Essential Client Agreements
Comprehensive Boarding Contract
A well-crafted boarding contract forms the legal foundation of your pet care service, outlining all terms, conditions, responsibilities, and expectations between your facility and the pet owner. This essential document should detail the scope of services, pricing structure, facility policies, and emergency procedures and clearly define both parties' rights and obligations throughout the boarding period.
The boarding contract serves as the foundation of your client relationship and should clearly outline all terms and conditions of service. This document must include:
Duration of stay and specific check-in/check-out times
Services included in standard boarding fees
Additional services available and associated costs
Pet owner responsibilities and requirements
Facility policies and procedures
Emergency protocols and authorization
Payment terms and methods accepted
Service Pricing Agreement
Your service pricing agreement should transparently communicate all costs associated with pet boarding services, including standard daily rates, premium accommodation options, additional services like grooming or extra playtime, holiday surcharges, multi-pet discounts, and any other potential fees or special pricing considerations that may apply during the pet's stay.
Create a detailed pricing structure that covers:
Standard boarding rates (daily/weekly/monthly)
Premium accommodation options
Additional services (grooming, extra playtime, special meals)
Holiday and peak season rates
Multi-pet discounts
Extended stay rates
Early drop-off or late pickup fees
Cancellation Policy
A clear cancellation policy protects your business by establishing specific timeframes for cancellation notices, detailing refund eligibility, and outlining special conditions for peak seasons or holidays. It also provides fair options for clients who need to modify their boarding arrangements due to unforeseen circumstances.
Establish clear guidelines regarding:
Notice period required for cancellations
Refund eligibility and amounts
Holiday season cancellation terms
No-show policies
Booking deposit requirements
Rescheduling options
Emergency cancellation considerations
Photo/Video Release Form
The photo and video release form grants your facility permission to capture and use images or videos of pets in your care for marketing purposes, social media content, and promotional materials while respecting client privacy preferences and establishing clear guidelines for this content.
Protect your marketing rights with a release that covers the following:
Permission to photograph/video pets during their stay
Usage rights for social media content
Marketing material usage authorization
Website content permissions
Opt-out options for clients
Specification of platforms where content may appear
Duration of usage rights
Liability Waiver
A comprehensive liability waiver protects your business by clearly outlining the inherent risks of pet boarding and establishing that pet owners understand and accept these risks, including potential injuries from pet interactions, pre-existing conditions, and emergencies that may arise during the boarding period.
Include comprehensive protection covering:
General liability release
Injury or illness during the stay
Pet-to-pet interactions
Property damage
Pre-existing conditions
Emergency medical decisions
Transportation-related incidents
Medical Documentation
Emergency Medical Authorization
This critical document gives your facility legal permission to seek emergency veterinary care for pets in your custody, specifying approved treatment cost limits, preferred veterinary providers, and clear guidelines for making medical decisions when owners cannot be immediately reached. This crucial document should detail:
Permission to seek emergency care
Preferred veterinary clinic
Maximum authorized treatment cost
Alternative contact information
Specific treatment preferences or restrictions
Euthanasia authorization guidelines
Payment responsibility for medical services
Veterinary Release Form
The veterinary release form authorizes your facility to access and share a pet's medical records with veterinary providers, ensuring crucial health information is available when needed and establishing clear communication channels between your facility, the pet's regular veterinarian, and any emergency care providers. Obtain detailed information, including:
Current veterinarian contact information
Medical history access authorization
Permission to consult with a veterinarian
Authorization to share medical information
Preferred emergency clinic options
Special medical considerations
Previous surgical history
Medication Administration Log
A detailed medication administration log tracks all medicines given to pets in your care, including dosages, timing, administration methods, and staff verification, ensuring accurate and consistent medication delivery while maintaining a clear record for legal and safety purposes.
Create a detailed system for tracking:
Medication names and dosages
Administration schedule
Method of administration
Storage requirements
Side effects to monitor
Start/end dates for medication
Staff administration verification
Vaccination Requirements Form
This form clearly outlines mandatory vaccinations required for boarding, including specific vaccines, timing requirements, documentation needs, and any exemption policies, helping maintain a healthy environment for all pets in your facility while reducing liability risks.
