Dog Grooming Intake Form: Free Template and What to Include

A dog grooming intake form is one of the simplest tools you can use to protect your business, set client expectations, and collect information that makes every appointment go more smoothly. Yet a lot of groomers skip it entirely — or use a form that barely scratches the surface.

This guide covers exactly what to include in your intake form, why each question matters, and how to collect it efficiently so the paperwork doesn't slow down your day.

Why a Grooming Intake Form Is Non-Negotiable

A good intake form does several things at once:

It protects you legally.

If a client claims their dog was injured during grooming and you have a signed record showing the dog had a pre-existing skin condition and the owner was aware of the grooming risks, you're in a much better position.

For additional protection, pair your intake form with a dedicated waiver document. You can use this internal resource: Dog Grooming Waiver Template.

It helps you groom the dog better.

Knowing that a dog has hip dysplasia before you try to lift them onto the table, or that they hate their ears touched, changes how you approach the appointment.

It sets professional expectations.

Clients who fill out a proper intake form understand they're working with a professional who takes their dog's care seriously. It sets the tone for the relationship.

It creates a paper trail.

If a dog has a bad reaction to a product or shows signs of a health issue during grooming, your intake form documents the baseline you started from.

What to Include in a Dog Grooming Intake Form

Owner Information

Include:

• Full name
• Phone number (primary and backup)
• Email address
• Address
• Emergency contact name and number
• Veterinarian name, clinic, and phone number

The vet contact is essential. If a dog has a medical emergency during grooming, you need to be able to reach their vet immediately — not spend 10 minutes asking the owner for the number while the dog is in distress.

Pet Information

Include:

• Dog's name
• Breed (or mix)
• Age and date of birth
• Weight (approximate)
• Sex and whether they're spayed/neutered
• Color and coat description

This section also helps you prep before the appointment. Knowing you have a 4-year-old intact male Standard Poodle coming in is different from thinking it's a small neutered mix.

Health and Medical History

This is where most basic intake forms fall short. Ask specifically:

• Does your dog have any current health conditions or recent surgeries?
• Does your dog have skin conditions, allergies, or sensitivities to grooming products?
• Is your dog on any medications?
• Does your dog have any mobility issues, joint pain, or difficulty standing for extended periods?
• Has your dog ever had a bad reaction to grooming?
• Has your dog ever bitten or snapped at a groomer?
• Is your dog current on vaccines?

Never skip the bite history question. It's not offensive to ask — it's standard professional practice, and clients who are honest about it are actually the ones you want.

Grooming Preferences and History

Include:

• How often is your dog professionally groomed?
• Where was your dog groomed previously? (optional)
• What style or length do you prefer?
• Are there any areas your dog particularly dislikes?
• Any specific products you'd like avoided?
• Any add-ons you're interested in?

This section reduces the “I wanted it shorter” conversation at pickup. The more specific the client is upfront, the better the outcome for both parties.

Policies and Agreement

This is where your intake form becomes a legal document.

Include policies covering:

• Matting and shave-down authorization
• Senior dog and health-risk acknowledgment
• Flea and parasite policy
• Veterinary care authorization
• Photo release consent
• Cancellation and no-show policies
• Payment terms

You should also clearly communicate the financial impact of missed appointments. If you need help creating your policy, read: The True Cost of No-Shows for Grooming Businesses.

End the form with a signature line and date. Digital acknowledgment checkboxes work as well.

Recommended Intake Form Sections

Free Dog Grooming Intake Form Template

New Client Intake Form

[Your Business Name]

Owner Information

• Name: ___________________________
• Phone: ___________________________
• Backup Phone: ___________________________
• Email: ___________________________
• Emergency Contact: ___________________________
• Emergency Contact Phone: ___________________________
• Veterinarian / Clinic: ___________________________
• Vet Phone: ___________________________

Pet Information

• Dog's Name: ___________________________
• Breed: ___________________________
• Age: ___________
• Date of Birth: ___________
• Weight (approx): ___________
• Sex: ___ M / ___ F
• Spayed/Neutered: ___ Yes / ___ No

Health & Medical History

• Current health conditions or recent surgery: ___ Yes / ___ No
• If yes, please describe: ___________________________
• Skin conditions, allergies, or product sensitivities: ___ Yes / ___ No
• If yes, please describe: ___________________________
• Currently on medication: ___ Yes / ___ No
• If yes, please list: ___________________________
• Mobility issues or joint pain: ___ Yes / ___ No
• Current on vaccinations (including rabies): ___ Yes / ___ No
• Has your dog bitten or snapped at a groomer before: ___ Yes / ___ No
• If yes, please describe: ___________________________

Grooming Preferences

• How often is your dog professionally groomed? ___________________________
• Preferred style or cut length: ___________________________
• Areas your dog dislikes being handled: ___________________________
• Any products to avoid: ___________________________

Add-ons interested in:

• ___ De-shed
• ___ Teeth brushing
• ___ Ear cleaning
• ___ Nail grinding
• ___ Bandana/bow

Acknowledgments

I, the undersigned, confirm that:

• ☐ My dog is current on rabies vaccination.
• ☐ My dog has no known contagious conditions.
• ☐ I understand that severely matted coats may require a shave-down for the dog's safety and comfort.
• ☐ I understand that senior dogs and dogs with health conditions carry additional risk during the grooming process.
• ☐ I authorize emergency veterinary care if needed during my dog's appointment.
• ☐ I agree to the business cancellation and no-show policy.
• ☐ I give permission for photos of my dog to be used for business purposes.

Signature: ___________________________

Date: ___________________________

Paper vs Digital Intake Forms

Digital Intake Forms: A Better Way

Paper forms work, but they have real drawbacks — they get lost, they're hard to reference quickly, and you have to re-collect information every time a client brings a new dog.

Digital intake forms are far more practical.

Platforms like Teddy make it easy to send digital intake forms before appointments so clients can complete them on their phone. Their responses are automatically saved to the pet profile, making it easier to track grooming history, medical notes, and signed policies over time.

You can learn more at Teddy.

Other grooming platforms like MoeGo and DaySmart Pet also include digital intake form functionality.

How Often Should Clients Re-Fill the Intake Form?

For new clients, require a full intake form for every new dog.

For returning clients, updating records annually is usually enough unless there has been:

• A health change
• A medication update
• A behavior issue
• A major grooming incident

Many grooming businesses also send a quick annual health confirmation form to keep records current without requiring clients to complete everything again.

Frequently Asked Questions

Is a grooming intake form legally required?

No law specifically requires a grooming intake form. However, having signed documentation dramatically strengthens your position if disputes arise over injuries, grooming outcomes, or billing issues.

Can I use a digital intake form instead of paper?

Absolutely. Digital forms are more efficient, easier to store, and much easier to reference during appointments. They also create a cleaner client experience.

What should I do if a client refuses to fill out the intake form?

Treat that as a warning sign. A client unwilling to disclose health history, vaccination status, or bite history creates unnecessary liability for your business and staff.

Many grooming businesses require a completed intake form before confirming an appointment.

Should I ask about vaccination records?

Yes. At minimum, confirm rabies vaccination status. Many salons also request proof of vaccination before the first appointment.

How do I handle a dog that was described differently on the intake form?

Document the discrepancy immediately in the client's profile and discuss it professionally at pickup. Accurate notes help protect your business and prepare your staff for future appointments.