[Complete Guide] Health Center Procedures for Opening a Hair Salon | Thorough Explanation of Required Documents, Inspection Standards, and Tips for Passing
When opening a hair salon, along with finding a property and securing funding, the notification procedures at the health center are crucial. In fact, it is not uncommon for people to stumble during this process, causing their opening date to be delayed by one to two weeks.
Incomplete documents, overlooking facility standards, and insufficient preparation of disinfection equipment—the causes vary, but they all share the common point of 'not having grasped the overall picture in advance.' While health center procedures may seem complicated, they are by no means difficult if you organize what needs to be done in order.
In this article, we will comprehensively explain the documents required for the health center when opening a hair salon, the structural and equipment standards for the facility, the flow of the on-site inspection, and tips for passing on the first attempt. We also touch upon points to note specifically for commission-based salons, so owners and stylists aiming to open a salon should read this to the end.
Why Health Center Notification is Required for Opening a Hair Salon
To operate a hair salon, you must submit a notification to the competent health center and pass an on-site inspection. This is not a request or a recommendation, but a legal obligation.
Obligation to Notify the Opening of a 'Hair Salon' as Stipulated by the Barbers and Beauticians Act
The opening of a hair salon is regulated by the Barbers and Beauticians Act (Act No. 163 of 1957). Article 11 of the Act stipulates that anyone who opens a hair salon must notify the prefectural governor (or the mayor in cities where a health center is established).
If you operate without submitting a notification, you may be subject to a fine of up to 300,000 yen. Since 'I didn't know' is not an acceptable excuse, it is important to incorporate the health center notification into your plan at an early stage of opening preparations.
What you should keep in mind here is that the opening of a hair salon is a 'notification system,' not a 'permit system.' Once you submit the notification and pass the health center's on-site inspection, you will be issued a 'Certificate of Inspection.' You cannot begin operations without this certificate.
Timing of Notification and Opening Schedule
It is standard practice to submit the notification to the health center two to three weeks before the scheduled opening date. This is because it takes one to two weeks from the submission of the notification to the conduct of the on-site inspection and the issuance of the certificate.
However, even more important than the notification itself is the 'advance consultation.' We strongly recommend that you visit the health center counter with your store blueprints before starting interior construction. There are three reasons for this.
Because the details of facility standards differ by municipality, failing to check before construction can lead to rework.
If you have problems pointed out at the blueprint stage, you can prevent wasted construction costs.
You can receive a list of necessary documents and examples of how to fill them out on the spot, making document preparation smoother.
The overall schedule until opening generally follows the flow below.
Property contract (3 to 6 months before opening)
Advance consultation with the health center (before starting interior construction)
Execution of interior construction (1 to 2 months)
Submission of opening notification to the health center (2 to 3 weeks before opening)
Public health center on-site inspection (1–2 weeks after submission)
Issuance of inspection certificate
Start of business
Since many public health centers require appointments for preliminary consultations, make a reservation by phone as soon as your property is decided.
List of documents to submit to the public health center for opening a hair salon
Preparing documents is the most time-consuming part of the notification process to the public health center. If there are any deficiencies, the application will not be accepted, which can cause delays in your opening date. Understand all required documents in advance and ensure you have them all without omissions.
Basic documents that must be submitted
The following documents are basic requirements for all hair salon operators, whether individuals or corporations. While common in many municipalities, formats and required information may vary by local government.
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Opening Notification: A prescribed form available from the public health center counter or website. Fill in the store name, address, operator information, facility overview, etc.
In addition to submission at the public health center counter, as of 2026, "online application (smart application)" is possible in many municipalities. However, since there are many cases where you still need to visit the counter at least once, such as to present the original hairdresser's license, confirming "how much can be completed online" during the preliminary consultation can prevent double work.
Overview of facility structure and equipment: A document stating the area of the work room, number of chairs, number of hair washing facilities, types of disinfection equipment, etc.
Facility floor plan: A drawing showing the layout and dimensions of the work room, waiting room, hair washing space, storage space, etc.
