Can the agreement be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention are satisfied.

Do I need a HIPAA BAA for eSigning?

If the agreement contains protected health information, the clinic must use a HIPAA-compliant vendor and execute a Business Associate Agreement to document responsibilities for PHI protection.

Who signs for a minor or incapacitated person?

A parent or legally authorized representative must sign; the agreement should document the representative’s authority and include supporting identification or guardianship documentation.

Is notarization or witnesses required?

Most routine aesthetics consents do not legally require notarization, but state or clinic policies may require witness or notary steps for specific releases—confirm local rules.

How do I revoke or cancel consent?

Follow the contract’s cancellation clause. For medical decisions, revocation may not retroactively affect procedures already performed; document any cancellation in writing.

How long should signed agreements be kept?

Retain signed agreements per retention policy: typically the agreement term plus at least 3 years; HIPAA-related records must be kept 6 years (45 CFR §164.530(j)).

Electronic Signature
Templates
Miscellaneous
Aesthetics Services Agreement

Aesthetics Services Agreement

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

AESTHETICS SERVICES AGREEMENT

This Aesthetics Services Agreement (the "Agreement") is made and entered into on by and between Service Provider Name: and Client Name: .

RECITALS

WHEREAS, Service Provider is duly qualified and experienced in providing aesthetic services including but not limited to skin treatments, injectables, laser procedures, and related consultative services; and

WHEREAS, Client seeks to engage Service Provider to perform certain aesthetic services under the terms and conditions set forth in this Agreement; and

WHEREAS, the parties desire to define their respective rights and obligations with respect to the services to be provided.

SERVICE PROVIDER INFORMATION

Business Name Address

Email

Phone

CLIENT INFORMATION

Address

Email

Phone

SCOPE OF WORK

Service Provider shall perform aesthetic services for Client as described below. Services may include consultations, pre-treatment assessments, specified procedures, post-treatment care instructions, and follow-up visits as agreed.

Detailed Description of Services

PAYMENT TERMS

Client agrees to pay Service Provider the fees set forth below in exchange for the services rendered. All fees are exclusive of applicable taxes unless otherwise stated.

Total Fee Deposit (if any) Payment Schedule / Billing

Late payments shall incur a late fee of on any unpaid balance, calculated monthly, or the maximum allowable by law, whichever is less. Client shall also be responsible for reasonable collection costs, including attorney fees, if applicable.

TERM AND TERMINATION

The term of this Agreement shall commence on Start Date: and shall continue until End Date: unless earlier terminated in accordance with this Agreement.

Either party may terminate this Agreement for convenience upon written notice delivered at least days prior to the effective date of termination. Service Provider may terminate immediately for Client's material breach, including nonpayment or violation of medical or safety requirements.

Upon termination, Client shall pay for all services performed and expenses incurred up to the effective date of termination. Refunds of deposits, if any, shall be handled in accordance with Service Provider's cancellation policy as set forth below.

CANCELLATION AND REFUND POLICY

Appointments canceled less than 48 hours prior to the scheduled time may be subject to a cancellation fee up to the amount of the deposit or a percentage of the scheduled procedure fee. Refunds shall be issued only as required by applicable law and subject to deductions for services already rendered.

CONFIDENTIALITY

Each party agrees to treat as confidential all non-public information disclosed by the other party in connection with this Agreement, including medical records, treatment plans, pricing, and business information ("Confidential Information"). Confidential Information shall not include information that (a) is or becomes publicly available through no breach of this Agreement, (b) was rightfully known to the receiving party prior to disclosure, or (c) is independently developed or required to be disclosed by law. Recipient shall use at least reasonable care to protect Confidential Information and shall not disclose it to third parties except to its employees or contractors who have a need to know and are bound by confidentiality obligations at least as protective as those herein.

LIABILITY AND INDEMNIFICATION

Service Provider warrants that services will be performed in a professional manner consistent with industry standards. Client acknowledges that all aesthetic procedures carry risks. Client agrees to disclose medical history and follow pre- and post-treatment instructions. Except for gross negligence or willful misconduct, Service Provider's total liability arising from or relating to this Agreement shall be limited to direct damages not to exceed the total fees paid by Client for the specific service giving rise to the claim. Client shall indemnify and hold harmless Service Provider from claims, liabilities, and expenses arising from Client's failure to follow instructions or from Client's misrepresentations.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflict of law principles. Venue for any dispute shall be in the state or federal courts located within that jurisdiction.

