Massage consultation form: free printable template (PDF)

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This template is general information, not medical or legal advice. Adapt it to your treatments, your insurer's requirements and any licence conditions in your area. When a client reports a condition you are unsure about, ask them to check with their doctor before the treatment.

The form

Client consultation form

Please complete before your first treatment. Your answers help your therapist treat you safely. All information is kept confidential.

1. Your details

Full name

Date of birth

Phone and email

Emergency contact (name and phone)

Doctor / GP (optional)

2. Health: do any of these apply to you now or recently?

Fever, infection or feeling unwell today
Recent surgery (last 6 months)
Blood clots / DVT, or on blood thinners
High or low blood pressure
Heart condition or pacemaker
Pregnancy (and how many weeks)
Skin conditions, rashes, cuts or bruises
Recent injury, sprain or fracture
Varicose veins
Cancer, or current cancer treatment
Diabetes
Epilepsy
Osteoporosis
Joint replacement or metal implants
Allergies (oils, nuts, latex, fragrance)
Back or neck problems
Headaches or migraines
Other condition or medication

If you ticked anything, please give details

Medication you take regularly

3. Your treatment

What would you like from the treatment (relaxation, tension, a specific area, sport or injury)?

Preferred pressure: light / medium / firm. Areas to avoid:

4. Consent

I confirm the information above is correct and I will tell my therapist if anything changes.
I consent to the salon keeping the health information on this form to provide safe treatment. I understand I can withdraw this consent and ask for the information to be deleted at any time.
(Optional) I would like to receive offers and news from the salon by email or text. I can unsubscribe at any time.

Client signature and date

5. Therapist notes (salon use)

Treatment given, oils used, observations, advice given

Therapist name, signature and date

Data controller: [salon name, address, email]. We keep this form for [period] after your last visit. You have the right to access, correct and delete your data and to complain to the data protection authority (UK: ICO; Ireland: Data Protection Commission).

How to use the form well

Before the first visit. Send the questions with the booking confirmation or have the client fill them in at the desk ten minutes early.
Read it with the client. A two-minute conversation catches what a tick box does not, such as how many weeks pregnant or which shoulder.
Separate the consents. Consent to keep health data is one tick box; marketing is a different, optional one. Never make treatment depend on marketing consent.
Store it securely. Lockable storage for paper, access only for therapists; on a digital system, staff accounts with roles.
Update it. Ask "anything changed since last time?" at every visit and note the answer.

Keep consultation notes on the client card instead of paper

In Rytuo the client's health notes and preferences sit on the client card next to their visit history, packages and vouchers, and the therapist sees the note with the booking in her app, for example "sensitive lower back" before a 19:00 couples massage. Staff accounts have roles (owner, manager, reception, therapist), and every change is recorded with who made it and when. See massage salon software or online booking.

Frequently asked questions

What is a massage consultation form?

A short questionnaire a client fills in before a first treatment (and updates when something changes). It records contact details, health conditions that may mean a treatment should be adapted or postponed, medication, allergies, the client's goals and pressure preferences, and the client's consent to the treatment and to the salon keeping this information.

Is a massage consultation form a legal requirement?

In most places no single law requires a specific form, but professional bodies and insurers commonly expect therapists to take and keep a client history before treating, and it is your best record if something goes wrong. Check what your insurer and any local licence conditions ask for. This page is general information, not legal advice.

Is health information on the form special category data?

Yes. Under the UK GDPR and the EU GDPR, information about a person's health is special category data. A salon needs a lawful basis and a separate condition to process it; for a private salon that is usually the client's explicit consent, given in clear words and recorded. Keep the forms secure, share them only with the therapists who need them, and keep them no longer than you need. The relevant articles of the UK GDPR are linked in the sources below; the ICO (UK) and the Data Protection Commission (Ireland) publish practical guidance.

How often should a client update the form?

At the first visit, then whenever their health, medication or pregnancy status changes. Many salons ask a quick "anything changed since last time?" at every visit and a full update once a year.

Can I keep consultation notes digitally?

Yes, and it is usually safer than paper in a folder at the desk. In Rytuo, health notes live on the client card, visible to staff who need them, and therapists see the relevant note with the booking in their app.

Is this form suitable for sports massage?

Yes. It covers the standard health questions; for sports massage add the client's sport, training load and the injury or area to focus on in the goals section.

Sources

UK GDPR Article 9: processing of special categories of personal data (legislation.gov.uk), checked 9 November 2026
UK GDPR Article 4(15): definition of data concerning health (legislation.gov.uk), checked 9 November 2026

Information checked on 9 November 2026. Rules and figures change; if something here is out of date, email [email protected] and we will correct it within 7 days.

Massage consultation form: free printable template.