Compliance Checklist

Overview

Total Timeline: ~4-6 months from site selection to opening Total Regulatory Budget: $2,000-$5,000 initial + $1,000-$3,000/year ongoing

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Phase A: Entity Formation (Week 1-2)

Purpose: Establish legal business entity before any financial commitments.

Estimated Cost: $100-$400 Timeline: 1-7 days

Checklist

• A1. Form LLC with Virginia SCC (State Corporation Commission)

  • File Articles of Organization via Virginia SCC online portal
  • Name must include "LLC" -- verify availability first
  • Designate registered agent (VA resident, physical address)
  • Cost: $100 standard
  • Timeline: 3-5 business days (standard) / 1 business day (expedited $200)
  • Tip: Use standard filing unless urgent

• A2. Obtain Federal EIN

  • Apply online at IRS.gov/ein
  • Required for: bank account, tax filings, hiring
  • Cost: FREE
  • Timeline: Immediate (online)
  • Tip: Complete immediately after LLC approval

• A3. Register for Virginia Taxes

  • Register via Virginia Tax Online Services (iReg)
  • Registers for: sales tax, withholding, unemployment
  • Cost: FREE
  • Timeline: 1-2 weeks
  • Tip: Even if no employees initially, register for future readiness

• A4. Open Business Bank Account

  • Requires: EIN, Articles of Organization, Operating Agreement
  • Keep business and personal finances separate
  • Cost: Varies by bank
  • Tip: Choose bank with good online business banking features

• A5. Evaluate Virginia Business License Need

  • Check with Loudoun County for local BPOL (Business, Professional, and Occupational License) requirements
  • Primary business is rent collection, which may be exempt
  • Contact Loudoun County Commissioner of the Revenue: (703) 777-0260
  • Cost: Varies by gross receipts
  • Tip: Confirm exemption in writing before opening

Phase A Completion Criteria

• LLC registered and in good standing
• EIN received
• Virginia tax registration complete
• Business bank account open
• BPOL license status confirmed

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Phase B: Site Due Diligence (Before Lease Commitment)

Purpose: Verify regulatory feasibility BEFORE committing to a lease.

Estimated Cost: ~$100-$300 (ZCU application) Timeline: ~4 weeks for ZCU approval

Critical Path Warning

Never sign a lease without zoning verification. Include ZCU contingency in LOI/lease to protect against zoning denial.

Checklist

• B1. Verify Parcel Zoning Classification

  • Look up property on Loudoun County GIS/LUN
  • Confirm zoning is C1, C2, C3, or C4 (commercial)
  • Cost: FREE (online lookup)
  • Tip: Screenshot zoning classification for records

• B2. Confirm "Personal Services" Permitted Use

  • Loudoun uses "permissive" zoning, so only listed uses are allowed
  • Verify "personal services," "beauty salon," or equivalent listed
  • Call Loudoun County Zoning if unclear: (703) 777-0246
  • Cost: FREE
  • Tip: Get written confirmation from county if any ambiguity

• B3. Verify Parking Compliance

  • Minimum requirement: 4-5 spaces per 1,000 sq ft (from Phase 4)
  • For 3,500 sf facility: 14-18 spaces minimum
  • Confirm property meets parking ratio
  • Cost: FREE (verify on site)
  • Tip: Count spaces during site visit — this is a hard constraint

• B4. Apply for Zoning Certificate of Use (ZCU)

  • Apply via Land Use Navigator (LUN) System
  • Select "Certificate of use - Commercial Business"
  • Submit BEFORE or concurrent with lease negotiation
  • Cost: TBD (verify current fee with county)
  • Timeline: ~4 weeks
  • Tip: Apply early — ZCU is required for Salon Permit

• B5. Include ZCU Contingency in LOI/Lease

  • Lease contingent on ZCU approval
  • Right to terminate if ZCU denied
  • Protect earnest money/deposits
  • Cost: Legal review recommended
  • Tip: Standard commercial lease protection — don't skip this

Phase B Completion Criteria

• Zoning classification verified (C1/C2/C3/C4)
• "Personal services" permitted use confirmed
• Parking compliance verified
• ZCU application submitted
• Lease contingency in place

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Phase C: Lease & Permits (Post-Lease Signing)

Purpose: Secure property and initiate permit process for build-out.