Clearly outline mandatory vaccinations:
Required core vaccinations
Vaccination schedule requirements
Proof of vaccination documentation
Titer test acceptability
Exemption policies
Updating requirements
Deadline for submission
Health History Form
A comprehensive health history form captures essential information about each pet's medical background, including chronic conditions, previous surgeries, allergies, medications, and dietary restrictions, enabling your staff to provide appropriate care and respond effectively to any health concerns that arise. Gather comprehensive health information:
Chronic conditions
Previous surgeries
Allergies and sensitivities
Current medications
Dietary restrictions
Exercise limitations
Recent health changes
Pet Information Forms
Detailed Pet Profile
A thorough pet profile compiles essential information about each animal, including identification details, physical characteristics, microchip information, personality traits, and special needs, providing staff with a complete picture of each pet's unique characteristics and requirements. Collect essential information, including:
Basic identification details
Physical description
Microchip information
Training Level
Socialization preferences
Special needs or accommodations
Personality traits
Behavioral Assessment
The behavioral assessment documents a pet's temperament, social preferences, anxiety triggers, and training level, helping staff understand how to safely interact with each animal and manage group dynamics within the facility. Document important behavioral traits:
Temperament with humans
Interaction with other animals
Anxiety triggers
Aggression history
Escape tendencies
Toy preferences
Training commands known
Feeding Schedule
A detailed feeding schedule outlines each pet's dietary requirements, including food type, portion sizes, feeding times, and special instructions, ensuring consistent and appropriate nutrition during their stay. Record specific dietary needs:
Type and brand of food
Portion sizes
Feeding times
Food allergies
Treats allowed
Feeding restrictions
Special preparation instructions
Exercise Requirements
The exercise requirements documentation specifies each pet's activity needs, preferred exercise types, energy level, and any physical limitations, helping staff provide appropriate physical activity and enrichment during the boarding period. Detail physical activity needs:
Exercise frequency
Duration of activities
Preferred activities
Physical limitations
Energy level
Playtime preferences
Weather restrictions
Grooming Preferences
This form records specific grooming needs and preferences, including brushing frequency, bathing requirements, product sensitivities, and special handling instructions, ensuring proper maintenance of each pet's hygiene and appearance during their stay. Document grooming specifications such as:
Brushing frequency
Bathing preferences
Nail trim requirements
Ear cleaning needs
Specific products to use/avoid
Professional grooming schedule
Special handling instructions
Daily Operations Documents
Check-in/Check-out Forms
These essential forms document pet transitions, requiring staff to record the pet's physical condition, existing health concerns, and a complete inventory of personal items. Here are some essentials to consider in building your forms to protect the business from any potential disputes in the future:
Arrival condition assessment
Belongings inventory
Special instructions review
Departure condition evaluation
Item return verification
Service satisfaction feedback
Follow-up booking opportunities
Daily Care Log
The daily care log comprehensively records each pet's experience, tracking feeding times, bathroom breaks, play sessions, rest periods, behavioral observations, and social interactions. Track your daily activities, including the following items:
Feeding times and amounts
Bathroom breaks
Exercise sessions
Behavior observations
Sleep patterns
Social interactions
General wellbeing indicators
Feeding Record
A detailed feeding record tracks food and water consumption patterns, serving as both a health monitoring tool and a communication device between staff and pet owners. Monitor food intake carefully with the following checklist:
Meal times
Amount consumed
Water intake
Appetite changes
Treats given
Food acceptance
Dietary concerns
Medication Administration Record
This critical medical document tracks all aspects of medication administration, including exact times, amounts, methods, and staff responsibility for each dose. Maintain detailed medication tracking:
Medicine details
Administration times
Staff initials
Missed doses
Resistance to medication
Side effects observed
Storage conditions maintained
Exercise/Activity Log
The exercise log records all physical and mental stimulation activities, including duration, intensity, and types of exercise provided. Here’s a checklist to consider for documenting your boarders’ physical activity:
Type of exercise
Duration
Energy level
Social interaction
Weather conditions
Physical limitations observed
Behavioral responses
Incident Report Form
The incident report form documents unusual events or concerns, including each incident's timing, location, and circumstances. Record any unusual events:
Nature of incident
Time and location
Pets/people involved
Actions taken
Witness statements
Follow-up required
Prevention measures
Business Protection Documents
Abandonment Policy
An abandonment policy clearly defines the procedures and timelines for handling abandoned pets, including communication attempts, legal obligations, and ultimate disposition procedures. This policy protects your business while ensuring the ethical treatment of abandoned animals.
