Chair and Prenatal Massage Intake Forms: What to Change

Start with a solid base

Every variant begins with the same foundation: contact details, an emergency contact where appropriate, health history, medications, areas to avoid, a consent statement and a signature. Our free massage intake form template covers these.

This guide is general information, not legal or medical advice. Forms, consent and scope-of-practice rules differ by state and profession. Follow your training and check what applies to you.

Chair massage intake forms

Chair massage is usually short, fully clothed and often done at events, offices or markets. A full table-style form is too long and slows the line. The goal is a quick screen and a clear consent.

• Keep it to a card or a half page. Name, phone or email if you want to follow up, and a signature.
• Use a short screening list. A few yes/no items for things that change what you can do in a chair: recent injury or surgery, pregnancy, blood pressure concerns, certain skin conditions, or anything the client wants you to avoid.
• Add a plain statement of what chair massage is. Clothed, seated, a set duration, and that the client can stop at any time.
• Include your contact details and a booking link. This is often the only thing a client takes away. Make it easy for them to book you for a full session.
• Handle volume. For events, consider a single sign-in sheet plus a short consent line, if your rules allow. Do not collect more personal data than you need.

Prenatal massage intake forms

Prenatal massage requires extra care in what you ask and how you document it. Many therapists take specific training for it. A prenatal form usually builds on the standard form with additional questions.

• Estimated due date and weeks of pregnancy. Record both so you can see at a glance how far along the client is.
• Pregnancy care provider. The name of the doctor or midwife, and whether the client is under their care. Some therapists ask for confirmation or a note from the provider before the first session. Follow your training and state rules on this.
• Questions about the current pregnancy. Whether the client has been told to avoid any activity, and any symptoms the client wants to mention. You are collecting information to decide whether and how to proceed, not to advise on the pregnancy.
• Positioning and comfort. Side-lying, semi-reclined or supported positions. Ask about comfort with each, and about any areas to avoid.
• Consent specific to prenatal work. The client understands you will follow prenatal techniques and positions, and may stop at any time.
• A referral note. Know when to say no and refer back to the client's care provider. Write it into your process.

A word of caution

We are not giving medical guidance. Which techniques are suitable during pregnancy, and which conditions need provider clearance, is a matter for your training and the client's health care provider.

Sports massage intake forms

Athletes bring a different set of details. Add questions about the sport and position, training schedule, upcoming events, areas of focus, and the type of session wanted (pre-event, post-event or maintenance). Add a line asking whether the client is working with another provider, such as a coach or physical therapist, and whether they are comfortable with you sharing session notes if they ask. See software for sports massage therapists.

Other variants worth knowing

• Mobile or outcall massage. Add the address, parking or access details, who will be home, and any pets. See mobile massage booking software.
• Couples massage. Each person completes their own form. Note any preferences for sharing the room.
• Minors. A parent or guardian completes and signs the form, and your rules may require them to be present.
• Corporate or event massage. The organizer may need a separate agreement, and each participant a short consent.

Keep every form short and relevant

The longer the form, the more likely clients are to rush or skip it. Cut anything you will not use. For each question, ask whether the answer would change what you do in the session. If not, remove it.

Mark required items clearly, and leave a line for anything else the client wants you to know.

Digital versus paper

Paper works for events and quick sessions. For regular clients, collecting the form before the first visit saves time and lets you review it in advance. Massage Stream includes client intake forms that go out before the first visit, and it handles booking and reminders in the same place.

Privacy and storage

Intake forms hold personal and health-related information. Collect only what you need, store paper securely, protect digital forms with strong access controls and follow the retention rules that apply to you. If you are unsure what applies, ask your state board or professional association.

Quick recap

The takeaway: keep one solid base form and adapt it. Chair massage needs a short screen and a clear consent. Prenatal massage needs extra questions about the pregnancy and the care provider named by the client, handled within your training and your state rules. Sports massage adds sport, schedule and goals. Whatever the variant, keep every question relevant, store the answers securely and review the form at least once a year.

Build a form library

Many practices keep one base form and a small set of add-on pages: prenatal, sports, couples, mobile and minors. At booking, send the base form plus the page that matches the service. This keeps each form short, and it keeps your questions relevant.

Review every form once a year. Remove questions you never use, add ones you wish you had asked, and check the consent wording against current requirements for your state and profession.

A final tip: test each form on a friend or a trusted regular client before you roll it out. Watch where they hesitate, which questions confuse them and what they skip. Those moments show you what to reword or remove, and a form that real people can finish in a few minutes is worth more than a thorough one they abandon.

Frequently asked questions