Notifying Sanepid When Opening a Barbershop

The premises ready, the chairs set up, the razors sharpened. And suddenly a friend throws out: "Have you notified Sanepid?" Silence falls. Because nobody usually thinks about it in time. Notifying Sanepid (the Polish sanitary inspectorate) when opening a barbershop is a formality that is easy to overlook - and its absence can end in a fine or problems at the first inspection. This article explains when, how and what to notify to the district sanitary and epidemiological station.

Does a barbershop have to notify Sanepid?

Yes. A hairdressing and barbering establishment is subject to sanitary supervision and must be run in line with hygiene and sanitary requirements. The basis is the Act on preventing and combating infections and infectious diseases in humans, together with the rules on requirements for establishments providing hairdressing, beauty and related services.

In practice this means two things:

• Your business is visible to Sanepid (through business registration and supervision of this type of service)
• You must be ready for an inspection - planned or intervention-based (e.g. after a client complaint)

For hairdressing establishments the notification procedure is often relatively simple - but the sanitary requirements apply in full, and the premises must meet them from the first day of operation. There is no shortcut here: hygiene and safety standards apply to you regardless of how formal the notification itself looks.

When to notify

The best moment is the stage when the premises are already prepared, but before you start serving clients. Why is it worth doing this earlier rather than waiting for an inspection?

1. You are sure the premises meet the requirements - before you invest in publicity and clients
2. You avoid a situation where the first inspection is also the first check of whether anything works at all
3. You can ask the inspector about any doubts instead of guessing

Experienced owners do something more: they go to Sanepid before the refurbishment for a consultation. They show a sketch of the premises and ask whether they see any obstacles. It is not compulsory, but it can save thousands of zloty on a badly planned adaptation. We write about the whole sequence in the piece on opening a barbershop step by step.

What the notification looks like step by step

Step	Action
1	Register the business (CEIDG, PKD 96.02.Z - the Polish business registry and activity code for hairdressing)
2	Prepare the premises in line with the sanitary requirements
3	Contact the district sanitary and epidemiological station covering the address of your premises
4	Notify the start of your business and prepare the sanitary documentation
5	Pass the inspection / sign-off of the premises, if the inspector schedules one

You will find the right station on the website of the Chief Sanitary Inspectorate or via a search - the key point is that it must be the station whose supervision covers your premises' address.

Before you call, prepare basic information about the premises: address, floor area, planned number of stations, service profile (just cuts and beards, or also dyeing and care). The more specifically you describe what you do, the more accurate the answer you will get. It is also worth having a floor plan to hand - even a hand-drawn sketch marking the zones helps in the conversation and shows that you are taking the matter seriously.

What the inspector checks in a barbershop

An inspection of a hairdressing establishment focuses on hygiene and safety. The main areas:

• Sanitary condition of the premises - washable surfaces, cleanliness, order
• Access to hot and cold water and adequate washbasins
• Procedures for disinfecting and sterilising tools (scissors, clippers, razors)
• Storing clean and dirty linen separately
• Personal protective equipment and staff hygiene
• Waste handling, including sharps (blades, cartridges)

The most common flashpoint is disinfection - the inspector asks directly "with what and how do you disinfect your tools?" If the answer is vague or nothing is written down, it is a signal that there is no system. We write about protection procedures in the article on a barber's personal protective equipment.

It is worth remembering that the inspector does not come to "catch you out". Their aim is to check whether the services are safe for clients. If you have order, written procedures and can calmly answer questions, an inspection is usually short and stress-free. Problems begin where the owner improvises, does not know how their own disinfection system works, or tries to hide something.

Which documents are worth having ready

Although the scope of documentation in a hairdressing establishment is relatively small, it is worth having prepared:

• Procedures for disinfecting and sterilising tools
• Procedures for keeping the premises clean
• Staff hygiene rules
• Waste handling, including sharps waste
• Staff medical certificates for sanitary and epidemiological purposes (where required for the position)

It is exactly these documents that show the inspector you have a system, not just good intentions. Written procedures are your shield in a conversation with the inspection.

The most common mistakes at notification and inspection

Many problems come not from a lack of sanitary requirements, but from organisational lapses. Here are the mistakes that recur most often:

1. Opening "quietly" without checking whether the premises meet the requirements - and the first inspection as the first check
2. No written disinfection procedures at all
3. Mixing clean and dirty linen (towels, capes)
4. Blades and cutting edges thrown into an ordinary bin instead of a sharps waste container
5. No disinfectant with an appropriate spectrum of action in stock

Each of these mistakes can be eliminated in a few days of preparation. The key is to treat it as a work standard, not a one-off "for the inspection" exercise.

What you risk for failing to notify or for non-compliance

Running an establishment in breach of the sanitary requirements can end in:

• A penalty fine (usually up to a few hundred zloty for a single offence)
• An order to remove the non-compliance within a set deadline
• In extreme cases - a decision to suspend the business until things improve

In practice the inspector usually points out the shortcomings first and gives time to correct them. But that does not mean the requirements can be ignored - a second inspection with the same problem ends worse.

Frequently asked questions

Do I have to wait for Sanepid's approval to open a barbershop?

For a hairdressing establishment there is usually no requirement to obtain formal approval before starting. However, you must meet the sanitary requirements from the first day and be ready for an inspection. It is worth notifying your business to the relevant sanitary station.

How much does notifying Sanepid cost?

The notification of the business itself does not involve a high fee - the main cost is preparing the premises and documentation in line with the requirements. That preparation decides the outcome of any inspection.

Can Sanepid come without warning?

Yes. An inspection can be planned or intervention-based, for example after a client complaint. That is why the premises and documentation should comply with the requirements at all times, not just at the start.

Which sanitary station should I report to?

The district sanitary and epidemiological station covering your premises' address. You will find the list and contact details on the website of the Chief Sanitary Inspectorate.