s guidance.

The financial year runs from 6th April to the 5th April and all financial records should be kept in files or containers clearly labelled with the appropriate year.

Where computer records are used back up copies must be kept with one copy ideally being kept away from the office in case of theft or fire.

Book keeping

Book keeping does not have to be complicated, but an orderly method is essential. Many small businesses still rely on manual book keeping methods although many find computerized systems easier. As long as the information is recorded accurately the method used is the personal choice of the business owner.

Essential books to keep are:

• Sales day book

• Purchase day book

• Cash book

• Sales Ledger

These books should be updated regularly and systematically to ensure accurate information on the business’s performance. The information contained in the books should be cross referenced in bank statements on a regular basis. The information in the books should then be used to keep profit and loss accounts and a balance sheet which show the current value of the business.

To ensure accurate financial records are maintained all business receipts for purchases must be kept. It is possible to use a bank account as a record of income but for any outgoings (expenses) receipts are required as proof of what was purchased.

Employee Records

Businesses may keep the following information on their employees:

• Personal details – name, address, emergency contact, date of birth, CV, national insurance number, bank payment details, tax code, information on any disability which is relevant to their employment.

• Employment history – date of employment, job title, signed employment contract, appraisals or performance reviews, disciplinary matters, training

• Absence details – details of lateness, sickness, annual leave, maternity / paternity leave, compassionate leave.

• Health record – The date of any health surveillance check / risk assessments carried out, outcome of check, adjustments made.

Under the data protection regulations these documents must not be kept for any longer than is necessary, although specific guidance is not provided.

Client Records

Client records are likely to be the same document as the dog’s record card. They should contain the owner’s contact details, emergency contact details, the vets at which the dog is registered, vaccination status, dogs age, breed and temperament. Record card should be updated after every groom with the grooming requirements, and issues arising from the groom, including findings from the health check and changes in behaviour or temperament.

Some of the reasons why detailed dog records are beneficial include that it helps remember the dog's grooming style, behaviours, any of the owners preferences, which can speed up the grooming process. Also it show professionalism to the client and demonstrated excellent customer care. 

 

It is always advisable that a customer fills out a contract with every groom. This contract should contain a disclaimer which is a defence measure used for the purpose of protection against unwanted claims or liability. The disclaimer may make reference to the following information:

• Allowing permission to take the dog to a vet if it becomes unwell or is injured in the salon.

• All dogs entering the grooming salon being fully vaccinated

• Any changes to a dogs medical or behavioural state must be disclosed to the groomer when it transpires.

• Muzzles may be used by the groomer if the dog shows signs of aggression and attempts to bite .

• Additional costs may be payable if treatment for parasites is used this includes treating the salon.

• Additional charges for late cancellations or late pick up time.

• Customer responsibility for clipper burn or nicks with a matted, neglected coats or any irritation after the matting is removed.

• The right to refuse the groom due to aggression, illness or parasite infestation.

• Not responsible for death in the salon if an on-going medical condition is present

   

   

  Health and Safety Records

  In order to meet the requirements of several pieces of health and safety legislation a number of records must be kept and be kept for a minimum of 6 years.

• Accident books

• COSHH records

• RIDDOR records

• Risk assessments

• Equipment monitoring and testing

• Health and safety training records

• Fire policy (if the business employs more than 5 people)

• Emergency planning.