Late Pick-up Agreement
The late pick-up agreement establishes clear policies regarding delayed pet collection, including additional fees, extended care requirements, and procedures for handling repeated late pickups, maintaining operational efficiency while providing flexibility for clients.
Property Damage Policy
A comprehensive property damage policy outlines procedures for documenting and addressing damage caused by pets during their stay, including assessment methods, repair procedures, and payment responsibilities.
Service Rate Sheet
The service rate sheet provides a comprehensive overview of all service prices, including standard boarding rates, additional services, holiday pricing, and any available discounts or packages. Thus, it ensures transparent communication about costs.
Holiday Policy
A holiday policy defines special procedures, rates, and requirements for peak periods and holidays, including booking deadlines, cancellation terms, and additional services available during these high-demand times.
Staff Documentation
Staff Training Records
Maintain comprehensive records of all staff training activities, certifications, and professional development, documenting competency in essential skills and ongoing education to ensure high-quality pet care.
Standard Operating Procedures
Clear, detailed standard operating procedures guide staff in daily operations, from basic care routines to emergency responses. These procedures ensure consistent, high-quality service delivery across all shifts and staff members.
Emergency Protocol Guide
The emergency protocol guide provides step-by-step instructions for handling various emergencies, including medical crises, natural disasters, and facility emergencies, ensuring quick and appropriate staff responses.
Communication Log Template
A structured communication log facilitates clear information sharing between staff members, tracking client communications, special instructions, and important updates to ensure consistent care delivery.
Shift Handover Form
The shift handover form ensures smooth transitions between staff shifts by documenting essential information about each pet's status, special needs, and any pending tasks or concerns requiring attention.
Emergency Preparedness
Emergency Contact List
Maintain a comprehensive, regularly updated list of emergency contacts, including veterinarians, pet owners, staff members, and emergency services, ensuring quick access to necessary resources during urgent situations.
Evacuation Plan
A detailed evacuation plan outlines procedures for safely moving all animals from the facility during emergencies, including transportation methods, safe locations, and reunion procedures with owners.
First Aid Protocol
Clear first aid protocols guide staff in handling common pet emergencies and injuries, including step-by-step procedures, equipment locations, and documentation requirements.
Incident Report Template
A standardized incident report template ensures thorough documentation of any accidents, injuries, or unusual events, including necessary details for insurance, legal protection, and process improvement.
Emergency Vet Information
Maintain detailed information about emergency veterinary services, including location, contact information, preferred payment methods, and special arrangements for after-hours care.
Record Keeping
Client Database Template
A well-organized client database stores comprehensive information about pets and their owners, including contact details, service history, preferences, and special notes, facilitating efficient service delivery and communication.
Payment Records System
Implement a robust payment tracking system that records all financial transactions accurately, including services rendered, payments received, outstanding balances, and refund history.
Vaccination Tracking System
A systematic approach to tracking and managing vaccination records ensures all boarding pets meet health requirements, with clear procedures for documentation, updates, and reminder notifications.
Document Retention Policy
Establish clear guidelines for maintaining, storing, and disposing of business records, ensuring compliance with legal requirements while protecting sensitive client and pet information.
Backup System Protocol
To protect critical business information, implement comprehensive backup procedures for all essential business data and documents, including regular scheduling, secure storage methods, and recovery procedures.
