Pet Sitting Emergency Plan: What to Put in Writing Before a Stay

A pet sitting emergency plan should answer five questions in writing before the stay begins: who do you call first, which vet does the client use, how much can you spend, who is the backup, and what should you do if no one answers. Emergencies may be rare, but if one happens you will be stressed, so the decisions should already be made. A written plan also helps the client trust you with their pet.

This article is general guidance for independent sitters and dog walkers. It is not legal or veterinary advice, and the rules for authorizing care, liability, and insurance vary by location, so check what applies to your business.

Why should an emergency plan be in writing?

Verbal agreements get fuzzy, especially across a long trip. If a pet gets hurt or sick, the client may be on a plane or asleep in another time zone. A written plan lets you act on what the client already told you instead of guessing, and the client can see their wishes were recorded.

What contacts should the plan include?

Collect these at the meet-and-greet or in your intake form:

1. Client's primary phone and email, plus their travel dates and time zone
2. A backup contact, such as a relative or neighbor who can be reached if the client cannot
3. The regular vet. Name, address, phone number, and hours
4. A nearby emergency or after-hours clinic. Ask the client which one they prefer, and check the address yourself
5. A poison helpline. Ask the client's vet which one they recommend, and confirm the number and any fee on the service's own website, since details change. If you suspect the pet got into something harmful, call the vet or the helpline and follow what they tell you

What should the client authorize?

This is the part most worth agreeing on early. Ask the client:

• Do they authorize you to take the pet to the vet if you cannot reach them?
• Is there a spending limit before you must get approval?
• How will payment be handled? Some vets may require payment at the time of care.
• Are there any treatments they do not want, or any instructions for serious situations?
• Should you wait for their instructions or act, if the situation seems urgent?

Put the answers in writing and have the client confirm them by email or text. Rules about who can authorize veterinary care differ, and some clinics have their own requirements, so it helps to ask the vet ahead of time how they handle care for a sitter-brought pet.

What should you do in an actual emergency?

Keep the steps simple and written on one page.

1. Get yourself and the pet to safety. Do not take unnecessary risks.
2. Contact the vet or emergency clinic. Describe what you saw in plain terms.
3. Follow the professional's instructions. Do not try to diagnose or treat beyond basic first aid you are trained to give.
4. Contact the client. If you cannot reach them, try the backup contact and note each attempt.
5. Write down what happened. Include times, what you observed, who you spoke to, and what you did.
6. Follow up. Send the client a clear update once the pet is being cared for, and again when there is news.

First-aid training for pets is something some sitters find useful, and courses are offered by various organizations. Consider whether it makes sense for your business.

How should you write the message to the client?

Lead with the important fact, stay factual, and say what is happening next.

Quick but important update: at 3:40 pm, Luna was limping on her back left leg after our walk. I called your vet, and they asked me to bring her in. I am with her now and will send an update as soon as I hear from the vet. Please call me when you can.

The message has no guesses about the cause and no cheerful padding. If something happened during your visit, describe it as facts: what you saw, when, and what you did. Questions about fault or liability are for your insurer or an attorney, not for the text message.

What about non-medical emergencies?

Plan for the following too:

• Lost pet. Who you contact, what photos and microchip details you have, and how you will search
• Power outage or heat issues. Ask clients what to do if the home loses power or air conditioning
• Lockouts or key problems. A backup key holder, if the client has one

How often should you review the plan?

Before every stay. Contact details, vets, and medications change. A quick message such as "Are these still your vet and backup contact?" takes a minute.

Where does Pawstcard fit in?

Pawstcard is a pet sitting report card app we are building for independent sitters and dog walkers. It is for everyday updates, not emergencies: you take your visit photos, the app drafts a note in your voice, you review it, and your client receives a link with no app or account needed. It is not released yet, and it does not replace a clear emergency plan or a call to your vet.

If you would like to hear when early access opens, you can join the early access list.