ENTIRE AGREEMENT

This Agreement, together with any attachments, addenda, and the final service consent form signed by Client prior to treatment, constitutes the entire agreement between the parties and supersedes all prior negotiations, representations, or agreements, whether written or oral. Any modification must be in writing and signed by both parties.

MISCELLANEOUS

If any provision of this Agreement is held invalid or unenforceable, the remainder of the Agreement shall remain in full force and effect. Neither party may assign this Agreement without the prior written consent of the other, except that Service Provider may assign receivables to a financing party. Notices required under this Agreement shall be delivered in writing to the addresses set forth above.

Service Provider:

By:

Date:

Client:

By:

Date:

What an Aesthetics Services Agreement covers

An Aesthetics Services Agreement is a written contract between a provider (clinic, medical spa, or licensed practitioner) and a client that sets out the scope of cosmetic or aesthetic services, pricing, payment terms, pre- and post-procedure instructions, informed consent elements, and liability allocations. The document typically includes descriptions of procedures, expected outcomes, risks and side effects, confidentiality and photography permissions, cancellation and refund policies, and signature blocks for the client and authorized provider representative.

Why a clear agreement matters for clinics and clients

A well-drafted Aesthetics Services Agreement clarifies expectations, documents informed consent, limits disputes, and supports regulatory compliance for patient privacy and professional standards. It also establishes payment terms, cancellation rules, and post-care responsibilities, reducing operational friction and legal uncertainty.

Who commonly prepares and signs these agreements

Clinics, licensed practitioners, and clients each have distinct responsibilities when preparing and signing an Aesthetics Services Agreement.

Medical spas and dermatology practices that perform injectables, lasers, or minor procedures.
Independent nurse practitioners or physician assistants working under medical oversight.
Clients seeking elective cosmetic treatments who must provide informed consent.

Primary signers and authorized representatives

Primary Provider

Licensed clinician or delegated clinic manager who confirms procedure details, documents clinician identity and credentials, and signs to authorize treatment and billing responsibility on behalf of the clinic. Signature indicates adherence to scope of practice and clinic protocols.

Patient / Client

Adult client who provides informed consent after receiving risks, benefits, and alternatives. For minors or incapacitated persons a legally authorized representative must sign and the agreement must document the representative's authority.

Core provisions to include in the agreement

A comprehensive Aesthetics Services Agreement organizes clinical, financial, and legal terms so both parties understand services, risks, and remedies before treatment begins.

Scope of Services

Describe procedures, techniques, and materials in clear language; attach procedural addenda or treatment plans as exhibits to avoid ambiguity and set expectations.

Risks & Consent

List known risks, common side effects, and rare complications. Include clear informed consent language and space for signer initials next to key risk items.

Payment Terms

Specify prices, required deposits, accepted payment methods, refunds, and any financing or subscription terms for follow-up treatments.

Cancellation & Rescheduling

State notice periods, forfeiture of deposits, rescheduling windows, and conditions that permit clinic cancellation for safety or medical reasons.

Photography & Use

Secure client permission for pre/post photographs, define where images can be used, and include revocation or limited-use options.

Privacy & Liability

Address HIPAA-protected information handling where applicable, limits on liability, indemnification language, and dispute resolution preferences.

Step-by-step: completing and executing the agreement

Follow this sequence to ensure the agreement is complete, witnessed as required, and stored securely.

01

1. Prepare document: Populate provider and procedure fields; attach treatment exhibits.
02

2. Review risks: Read risk sections aloud; obtain client initials at key points.
03

3. Obtain signatures: Acquire client and provider signatures; use witness/notary if required.
04

4. Store and distribute: Provide signed copy to client; retain clinic copy per retention rules.

How other organizations use these agreements

Real-world examples show common implementations and operational benefits when agreements are complete and enforced consistently.

Optica Ventures — Clinic Streamlining

The team standardized consent forms across locations to reduce errors and improve throughput.

