What Information Should a Pet Sitter Collect From Pet Parents?
A pet sitter's intake list: the details to collect from pet parents before a job, how to store them, and what to keep out of your records.
Before the first visit, a pet sitter should have the pet's routine, health and medication details, emergency contacts, home access instructions, and the client's update preferences, all in one written place. If you ever have to look something up in a hurry, such as the vet's phone number or which door the dog uses, you do not want to scroll through months of text messages. A one-page profile for each pet solves that.
This guide lists what to collect, how to organize it, and what to leave out.
Why use a written intake sheet instead of relying on memory?
Memory may be enough for one client, but it gets unreliable with ten, especially during busy periods. A written sheet also helps both sides: the client can see you captured their instructions, and you have a reference for what you were asked to do.
You can collect the information by form, email, or in person at the meet-and-greet. What matters is that it ends up in one document per pet, and that the client has a chance to confirm it.
What should the pet profile include?
Group the details so they are easy to scan.
Basics
- Name, species, breed or type, approximate age
- Microchip status, if the client wants to share it
- Photos you can use to recognize the pet (helpful for dogs who look alike)
Daily routine
- Food type, amount, and times
- Water and treat rules
- Walk length, route, and equipment
- Potty habits and where the pet goes
- Sleeping spots and bedtime routine
Health and care
- Medication names, doses, and timing, as the client provides them
- Allergies, past injuries, or things to watch for
- Vet clinic name, phone number, and address
- Whether the client has authorized you to seek care and any spending limit they set
Behavior notes
- Fears and triggers
- Known escape habits
- How the pet gets along with other animals and strangers
- Commands the pet knows
Home and access
- Key, lockbox, or door code arrangements
- Alarm instructions
- Where supplies, waste bags, and cleaning items are kept
- Parking and building rules, if relevant
Contacts
- The client's phone and email while they are away
- A backup person who can be reached
- Travel dates and time zone, if the client is traveling
Communication preferences
- How often the client wants updates
- How many photos
- Whether they want a message for routine visits or only when something changes
How should you handle medication information?
Write it down exactly as the client gives it to you, and read it back to them. Do not adjust a dose or timing on your own. If the instructions are unclear, ask. If you notice a change in how the pet responds to a medication, tell the client and suggest contacting their vet.
How do you keep the information accurate?
Pets change. A dog starts a new food, a cat develops a preference, a key code is updated. Build a small habit:
- Review the sheet before each stay. Send the client a short message: "Anything changed since last time?"
- Date your updates. Add a note when you change something, so you know what is current.
- Keep one version. Multiple copies across your phone, email, and a notebook make errors more likely.
What should you avoid collecting or storing?
Collect what the job requires, and not more.
- Payment card numbers in your notes. Use a payment method designed for that purpose.
- Alarm codes in plain, unprotected text. Use a password-protected notes app or a locked notebook, and ask yourself whether you need the code written down at all.
- Personal details unrelated to the job. Keep the sheet focused on the animal and the access.
- Photos of the home's interior that you do not need.
Privacy rules differ by location and business type. If you are unsure what applies to you, check with a local business resource or an attorney.
How do you store it so you can find it quickly?
Name each file with the client and pet, such as "Rivera - Luna". Keep the profile on your phone, since you will need it at the door, and protect that phone with a passcode. If you share a business with a partner or assistant, agree on who can see what.
Where does Pawstcard fit in?
Pawstcard is a pet sitting report card app we are building for independent sitters and dog walkers. It is meant for the other end of the job: after the visit, you take your photos, the app drafts a note in your voice, you review it, and your client gets a link that needs no app or account. It is not released yet, and it does not replace a careful intake sheet.
If you would like to hear when early access opens, you can join the early access list.