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Client Intake Form

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Client Intake Form & Health Release Form

Personal Information

Massage Experience

Have you had a professional massage before?

Current Health

Do you exercise regularly and/or participate in any sports?

Do you perform any repetitive movement in your work, sports or hobby?

Do you sit for long hours at a workstation, computer or driving?

Do you experience stress in your work, family, or other aspect of your life?

Are you experiencing tension, stiffness, discomfort or pain?

Have you recently had an injury, surgery, or areas of inflammation?

Do you have sensitive skin?

Do you have any allergies to oils, lotions or ointments?

Health History

Musculoskeletal

Circulatory

Respiratory

Nervous System

Reproductive

Skin

Digestive

Psychological

Other

Any other medical condition(s) not listed:

Please explain any of the conditions that you have marked above:

Client Agreement

It is my choice to receive massage therapy. I am aware of the benefits and risks of massage and give my consent for massage. I understand that there is no implied or stated guarantee of success of effectiveness of individual techniques or series of appointments. I acknowledge that massage therapy is not a substitute for medical care, medical examination or diagnosis. I have stated all medical conditions that I am aware of and will inform my practitioner of any changes in my health status. I understand that the american massage therapy association® has provided this form as a reference and is not held liable for any services provided.

Insurance Information

Is your condition the result of an auto accident?

What type of insurance do you have that may cover you for this condition? (check all that apply)

Was a police/accident report filed?

Client's relation to insured?

Secondary Insurance Information

Has an attorney been retained?

Assignment of Benefits

I am responsible for all charges for all service provided. In the unfortunate event that my insurance company denies payment, or makes a partial payment, I am responsible for any balance due. If you, my massage therapist, have contracted with my insurance company at a discount rate for services, the amount remaining will be waived and I will not be asked to pay the balance. I authorize and direct payment of medical benefits to my massage therapist, for services billed.

Release of Medical Records

I authorize the release of medical records or other health care information, including intake forms, chart notes, reports, correspondence, billing statements, and other written information to my attorneys, healthcare providers, and insurance case managers, for the purposes of processing my claims.

(Please inform your practitioner immediately upon signing any exclusive Release of Medical Records with your attorney that may impact the above release statement.)

Contract for Care

I will participate fully as a member of my healthcare team. I will make sound choices regarding my sessions' plan based upon the information provided by my massage therapist. I agree to participate in my own self-care programs and adhere to the plan we select. I agree to communicate with my practitioner any time I feel my well-being is being compromised. I expect my practitioner to provide safe and effective treatment to the best of his or her skills and knowledge.

This form was created as a resource by the american massage therapy association® and they are not held liable for any services provided.

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What the Client Intake Form Is and when it's used

A Client Intake Form is a standardized document used to collect essential information about a new or existing client, including identity, contact details, scope of services, billing information, and any authorizations needed to proceed. Organizations use intake forms to start a relationship, run identity or background checks, evaluate conflicts of interest, and capture consent for data handling. For electronic workflows the form can be delivered and signed online under federal ESIGN rules and state UETA/ESRA frameworks, then stored securely for regulatory and recordkeeping purposes without requiring paper.

Why a clear Client Intake Form matters

A well-designed intake form reduces onboarding time, lowers data-entry errors, and creates a single source of truth for client details and consents, supporting compliance and auditability.

Why a clear Client Intake Form matters

Which teams commonly use a Client Intake Form

Organizations across practice areas rely on intake forms to gather client facts, confirm identity, and document permissions before work begins.

  • Small and mid-size law firms: Use standardized forms to capture client name, conflict checks, retainer terms, and fee authorization for billing setup.
  • Healthcare providers and clinics: Collect patient contact, insurance, and consent language while meeting HIPAA privacy requirements and audit needs.
  • Real estate and brokerage teams: Gather buyer/seller details, property-specific disclosures, and agent authorization to proceed with offers and leases.

Tailor the form fields and authentication level to each audience to balance ease of completion with legal and industry requirements.

Essential sections to include in a professional Client Intake Form

A complete intake form groups data into logical sections to speed review and ensure nothing critical is omitted during onboarding.

Client Identity

Legal name, any DBAs, date of birth or EIN where relevant, and primary government-issued ID details to verify identity and match records.

Contact Details

Street address, mailing address, primary email, primary phone, and preferred billing or delivery method to ensure accurate communications.

