Massage Intake Forms: What They Are and Why You Need Them
Last Updated: February 25, 2025
A new client arrives for a massage. They say they’re looking to relax after a stressful few weeks. You ask them to complete your massage intake form, and they are reluctant. With an eye roll, they take the clipboard and fill it out. Upon skimming the paperwork, you discover they had a major surgery recently. Getting a massage now could reopen wounds or cause further injury, you explain to the client. You postpone their massage for a few weeks to allow further healing.
That was a close call! Had you not known about your client’s surgery, you could have caused them real harm by continuing with the massage. Your intake form saved the day and helped make your massage client more comfortable.
In this article, we talk more about what a massage intake form is, what information it includes, and how to collect them from your clients.
What’s a massage intake form?
Massage therapy intake forms are questionnaires about your clients’ health history, areas of concern, and massage goals or preferences. By asking each client to complete an intake form prior to their service, you:
- Ensure their safety.
- Avoid using techniques that might be contraindicated.
- Provide a more personalized and effective massage experience.
What information does a client intake form gather?
There’s no sense in giving out massage intake forms for the sake of paperwork. (Ick!) Your consultation forms should collect purposeful information.
What should be on a massage intake form? What should a client intake form ask about? Use it to gather data such as:
- Your client’s basic identifying and contact information.
- Any pain points or contraindications your client is currently experiencing, including injuries, allergies, and medications.
- A basic medical history of conditions that might impact their massage therapy session.
- A rundown of their past massage experience.
- Information about what your client likes and wants from their massage, like their desired pressure level and where they want your massage to focus.
Pen and paper or digital? Which is better?
The most important part of a massage intake form is that every client completes one prior to treatment. So if you’re old school and want to hand them a clipboard with a print-out, do it. Just know there are some benefits to having digital massage paperwork:
- Most clients prefer to complete digital forms rather than paper ones.
- Clients can access digital forms prior to the appointment.
- Clients often complete digital forms faster.
- Digital forms more accurate.
How often should clients complete a massage intake form?
Most experts agree new clients should always complete an intake form prior to their first appointment. Returning clients should update their forms annually.
However, even if it hasn’t been a year, routinely ask your clients if they’ve had any health changes since their last appointment. Clients may not think to tell you they threw out their back while moving furniture or recently discovered they’re pregnant until you ask. Requiring clients to review their intake form and update it with any changes at every appointment, while not a have-to, isn’t a bad thing.
Your state might have more rules mandating how often clients should fill out consultation documents. Be sure to check out your state’s licensing and regulations to be compliant.
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