Vicinity map of the facility: A map of the surrounding area showing the store's location. Some municipalities allow a printout of Google Maps as a substitute.
Hairdresser's license: For all hairdressers performing procedures. It is standard to present the original and submit a copy.
Employee roster: A list containing the names, addresses, license numbers, etc., of all staff working at the time of opening.
Doctor's medical certificate: Prepare one for every hairdresser performing procedures. A doctor's medical certificate regarding tuberculosis, skin diseases, and "mental impairment" is required. Since some municipalities have designated forms or slightly different test items (e.g., necessity of chest X-ray), be sure to show the "medical certificate sample" distributed during the preliminary consultation to the doctor for completion.
Inspection fee: Approximately 16,000 to 24,000 yen (varies by municipality). Pay by cash or revenue stamp.
Documents added depending on conditions
Depending on the operator's status or the scale of the store, the following documents may be required in addition to the above.
Certificate of completion for managing hairdresser training: In hair salons with two or more hairdressers on duty at all times, there is an obligation to appoint at least one managing hairdresser (a hairdresser who has completed training designated by the prefectural governor). Submit a copy of this certificate.
Certificate of Registered Matters: Required if the applicant is a corporation. Can be obtained at the Legal Affairs Bureau (must be issued within 6 months).
Copy of Certificate of Residence: Required by some local governments if the applicant is a foreign national.
Written Pledge: A pledge to comply with the Barbers and Beauticians Act and related ordinances. Required by some local governments and not by others.
The types and formats of documents vary by local government. It is most reliable to have them check the list of documents required for your specific case during the preliminary consultation.
Facility Standards Inspected by the Health Center for Opening a Hair Salon
During the health center's on-site inspection, it is strictly checked whether the facility meets hygiene standards. If the standards are not met, it will be deemed 'non-compliant,' and you must make corrections and undergo a re-inspection. Understanding the standards before interior construction is the shortcut to passing on the first attempt.
Standards Regarding the Area and Structure of the Workroom
There are clear area standards for the workroom (the space where treatments are actually performed).
Minimum Area: 13㎡ or more (for up to 6 styling chairs).
Adding Chairs: For the 7th chair and beyond, an additional 3㎡ of area is required per chair.
Partitioning: The workroom and waiting area must be clearly separated by walls or partitions.
Floor and Wainscoting Materials: The floor must be finished with 'impermeable materials' such as concrete, tile, or linoleum. While the recently popular 'wood-grain floor tiles (PVC material)' are accepted in most cases, genuine solid wood (natural wood) is generally not allowed. If you are unsure, bringing samples of the flooring material or copies of the catalog to the preliminary consultation will allow them to judge whether it is acceptable on the spot.
Lighting and Illumination: Ensure a brightness of 100 lux or more on the work surface.
For example, if you are opening a salon with 8 styling stations, you need a workroom area of 13㎡ + (2 chairs × 3㎡) = 19㎡ or more. Before signing a lease for a tenant property, perform this calculation to confirm the required area.
Many owners want to use flooring materials for floors and wainscoting, but wood may be classified as a 'permeable material.' Since there are cases where waterproofed flooring is accepted, please confirm the materials you intend to use during the preliminary consultation.
Standards Regarding Hygiene Facilities
Facilities for cleaning and disinfecting tools used for treatments are also important points checked during the inspection.
Hair Washing Facilities: Install running-water hair washing facilities (shampoo stations). A condition is that they must be directly connected to the water supply and drainage systems.
Disinfection Facilities: A set of equipment for disinfecting used tools. Specifically, prepare containers for disinfectant solutions (such as invert soap solution, sodium hypochlorite, etc.), a UV sterilizer, and ethanol (76.9–81.4 vol%).
Ventilation Facilities: Install windows or ventilation fans in the workroom. In the case of mechanical ventilation, ensure sufficient ventilation volume.
Hair bin/Waste bin: Install a lidded container in the work area
Storage facilities for towels, etc.: Facilities that allow for separate storage of clean and used towels
Disinfection equipment must be in a "ready-to-use state" on the day of the inspection. Purchase disinfectant, put it in a container, and have it ready for immediate use.