They used clearer fields and templates for repeatable bookings.
Standardization reduced administrative follow-up and improved client clarity while keeping records consistent for audits and patient care continuity.

Fertility Centers of Illinois — Document Control

A centralized template captured consent and photo release consistently across clinics.

Management deployed templates integrated with their EMR.
Centralization improved compliance, simplified record retrieval for patient inquiries, and supported consistent counseling across practitioners.

Configuring an online signing workflow

Set up a digital template and signer flow to collect consent and signatures securely and in the correct order.

Field	Configuration
Upload Template	Use PDF or DOCX; enable form fields for required entries
Add Signature Fields	Place signature, initials, and date fields where required
Assign Signers	Set sign order: client first, then provider or witness
Authentication Method	Choose email link, SMS code, or stronger ID verification

Technical and distribution considerations for eSigning

Use a platform that supports audit trails, secure storage, and identity verification suited to medical consent workflows.

File formats: PDF and DOCX supported
Integrations: EMR and CRM connectors
Authentication: Email, SMS, KBA, or advanced options

Typical routing: from template to signed record

A standard digital process reduces turnaround time and captures signer actions for compliance.

Upload: Add completed template and exhibits
Place Fields: Insert initials, signatures, and dates
Send to Signer: Distribute via email or secure link
Capture Audit Trail: Store timestamp, IP, and signer events

Vendor pricing and feature snapshot for eSignature services

Comparison of basic pricing and common enterprise features across representative eSignature providers; signNow is listed first per vendor comparison conventions.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Security and compliance highlights to document

Encryption: TLS 1.2/1.3; AES-256 at rest

HIPAA: BAA required for PHI workflows

Certifications: SOC 2 Type II; ISO 27001

Regulatory Support: 21 CFR Part 11 compatible options

Accessibility: WCAG 2.0 Level AA support

Audit Trail: Detailed timestamps and activity logs

Common mistakes to avoid when preparing the agreement

Leaving risk sections vague, which undermines informed consent and increases dispute risk.
Using inconsistent or missing dates that create ambiguity about when obligations begin.
Failing to document client identity or authority, which can void signatures during disputes.
Not capturing a clear refund or cancellation policy, producing avoidable chargebacks and complaints.

Potential legal and financial consequences of errors

HIPAA Penalties: Civil and criminal exposure

Malpractice Claims: Professional liability and damages

Consumer Refunds: Fees, chargebacks, and regulatory fines

Licensing Sanctions: State board discipline

Contract Voidance: Unenforceable terms

Recordkeeping Fines: Failure to retain evidence

Practical tips to reduce risk and streamline execution

Adopt consistent templates, clear risk disclosures, and secure eSignature workflows to lower administrative burden and legal exposure.

Use clear, plain language

Write procedure descriptions and risk items in concise, non-technical language so clients can give informed consent without confusion.

Require initials on key risks

Ask clients to initial paragraphs describing major risks to show they reviewed and acknowledged critical information.

Document identity verification

Record the method used to confirm client identity (ID check, photo, or electronic authentication) and retain verification logs.

Keep signed copies accessible

Provide clients with a copy at signing and store clinic records in an encrypted, auditable system for the retention period.

Frequently asked questions about Aesthetics Services Agreements

Answers to common execution, legal, and eSignature questions for clinics and clients.

Need help? Contact support

Can the agreement be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention are satisfied.
Do I need a HIPAA BAA for eSigning?
If the agreement contains protected health information, the clinic must use a HIPAA-compliant vendor and execute a Business Associate Agreement to document responsibilities for PHI protection.
Who signs for a minor or incapacitated person?
A parent or legally authorized representative must sign; the agreement should document the representative’s authority and include supporting identification or guardianship documentation.
Is notarization or witnesses required?
Most routine aesthetics consents do not legally require notarization, but state or clinic policies may require witness or notary steps for specific releases—confirm local rules.
How do I revoke or cancel consent?
Follow the contract’s cancellation clause. For medical decisions, revocation may not retroactively affect procedures already performed; document any cancellation in writing.
How long should signed agreements be kept?
Retain signed agreements per retention policy: typically the agreement term plus at least 3 years; HIPAA-related records must be kept 6 years (45 CFR §164.530(j)).

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