Pet Sitting Client Intake Form: What to Collect Before the First Service

1. Define what intake is responsible for

Intake establishes the client record and the information needed to decide whether the relationship can progress. It should support qualification, communication and setup. It should not become an uncontrolled archive of temporary instructions.

Before adding a field, ask what decision it supports, who needs the information, how long it remains current and whether the data belongs in a more secure or more frequently updated record.

2. Capture core client and household details

Typical categories include client name, contact methods, service address, preferred communication and relevant household/service context. Avoid collecting sensitive information simply because there is space on the page.

If the client has several pets, keep the household/client record separate from each pet profile so one pet can be updated without rewriting the others.

3. Put pet care information in a dedicated pet record

Species/breed context, identifying information, routine, feeding, medication, behavior and handling notes may change at different speeds. A dedicated pet information form makes those updates more controlled and easier to verify before service.

Feeding and medication can justify separate instruction forms when the detail is substantial or changes temporarily.

4. Keep emergency and veterinary information visible but controlled

Emergency contact information and veterinary-care authorization are operationally important and can also be sensitive. Record them in a way that is accessible to the authorized provider without scattering copies across unrelated schedules and notes.

Templates are administrative tools. The business remains responsible for checking what authorizations, wording and professional advice are appropriate in its jurisdiction and service model.

5. Use intake to support service fit, not to confirm every booking

Intake can establish the client’s general service needs, but a booking request should still capture the specific dates, service, timing and booking details. This prevents a standing client record from being mistaken for a current booking instruction.

6. Separate home-access information when possible

Door, key and access information deserves tighter handling than ordinary contact details. A separate home-access instruction or key-release form can reduce how widely those details travel through the business.

7. Define how information is updated

A form is only useful while it is current. Set a process for client-reported changes, periodic confirmation and replacement of superseded instructions. If the business works from PDFs, retain an untouched blank original and create clearly named working copies.

When a critical instruction changes, make the current version obvious to the person delivering the service.

8. Move intake into the operating workflow

After intake, the business still needs a booking decision, service-specific instructions, delivery documentation, client communication and administrative closeout. Intake is the foundation, not the whole system.

Use fillable forms when you need clean reusable documents. Use a connected spreadsheet when you need client and pet records to drive bookings, payments, follow-ups and management reporting.