3 Standards Often Overlooked
Here are three standards that many owners often overlook. These are points that are frequently pointed out during on-site inspections.
Separate storage for disinfected and non-disinfected tools: Tools such as scissors, combs, and clips must be clearly stored separately between disinfected and used (non-disinfected) items. It is best to prepare dedicated containers or trays and label them "Disinfected" and "Non-disinfected"
Dedicated storage space for cleaning tools: A dedicated space for storing cleaning tools such as brooms, dustpans, and mops is required. Simply grouping them in a corner of the work area may not be accepted
Separation of washing area and work surface: The sink used for cleaning tools must be separated from the work surface where services are performed. In many cases, using a shampoo station for cleaning tools is not permitted
For these standards, the most effective approach is to ask the health center official directly during a pre-consultation, "Are there any points that are easy to overlook?" The official will also want to avoid issuing a non-compliance notice during the inspection, so they will explain it carefully.
Flow of Health Center On-site Inspection for Opening a Hair Salon and Tips for Passing
The on-site inspection is a physical verification conducted separately from the document review. An environmental health inspector from the health center will visit the store to confirm that the facility meets the standards. Since you cannot start business without passing, this is the final hurdle before opening.
Flow on the Day of the On-site Inspection
The on-site inspection is conducted after submitting the opening notification and scheduling it with the health center. The flow on the day is as follows:
Arrival/Greeting: One or two environmental health inspectors from the health center will arrive. The process takes about 30 minutes to 1 hour
Verification with blueprints: They will check if the actual layout matches the submitted floor plan. The number of chairs, the location of hair-washing facilities, and the partitioning between the work area and waiting area will be checked
Confirmation of equipment/tools: They will confirm that disinfection equipment, ventilation equipment, hair bins, towel storage facilities, etc., are installed according to the standards
Interview on disinfection procedures: You will be asked verbal questions about disinfection procedures, such as "How do you disinfect scissors?" or "What is your method for disinfecting towels?" Be prepared to explain the correct procedures
Notification of results: In some cases, the result is given on the spot, while in others, it is notified in writing at a later date. If you pass, an "Inspection Certificate" will be issued in a few days to a week
You are required to display the Inspection Certificate in a visible place within the store. It is common to display it near the reception counter.
5 Preparations to Pass on the First Attempt
If you fail the on-site inspection, you cannot begin operations until you have corrected the issues and passed a re-inspection. By thoroughly preparing for the following five points, you will significantly increase your chances of passing on the first attempt.
Go for a preliminary consultation with your floor plans before starting interior construction: This is the most important preparation. If you are told after construction that you "do not meet the standards," you could face additional construction costs of several hundred thousand yen.
Have a complete set of disinfection equipment ready by the inspection date: Ensure everything is installed, including disinfectants (cationic surfactant solution, ethanol, etc.), disinfection containers, ultraviolet sterilizers, and separate containers for disinfected and non-disinfected tools.
Prepare to explain your disinfection procedures: Be ready to answer immediately if an inspector asks, "Please explain how you disinfect your combs." Make sure you understand the disinfection methods stipulated in the Enforcement Regulations of the Barbers and Beauticians Act (boiling, ethanol, sodium hypochlorite, and ultraviolet disinfection).
Ensure the floor plan matches the actual layout: If you change the layout during construction, revise the floor plan and resubmit it. If the drawings do not match the actual state of the facility, you will fail the inspection.
Complete the delivery of all fixtures such as chairs and shampoo stations: If fixtures have not arrived by the day of the inspection, the inspector may be unable to verify the area standards or layout, preventing the inspection from being conducted.
In particular, while people often think, "I don't really need to go for a preliminary consultation," it is the most important step that directly affects your pass rate. Many salons that undergo a preliminary consultation pass smoothly on their first attempt.
