Welcome Packet

Welcome Letter

Dear [TENANT NAME],

Congratulations on joining the Luxa Salon Suites family! We are thrilled to welcome you to your new professional home in South Riding, VA.

At Luxa Salon Suites, we believe that independent beauty professionals deserve more than just space - they deserve a true partner in their success. As an owner-operated facility, I am personally invested in creating an environment where you and your business can thrive.

Unlike large franchise operations, you'll always have direct access to me as the owner. Whether you need help with a maintenance issue, have questions about your lease, or just want to share feedback about how we can improve, I'm here for you. This owner-operated concierge approach means faster responses, personal attention, and someone who genuinely cares about your success.

Your talent and hard work have brought you this far. We're honored to provide the professional setting that will help take you to the next level.

Welcome to Luxa. Let's build something great together.

[OWNER NAME] Owner, Luxa Salon Suites [PHONE] [EMAIL]

---

Section 1: Your Suite

Suite Details

What's Included in Your Rent

Your all-inclusive rent covers:

What's NOT Included

You are responsible for providing:

---

Section 2: Building Access

Access System Overview

Access Policies

Building Hours:

• Tenants: 24/7 access - work whenever suits your schedule
• Clients: [HOURS] or by appointment

Guest/Client Access:

• Clients should wait in the lobby if they arrive early
• Escort clients directly to your suite
• Clients should remain in your suite or lobby area
• No unattended minor children in common areas

Lost Key/Credential Replacement:

• Report lost credentials immediately to [PHONE]
• Replacement fee: $50
• Lost credentials will be deactivated for building security

Security Notes:

• Security cameras in common areas only (not in suites)
• Do not share your access code with anyone
• Ensure suite door is locked when you leave
• Report any security concerns immediately

---

Section 3: Common Areas

Reception / Waiting Area

Break Room

Break Room Etiquette:

• Clean up after yourself - wash your dishes
• Label personal items in refrigerator with name and date
• Dispose of expired food weekly
• Keep table and counter areas clean
• No client use of break room

Laundry Room

Laundry Etiquette:

• Remove items within 30 minutes of completion
• Clean lint trap after each dryer use
• Report any equipment issues immediately
• Professional linens only (no personal laundry)

Restrooms

Parking

Parking Notes:

• Please use designated tenant spaces
• Direct clients to client parking areas
• No overnight vehicle storage without approval
• Keep handicap spaces clear for those who need them

---

Section 4: Important Contacts

Primary Contacts

Emergency Numbers

Building Emergency Procedures

Fire:

1. Evacuate immediately via nearest exit
2. Do not use elevators
3. Call 911 once safely outside
4. Meet at designated assembly area: [LOCATION]
5. Do not re-enter until cleared by fire department

Medical Emergency:

1. Call 911
2. Provide first aid if trained
3. Do not move injured person unless danger
4. Contact owner/manager after emergency services arrive

Security Concern:

1. If immediate danger, call 911
2. If non-emergency, contact owner/manager
3. Document incident details

---

Section 5: Key Policies Summary

Rent Payment

Payment Options:

• Preferred: Auto-pay via [PLATFORM] - set it and forget it
• Check: Mail to [ADDRESS] or drop in office
• Online: [WEBSITE/PORTAL]

Maintenance Requests

How to Submit:

1. Preferred: [PLATFORM/APP/EMAIL]
2. Alternative: Text or call [PHONE]
3. Emergency: Call [EMERGENCY PHONE] immediately

Response Times:

Your Responsibility:

• Suite interior cleanliness
• Personal equipment maintenance
• Minor items (lightbulbs in your fixtures)
• Damage caused by you or your clients

Our Responsibility:

• Building systems (HVAC, plumbing, electrical)
• Common area maintenance
• Structural repairs
• Security system

Building Rules

Quiet Hours: [HOURS, if any]

Guest Policy:

• Clients must remain in your suite or lobby
• No unattended children
• Escort guests in common areas

Suite Conduct:

• Maintain suite in clean, professional condition
• No smoking or illegal substances
• Respect neighboring tenants (noise levels)
• No subletting

---

Section 6: Compliance Reminders

Your Professional License

Requirement: You must maintain a valid Virginia cosmetology/esthetician/nail technician/massage license throughout your tenancy.

