Pre-Inspection Checklist for Sanepid — 30 Minutes That Really Make a Difference

Sanepid at the door of your salon? In 30 minutes you can sort the things the inspector sees first — the things most likely to result in a fine. Below: a minute-by-minute checklist and a long-term plan for keeping your salon audit-ready every single day.

What does the inspector check in the first 5 minutes?

Inspectors form their opinion quickly. A tidy reception desk and a folder of documents within easy reach signals a well-run salon — less scrutiny, faster finish. A chaotic first impression triggers a thorough inspection.

The inspector's first glance lands on:

• Reception — are clients signing cards within view of other clients? (GDPR)
• Workstations — is a disinfectant product visible? Are surfaces being wiped between clients?
• Document folder — does it exist, are copies current, are they signed?
• CWO sharps container — visible, labelled, certified?
• BDO number — on invoices, optionally on the wall?

The 30-minute checklist

0-5 min: Reception and workstations

• □ Client cards stored in a lockable cabinet (not left on the desk)
• □ Last client's workstation wiped with disinfectant
• □ "Clean" and "dirty" tool containers physically separated
• □ Client card, pen and patch-test form within easy reach at reception
• □ Privacy policy notice + price list visible to clients

5-15 min: Document folder

• □ Sanitary-hygiene procedure — current, signed, dated
• □ Disinfection plan — visible list of products + frequencies
• □ Sterilisation procedure (if you have an autoclave)
• □ Sterilisation records for the past 12 months — all cycles
• □ Spore test — latest result with date attached
• □ Client cards — 5-10 most recent on top, patch-test field completed
• □ Waste procedure + BDO number + latest waste transfer document (KPO)
• □ Product safety data sheets (SDS) — from your supplier
• □ Occupational risk assessment (OHS) — current, signed

15-25 min: Physical hygiene

• □ Sink with hot water — check that water runs, soap available, paper towels present (NO fabric towel)
• □ CWO sharps container — check fill level (above 3/4 full = replace now)
• □ Floor and walls — clean, no product stains
• □ General waste bin — separate from sharps containers and chemical waste
• □ Toilet — clean, toilet paper + soap present
• □ Ventilation — switched on in the chemical work area

25-30 min: Final scan

• □ NIP, REGON and BDO numbers visible on invoices (check one invoice)
• □ Next autoclave service date on display (if you have one)
• □ First-aid kit — present, complete, not expired
• □ Contact number for hazardous waste collection company — visible
• □ Approved disinfectant product list (from URPL register)

Long-term plan: keeping your salon audit-ready at all times

A better strategy than a 30-minute sprint before every inspection: keeping the salon in a compliant state every day. It requires routine but takes only 15 minutes daily.

Daily (15 min)

• Entry in sterilisation record after each cycle (1 min)
• Daily client cards moved to the archive (5 min)
• Completed disinfections ticked off in the plan (1 min)
• Evening workstation wipe with disinfectant (8 min)

Once a week (45 min)

• Count used products + order replacements
• Check CWO containers — if above 3/4 full, schedule collection
• Update client cards from the previous week (fill in any gaps)
• Back up client data (if you store it electronically)

Once a month (1-2 hours)

• Autoclave spore test + attach result to the sterilisation record
• Check product expiry dates — dispose of anything expired
• Update your service list/price list if services changed
• Count waste — schedule CWO collection if container is full

Every six months

• Review procedures in the folder — are they current? (Product change = update SDS card)
• Staff training on the sanitary procedure (if you employ stylists)
• Internal audit — walk through the full 30-minute checklist as if Sanepid is at the door

Once a year

• BDO annual report (due by 15 March)
• Autoclave technical service (if you have one)
• Update occupational risk assessment (OHS)
• Renew professional liability insurance (OC)

What to do if the inspector is already knocking

Worst case: the inspector is in your salon and you sense something is missing. Emergency rules:

1. Do not lie. If asked "when was the last spore test?" and you don't know, say "I don't remember — I'll check." Never invent a date.
2. Cooperate. Show everything you have, even if incomplete. An inspector who sees 80% of documents applies far less rigour than one who sees 20%.
3. Note everything the inspector records as a violation. You have the right to appeal within 14 days.
4. If asked for a document you don't have, say: "I don't have that in the folder — I can send it by email within 7 days." Inspectors often record "violation to be remedied within 14 days" rather than issuing a fine on the spot.
5. After the inspection — the protocol. The inspector issues a protocol on-site (you get a copy). Check the entries before signing.

Professional liability insurance (OC) plus complete documentation in your folder essentially eliminates the risk of a fine. Investment: 800-2,500 PLN vs risk of 5,000-30,000 PLN.

FAQ

Can I ask the inspector to reschedule the audit?

Only in exceptional circumstances (illness, holiday) and only for planned audits. Unannounced audits cannot be rescheduled.

What if I'm on sick leave and an audit arrives?

A salon employee is legally required to let the inspector in and show the documents. You can be called during the inspection. If the employee cannot access the folder — the inspector records "no documents," which is worse than "incomplete documents."

How long does an audit take?

Typically 60-120 minutes for a small salon. It can be shorter (30 minutes) if everything is in order, or longer (3-4 hours) if the inspector is looking for problems.

Do all documents have to be in Polish?

Yes. A client card in Ukrainian is acceptable for a Ukrainian-speaking client, but the sanitary procedure, BDO documents, GDPR policy and OHS assessment — all must be in Polish.

Can I record the inspection?

Yes, after informing the inspector. Recommended if you suspect irregularities on the inspector's part. A recording does not affect the outcome, but it is useful if you appeal.