What to do if you fail the inspection
Even if you happen to fail the on-site inspection, it does not mean you cannot open your hair salon. You can pass by correcting the non-compliant areas and undergoing a re-inspection.
The inspector will point out the non-compliant areas specifically, either in writing or verbally.
The time required for corrections depends on the content (a few days for adding disinfection equipment, several weeks for interior renovations).
In many municipalities, there is no additional fee for re-inspection (though this depends on the local government).
Once corrections are complete, contact the health center to schedule the re-inspection.
However, you cannot begin operations while waiting for the re-inspection. If your opening date is delayed, the period of "empty rent"—where you are paying rent for the tenant space without being open—will be prolonged. For a tenant with a monthly rent of 300,000 yen, a two-week delay results in a loss of approximately 150,000 yen. Aim to pass on your first attempt through preliminary consultation and careful preparation.
Cases where notification to the health center is required even after opening the hair salon
Notification to the health center does not end with the opening of the salon. Even after operations begin, you are required to submit a change notification if certain changes occur. Since failing to notify the authorities can lead to administrative guidance, make sure you understand when notification is necessary.
Three cases where a change notification is required
In the following three cases, you have an obligation to submit a change notification to the competent health center.
Change of the operator (owner): When the operator changes due to business transfer or inheritance. You must either submit a new opening notification as the new operator or submit a change notification (procedures vary by municipality).
Expansion, renovation, or major remodeling of the facility: When performing renovations that affect the structure, such as adding styling stations, relocating shampoo stations, or expanding the work area. Minor remodeling (such as replacing wallpaper) does not require notification.
Notification of Changes: Changes to store name, increase or decrease in employees, change of managing hairdresser, etc. You must notify the authorities within a certain period (within 10 days in many municipalities) from the date the change occurs.
A common oversight is the notification of 'increase or decrease in employees.' Some municipalities require notification every time a staff member joins or leaves, so be sure to check with your local public health center.
Points to Note for Commission-Based Salons
For commission-based salons (a model that provides space to freelance hairdressers), which have been increasing in recent years, there are specific points to be aware of regarding public health center compliance.
Commission-based staff are also included as 'employees': Even if it is a commission contract rather than an employment contract, they are treated as 'employees' for public health center notification purposes. It is necessary to include them in the employee roster and submit their licenses and medical certificates.
Obligation to appoint a managing hairdresser: In a hair salon where two or more hairdressers are working at all times, at least one managing hairdresser must be appointed. Since commission-based salons have frequent staff turnover, you need to accurately track how many people are working at any given time.
Do not neglect updating the employee roster: Staff turnover is frequent in commission-based salons. Update the employee roster every time a new staff member joins, and submit a notification of change as necessary.
In commission-based salons, the high turnover of staff increases the burden of compensation and labor management. If commission calculations are done manually, the compensation amount for each staff member can become opaque, which may lead to trouble.
One way to solve these issues is 'Gara-Regi,' a cloud POS register specialized for commission-based salons. By simply using the register, compensation for each staff member is automatically calculated, and staff can check their compensation in real-time on their smartphones. Increasing the transparency of compensation leads to staff trust and retention.
Summary | Start Opening Your Hair Salon with a Preliminary Consultation at the Public Health Center
Let's review the key points of public health center procedures for opening a hair salon.
The notification of opening a hair salon is a legal obligation stipulated by the Hairdresser Act. Operating without notification is subject to penalties.
Submission documents include the opening notification, floor plans, hairdresser licenses, and medical certificates, among others. It is safest to check the list of required documents during a preliminary consultation.
Facility standards include detailed regulations such as a work area of at least 13 square meters, floors made of impermeable materials, and fully equipped disinfection facilities.
Aim to pass the on-site inspection on the first attempt. The most effective measure is a preliminary consultation before interior construction begins.
Even after opening, you must submit a notification of change when there are changes in employees or renovations to the facility.
Public health center procedures are not difficult individually. However, if you proceed without grasping the overall picture, your opening may be delayed due to incomplete documents or overlooked facility standards. First, call your local public health center and start by booking a preliminary consultation.
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