Our Commitment:

• We will remind you 60 days before your license expires
• We track your expiration date in our system

Your Responsibility:

• Complete continuing education (6 hours per renewal cycle as of Jan 2026)
• Renew on time through Virginia DPOR
• Provide us with a copy of your renewed license

Virginia DPOR License Lookup: https://www.dpor.virginia.gov/LicenseLookup

Your Insurance

Requirement: You must maintain required insurance coverage throughout your tenancy.

• Professional Liability: $1,000,000 per occurrence
• General Liability: $1,000,000 per occurrence / $2,000,000 aggregate
• Luxa Salon Suites named as Additional Insured

Our Commitment:

• We will remind you 60 days before your policy expires
• We track your expiration date in our system

Your Responsibility:

• Keep policy current
• Notify us immediately if coverage changes
• Provide updated COI upon renewal

Sanitation Compliance

As a licensed professional, you are required to follow Virginia sanitation regulations (18VAC41-70).

Key Requirements:

• Maintain wet sanitizer with EPA-registered disinfectant
• Follow proper wash-disinfect-store protocol for implements
• Use single-use items only once (neck dusters, sponges, etc.)
• Maintain clean, washable garments
• Wash hands before attending each client

You signed a sanitation acknowledgment at move-in. Keep it for your records.

Your Independence

You Control Your Business:

• Set your own prices
• Choose your own products
• Set your own schedule
• Manage your own clients
• Market yourself as you choose

We respect your independence as an independent contractor. We provide the space and support; you run your business your way.

---

Section 7: Getting Help

Maintenance Issues

Lease or Policy Questions

Contact [OWNER NAME] at [EMAIL] or [PHONE].

Office hours: [HOURS]

For urgent matters outside office hours, text [PHONE].

Suggestions and Feedback

We're always looking to improve! If you have ideas for how we can make Luxa better:

• Email: [EMAIL]
• In person: Stop by the office
• Anonymous: [METHOD if available]

Your feedback matters. We're owner-operated because we believe personal attention makes a difference.

Community Events

[OPTIONAL: Information about tenant events, networking opportunities, etc.]

We believe in building community among our tenants. Look for announcements about:

• Tenant meetups
• Continuing education opportunities
• Holiday gatherings
• Professional networking events

---

Quick Reference Card

Tear out or photograph this page for easy reference

---

TRIVAL SALON SUITES - QUICK REFERENCE

---

EMERGENCY CONTACTS

---

MAINTENANCE REQUEST

Preferred: [PLATFORM/EMAIL] Text/Call: [PHONE] Emergency Only: [PHONE]

---

IMPORTANT REMINDERS

• License expiration: _____________
• Insurance expiration: _____________
• Rent auto-pay set up: [ ] Yes [ ] No

---

Keep this card in your suite for quick reference.

---

Appendix: Document Checklist

Confirm you received the following at move-in:

Missing anything? Contact [OWNER NAME] at [PHONE] or [EMAIL].

---

Welcome Checklist

Complete within your first week:

• Test building access (try your code/key after hours)
• Test suite door lock
• Verify Wi-Fi connectivity
• Locate fire exits nearest your suite
• Find laundry room and test equipment
• Find break room
• Locate restrooms
• Set up rent auto-pay (if desired)
• Add owner contact to your phone
• Schedule first client!

---

Welcome to the Luxa family!

We're here to support your success. Don't hesitate to reach out with questions.

---

This document is part of Luxa Salon Suites tenant onboarding system. Phase 10: Operations Design - Tenant Onboarding Document Version: 1.0 | Date: 2026-01-18