Estimated Cost: Varies by scope Timeline: 2-4 weeks for permit review

Checklist

• C1. Execute Lease with ZCU/Permit Contingencies

  • Confirm ZCU approval received (or contingency in place)
  • Include permit contingency for major modifications
  • Negotiate TI allowance and build-out timeline
  • Cost: Security deposit + first month (per lease terms)
  • Tip: Review lease with commercial real estate attorney

• C2. Engage Architect/Designer for Build-Out Plans

  • Required for permit application
  • Plans must show: layout, electrical, plumbing, HVAC, ADA compliance
  • Reference Phase 4 specifications for suite design
  • Cost: $2,000-$10,000 depending on scope
  • Tip: Find designer experienced with salon/spa build-outs

• C3. Apply for Tenant Improvement Permit

  • Submit via Land Use Navigator (LUN) System
  • Required even for "as-is" move-in (new tenant = new permit)
  • Include all build-out plans
  • Cost: Varies by project scope
  • Timeline: 2-4 weeks for review
  • Tip: Submit complete package to avoid review delays

• C4. Engage General Contractor

  • Obtain 3+ bids for build-out scope
  • Verify VA contractor license (DPOR Class A/B/C)
  • Confirm experience with commercial salon/spa projects
  • Cost: Per bid (budget $50-$100/sf for salon TI)
  • Tip: Check references and recent project photos

• C5. Order Long-Lead Equipment

  • Identify items with 6-12 week lead times
  • Salon chairs, shampoo bowls, cabinetry
  • Reference Phase 4 FF&E specifications
  • Cost: Per equipment budget
  • Tip: Order after permit approval to avoid restocking fees

Phase C Completion Criteria

• Lease executed
• Build-out plans complete
• Tenant Improvement Permit approved
• Contractor selected
• Long-lead equipment ordered

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Phase D: Build-Out & Inspections (Construction Period)

Purpose: Complete construction and pass all required inspections.

Estimated Cost: Included in TI budget Timeline: 8-16 weeks construction + 1-2 weeks inspections

Checklist

• D1. Construction Kickoff

  • Pre-construction meeting with contractor
  • Confirm permit posted on site
  • Establish inspection schedule
  • Timeline: Start after permit approval
  • Tip: Visit site weekly during construction

• D2. Install Fire Safety Equipment

  • Fire extinguishers per NFPA 10 (within 75 ft travel distance)
  • Mount with top no more than 5 ft from floor
  • Estimate: 8 extinguishers for 3,500 sf facility
  • Cost: $400-$600
  • Tip: Use ABC-rated extinguishers for general commercial use

• D3. Verify ADA Compliance

  • Reference Phase 4 ADA checklist
  • Accessible entrance, restroom, suite(s)
  • Clear floor space, turning radius requirements
  • Cost: Included in construction
  • Tip: ADA violations are costly to retrofit — get it right first time

• D4. Install Required Safety Systems

  • Exit signs (illuminated, battery backup)
  • Emergency lighting
  • Smoke/fire detection per code
  • Cost: Included in construction
  • Tip: Verify with Fire Marshal before final inspection

• D5. Schedule Fire Marshal Inspection

  • Required before Certificate of Occupancy
  • Inspector verifies: extinguishers, exits, signage, detection
  • Cost: Included in permit fees
  • Timeline: 1-2 weeks after construction complete
  • Tip: Do self-inspection first using Fire Marshal checklist

• D6. Obtain Certificate of Occupancy

  • Issued after all inspections pass
  • Confirms: zoning, safety codes, health codes
  • Required for Salon Permit application
  • Cost: Included in permit fees
  • Tip: Keep original C of O on file — you'll need it

• D7. Final Punch List

  • Walk through with contractor
  • Document any deficiencies
  • Confirm completion before final payment
  • Timeline: 1-3 days
  • Tip: Hold 10% retainage until punch list complete

Phase D Completion Criteria

• Construction complete
• Fire Marshal inspection passed
• All required inspections passed
• Certificate of Occupancy received
• Punch list complete

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Phase E: State Licensing (Pre-Opening)

Purpose: Obtain Salon Permit and complete final pre-opening requirements.