Scope of Work

Concise description of requested services, deliverables, start date, expected duration, and any service-level expectations or exclusions.

Billing & Payment

Billing entity, tax ID or SSN where required, invoicing preference, payment terms, and any initial retainer or deposit instructions.

Authorizations & Consents

Explicit consent for privacy rules, background checks, credit checks, and data-sharing permissions; include consumer-facing ESIGN disclosure when needed.

Signatures & Verification

Signature block, date, printed name, and signer role; note if notarization, witness, or enhanced identity verification is required by law or policy.

Required data fields commonly captured

Full legal name: Exact name as ID
Contact address: Street, city, state, ZIP
Email address: Primary contact email
Phone number: Mobile or landline
Tax identifier: SSN or EIN when required
Consent checkbox: Record of electronic consent

Step-by-step: completing the Client Intake Form

Follow a consistent sequence to reduce errors and ensure required verifications are completed before services start.

  • 01
    Collect basics: Enter full legal name, current address, email, and phone.
  • 02
    Confirm identity: Compare provided ID to name and date of birth.
  • 03
    Obtain consents: Record required privacy, credit, or background-check authorizations.
  • 04
    Sign and store: Capture signature, date the form, and save securely.

Configuring an online intake workflow

Set up fields, authentication, and routing to match your compliance and operational needs before sending the form to clients.

Field | Configuration Input type | Validation rules
Signer authentication Email + optional SMS code
Required fields Mark critical fields mandatory
Conditional logic Show fields based on responses
Routing Automatic send to reviewer

Digital signing and delivery considerations

Choose authentication, storage, and integration settings that meet legal and industry obligations when you e-sign or e-submit intake forms.

  • Authentication: Email, SMS, or KBA
  • Storage: Encrypted at rest
  • Integrations: CRM and cloud

Typical eSubmission flow for an intake form

A predictable digital workflow reduces signer friction and preserves an auditable record of each step.

  • Upload document: Sender uploads the intake form template to the platform.
  • Place fields: Insert name, date, signature, and conditional fields for dynamic capture.
  • Send to signer: Deliver via email link or secure signing portal.
  • Capture audit trail: Platform records timestamps, IP, and actions for compliance.

Timeframes and expectations for intake processing

Establish internal SLAs for completion, verification, and storage to avoid service delays and meet legal obligations.

Initial completion:

Request the completed intake within 48 hours of engagement.

Identity verification:

Complete ID checks within three business days of receiving documents.

I-9 verification:

When applicable, complete Section 2 within three business days of hire (8 CFR §274a.2).

Tax documentation:

Provide W-9 upon payer request to avoid backup withholding.

Record availability:

Ensure signed copies are retrievable for audits and disputes promptly.

Common mistakes to avoid when preparing intake forms

  • Mismatched names or missing suffixes that fail identity checks and delay onboarding.
  • Failing to obtain explicit electronic consent or the ESIGN consumer disclosure when required for consumer-facing records.
  • Using weak or inconsistent signer authentication that undermines attribution and increases repudiation risk.
  • Storing signed forms without encryption or audit trail, complicating compliance and breach response.

Key legal and financial risks tied to incorrect intake data

1099 Penalties: IRC §6721 fines: $60–$330/form
Backup withholding: 24% withholding for missing TIN
I-9 Violations: $281–$2,789 per violation
HIPAA Breach: Civil penalties and corrective action
Contract disputes: Invalid signatures risk unenforceability
Privacy fines: State-level penalties may apply

Real-world examples of intake form improvements

Organizations across sectors updated intake processes to reduce friction, improve accuracy, and create auditable records.

Optica Ventures (COO)

Optica standardized online intake to simplify onboarding for clients and staff.

  • The interface remained straightforward for external users.
  • As a result, the team reduced back-and-forth clarifications and sped engagement start times while maintaining consistent recordkeeping.

Martin Properties (Founder)

Martin Properties moved lease intake online to eliminate paper signatures.

  • They used mobile-capable forms for field agents.
  • This allowed agents to complete tenant intake remotely, maintain compliance, and return signed forms faster without in-person meetings.

Comparison: eSignature vendor pricing and capabilities

A brief vendor comparison focused on starter pricing and common capability distinctions; signNow is shown first per the comparison format.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day trial Yes Yes Yes Yes
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/yr No cap No cap No cap

Frequently asked questions about Client Intake Forms

Answers to common operational and legal questions about completing, signing, and storing intake forms in U.S. contexts.


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