Pet Boarding Documentation: Quick Tips & Troubleshooting
Essential Tips
Document Management
Use both digital and physical storage
Implement consistent naming conventions
Set up automated backup systems
Keep emergency documents easily accessible
Form Completion
Use checklists for mandatory fields
Send forms before client visits
Verify critical information immediately
Update records in real-time
Daily Operations
Review documents at shift start
Cross-check during handovers
Document all incidents immediately
Maintain clear communication logs
Common Problems & Solutions
Missing Information
Use forms with required fields
Follow up within 24 hours
Keep a temporary hold on service if critical
Expired Documents
Set up automatic reminders
Contact clients 30 days before expiration
Maintain a clear tracking system
Emergency Situations
Keep authorization forms accessible
Follow the established contact order
Document all actions taken
Best Practices
Train staff monthly
Review documents quarterly
Update contact info regularly
Back up data daily
Keep procedures simple
Remember To
Document everything
Communicate clearly
Verify critical information
Stay consistent with procedures
Keep emergency info accessible
Pet Boarding Business Documentation Implementation Timeline
Month 1: Foundation Setup
Week 1: Essential Client Agreements
Draft and legally review the boarding contract
Create a service pricing structure
Develop cancellation policy
Create liability waiver
Design photo/video release form
Week 2: Basic Medical Documentation
Establish an emergency medical authorization form
Create a veterinary release form
Design medication administration log
Develop vaccination requirements documentation
Create a health history form template
Week 3: Core Operations Setup
Design check-in/check-out forms
Create daily care log templates
Develop incident report forms
Set up a basic client database
Establish a payment tracking system
Week 4: Staff Guidelines
Draft initial standard operating procedures
Create an emergency protocol guide
Design staff training documentation
Develop shift handover forms
Month 2: Systems Implementation
Week 1-2: Digital Infrastructure
Set up a client database system
Implement a payment processing system
Create a digital document management system
Establish backup protocols
Design a vaccination tracking system
Week 3-4: Staff Training & Testing
Train staff on new documentation systems
Conduct trial runs of all procedures
Gather staff feedback
Refine and adjust processes
Complete emergency response training
Month 3: Advanced Documentation & Refinement
Week 1: Pet Information Systems
Implement a detailed pet profile system
Create behavioral assessment protocols
Develop feeding and exercise-tracking systems
Establish grooming preferences documentation
Week 2: Business Protection
Finalize abandonment policy
Implement late pick-up procedures
Establish property damage policies
Create holiday policies and procedures
Week 3: Emergency Preparedness
Develop a comprehensive evacuation plan
Create emergency contact systems
Establish first aid protocols
Set up emergency vet relationships
Week 4: Quality Control
Review all implemented systems.
Conduct staff competency assessments
Perform mock emergency drills
Gather client feedback
Month 4: Optimization & Integration
Week 1-2: System Integration
Connect all digital systems
Implement cross-referencing capabilities
Establish automated reminder systems
Create reporting templates
Week 3-4: Final Implementation
Conduct full system stress tests
Make final adjustments based on feedback
Create system maintenance schedules
Establish regular review protocols
Ongoing Maintenance (Monthly)
Review and update all documentation
Conduct staff refresher training
Audit compliance with procedures
Update emergency contacts
Review and refine processes based on feedback
Backup all digital systems
Update pricing and policies as needed
Quarterly Reviews
Comprehensive policy review
Staff performance evaluations
Emergency procedure drills
System efficiency assessments
Client satisfaction surveys
Legal compliance checks
Insurance policy reviews
This timeline assumes a new business implementation. Existing businesses should adjust the timeline based on current systems and available resources.
How to Use This Checklist:
Review each section and check off existing documents
Identify missing or outdated forms
Prioritize which documents need immediate attention
Create an action plan to implement missing documentation
Schedule regular reviews to keep documents current
Need Help Getting Started?
Our Professional Pet Boarding Business Packs at Templates Made Easy includes some of these essential documents and more, fully customizable with Canva for your business needs. Check them out below.
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