Massage & Spa · Free Template · ~6 steps
Massage Therapy New Client Intake Procedure
Massage therapists who want a written intake procedure that prevents contraindication injuries.
Free SOP template — copy it, adapt it, or generate a custom version for your business in 5 minutes
Who it's for
Licensed massage therapist conducting a new client intake
When to run it
Every new client appointment
Before you start
- •Intake form and informed consent form available
- •Room set up before client arrives
The procedure
Step-by-step, in order. Each step has the action and the reason it matters.
- 1
Review health history before the session — not during
The intake form must be reviewed before the client enters the room. Contraindications (DVT, recent surgery, active infection, uncontrolled hypertension, certain skin conditions) require modification or referral. You cannot review a form while the client is on the table.
- 2
Contraindication screening — follow up on flagged items
If the intake shows red-flag items, ask follow-up questions: 'You indicated surgery — when and what type?' Recent surgery under 6 weeks is a contraindication. Document the follow-up answer.
- 3
Session goal setting with the client
Ask: is the goal relaxation, pain or tension relief, or specific area focus? Note it. A client who wants pain relief and gets a relaxation session will not rebook.
- 4
Draping and modesty policy confirmation before undressing
Before leaving the client to undress: confirm areas to work, that draping will be used throughout, and to undress to their comfort level. A 30-second conversation that prevents discomfort.
- 5
Pressure check within the first 5 minutes
Within the first 5 minutes: ask if pressure is correct. Do not wait until the end to hear 'it was too light the whole time.'
- 6
Rebook with a specific interval recommendation
Based on the presenting issue, recommend a follow-up interval: 'For ongoing shoulder tension, every 2-3 weeks.' Offer to book at checkout. Clients given a specific recommendation rebook at 3× the rate.
Verify when done
- ☐Health history reviewed before session begins
- ☐Contraindications addressed
- ☐Session goal documented
- ☐Pressure confirmed within first 5 minutes
- ☐Rebook offered with specific interval
Common mistakes
- ✕Reviewing intake while client is on the table
- ✕Not asking about recent surgeries
- ✕Skipping the pressure check within first 5 minutes
Trainer notes
Deep tissue work on a client with undiagnosed DVT that causes a clot to move is a lawsuit and a license review. When in doubt, work lighter or refer.
Common questions
Who should run the massage therapy new client intake procedure?
Licensed massage therapist conducting a new client intake
When should this massage & spa procedure be run?
Every new client appointment
How many steps does the massage therapy new client intake procedure have?
6 steps. The procedure starts with "Review health history before the session — not during" and ends with "Rebook with a specific interval recommendation". Each step in between has the action and the reason it matters.
What's the most common mistake when running this procedure?
Reviewing intake while client is on the table. Deep tissue work on a client with undiagnosed DVT that causes a clot to move is a lawsuit and a license review. When in doubt, work lighter or refer.
Can I get a custom version written for my massage & spa business?
Yes. TalkNDone generates a custom SOP from your voice or text description in about 5 minutes — written using your team's words, your equipment, and your specific procedure. $49 one-time, free preview before you pay, no subscription. Start at talkndone.com.
Tool comparison
Trainual is $300/month. TalkNDone is $49 per SOP, no subscription.
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