Estimated Cost: $225 + insurance Timeline: 2-4 weeks

Checklist

• E1. Prepare Salon Permit Application

  • Download application from Virginia DPOR (Board for Barbers and Cosmetology)
  • Gather required documents:
    • Zoning Certificate of Use (ZCU)
    • Certificate of Occupancy
    • Proof of insurance
  • Cost: FREE (preparation)
  • Tip: Review Virginia Administrative Code 18VAC41 before application

• E2. Submit Salon Permit Application

  • Submit to Virginia DPOR (Board for Barbers and Cosmetology)
  • Include application fee
  • Cost: $225
  • Timeline: 2-4 weeks for processing + inspection
  • Tip: Apply as soon as C of O received

• E3. Prepare for Board Pre-Opening Inspection

  • Review sanitation requirements (18VAC41-70)
  • Ensure each suite has:
    • Wet sanitizer with EPA-registered disinfectant
    • Closed dry cabinet for implements
    • Hot and cold running water
  • Post required notices (if any)
  • Cost: Supplies only
  • Tip: Do dry run inspection before Board visit

• E4. Pass Board Pre-Opening Inspection

  • Board member or inspector conducts inspection
  • Verify: sanitation, equipment, layout, safety
  • Inspector presents State-issued ID (verify credentials)
  • Timeline: Scheduled after application review
  • Tip: Have checklist ready to walk inspector through

• E5. Receive Salon Permit

  • Issued after successful inspection
  • Display prominently in facility
  • Timeline: 1-2 weeks after passing inspection
  • Tip: Make copies for records before posting

• E6. Obtain Facility Insurance

  • General liability: $1M-$2M
  • Property insurance: Replacement cost
  • Proof required before opening
  • Cost: $2,000-$7,000/year
  • Tip: Get quotes from multiple commercial brokers

• E7. Prepare Tenant Onboarding Documents

  • License verification form
  • Insurance verification form
  • Sanitation policy acknowledgment
  • Lease template with compliance clauses
  • Cost: Legal review recommended
  • Tip: Reference tenant-compliance.md for requirements

Phase E Completion Criteria

• Salon Permit received and posted
• Facility insurance in place
• Tenant onboarding documents ready
• Facility ready for first tenant move-in

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Critical Path Dependencies

Phase A (Entity) ──────────────────────────────────────────┐
                                                           │
Phase B (Site Due Diligence) ──► ZCU Approval ─────────────┤
                                       │                   │
                                       ▼                   │
Phase C (Lease & Permits) ──► TI Permit Approval ──────────┤
                                       │                   │
                                       ▼                   │
Phase D (Build-Out) ──► C of O ────────────────────────────┤
                            │                              │
                            ▼                              │
Phase E (State Licensing) ──► Salon Permit ──► OPEN ◄──────┘

Critical Path: ZCU → TI Permit → C of O → Salon Permit

Longest Lead Time: ZCU (~4 weeks) — start this as early as possible

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Tips for Avoiding Delays

1. Start ZCU early — 4-week timeline is the longest single item
2. Submit complete applications — Incomplete packages get rejected/delayed
3. Verify zoning BEFORE lease commitment — No amount of money fixes wrong zoning
4. Order long-lead equipment after permit approval — Avoid restocking fees
5. Self-inspect before official inspections — Fix issues on your timeline
6. Keep copies of everything — Permits, inspections, certificates
7. Build relationships with inspectors — They want you to pass
8. Budget 20% contingency — Unexpected items always arise

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Post-Opening Compliance

After opening, maintain ongoing compliance:

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Checklist synthesized from 05-RESEARCH.md. See research document and regulatory-requirements.md for source citations and additional detail.