Dog Grooming Intake Form: Free Template and Best Practices

Dog Grooming Intake Form: Free Template and Best Practices

A solid intake form is one of the most underrated tools in a dog groomer's business. It is not just paperwork. It is your first line of defense against liability issues, your reference guide for delivering consistent grooms, and your system for catching red flags before a dog is on your table.

Generic pet intake forms often miss the dog-specific details that actually matter during a groom. Breed-specific coat questions, behavioral triggers, and detailed health histories are what separate a professional intake process from a checkbox exercise. This guide walks through exactly what your dog grooming intake form should include, why each section matters, and how to present it to clients so they actually fill it out completely.

Why a Dog-Specific Intake Form Matters

You might already have a general pet intake form. So why create one specifically for dogs?

Dogs make up the vast majority of grooming clients, and they come with breed-specific grooming needs, behavioral patterns, and health considerations that a generic form glosses over. A Poodle mix with matting issues requires different prep questions than a double-coated Husky coming in for a de-shed treatment. A reactive dog who lunges at clippers needs a different handling plan than a puppy experiencing its first groom.

A well-designed dog intake form helps you:

• Assess the groom before the dog arrives. Knowing the breed, coat condition, and desired style lets you allocate the right amount of time and prepare the correct tools.
• Identify health and safety risks early. Seizure disorders, skin conditions, recent surgeries, and arthritis all change how you handle a dog during grooming.
• Protect yourself legally. Documented disclosures about matting, pre-existing conditions, and behavioral issues provide a paper trail if something goes wrong.
• Deliver a better client experience. When you remember that Max hates the dryer and Luna has a sensitive spot on her left hip, clients notice and keep coming back.

Section 1: Client Contact Information

This section is straightforward but essential. Collect:

• Client full name
• Phone number (specify if it accepts text messages, since many groomers rely on SMS for appointment reminders and updates)
• Email address
• Home address (especially important for mobile groomers)
• Emergency contact name and phone number (someone who can make decisions about the dog if the owner is unreachable)
• How did you hear about us? (useful for tracking which marketing efforts are working)

Keep this section concise. Clients lose patience with long forms, so save the detail for the sections that actually impact the groom.

Section 2: Dog Identification and Breed Details

This is where a dog-specific form starts earning its keep.

Basic Dog Information

• Dog's name
• Breed or breed mix (if unknown, describe size and coat type)
• Age or date of birth
• Weight (approximate is fine)
• Sex (spayed/neutered status — intact males and females in heat may require special handling)
• Color and distinguishing markings

Breed-Specific Coat Assessment

Different coat types require different tools, techniques, and time. Include questions that help you categorize the coat:

• Coat type: Smooth, double-coated, wire/rough, curly, corded, long/silky, or hairless
• Current coat length: Short, medium, long, or overgrown
• Coat condition: Well-maintained, some tangles, matted in spots, severely matted throughout
• Date of last professional groom (helps gauge maintenance habits)
• Products used at home (some over-the-counter products cause skin reactions or affect coat texture)

For breeds with specific grooming standards, such as Poodles, Bichons, Schnauzers, or terrier breeds, ask whether the client wants a breed-standard cut or a pet/puppy cut. Misunderstandings here are one of the most common sources of client dissatisfaction.

Matting Assessment Questions

Matting deserves its own sub-section because it is both common and contentious. Ask:

• Is your dog currently matted? If yes, where?
• Are you aware that severe matting may require shaving rather than brushing out?
• Do you consent to a shave-down if matting cannot be safely removed?

This is where your intake form doubles as a liability shield. Clients who sign off on matting procedures at intake are far less likely to dispute the outcome. Many experienced groomers include a specific matting acknowledgment statement in this section, such as: "I understand that severely matted coats may need to be clipped short for the safety and comfort of my dog, and that skin irritation may occur after matting removal."

Section 3: Health and Medical History

Health information directly affects how you groom a dog and whether you should groom it at all that day.

Vaccination Status

• Is your dog current on rabies vaccination? (many groomers require proof)
• Is your dog current on DHPP/bordetella?
• Date of last vaccination (some dogs experience soreness or lethargy after vaccines; grooming the same week is not ideal)

Medical Conditions and History

Use a checklist format so clients can quickly mark anything that applies:

• [ ] Seizure disorder or epilepsy
• [ ] Heart condition or murmur
• [ ] Arthritis or joint problems (specify which joints)
• [ ] Skin allergies or dermatitis
• [ ] Hot spots or current skin irritation
• [ ] Ear infections (current or recurring)
• [ ] Eye conditions (cataracts, dry eye, cherry eye)
• [ ] Diabetes
• [ ] Cushing's disease
• [ ] Hypothyroidism
• [ ] Recent surgery (within the past 30 days)
• [ ] Lumps, warts, or skin tags (note locations)
• [ ] Pregnancy
• [ ] Other: ___

Current Medications

List all medications the dog is currently taking, including flea/tick preventatives and supplements. Some medications cause skin sensitivity, increased bleeding risk, or affect coat condition. For example, dogs on blood thinners require extra caution during nail trimming.

Age-Related Considerations

For senior dogs (typically seven years and older, though this varies by breed), ask:

• Does your dog have difficulty standing for extended periods?
• Does your dog have vision or hearing loss?
• Are there any areas that are painful to touch?
• Has your vet flagged any concerns about grooming or stress?

Senior dogs may need shorter grooming sessions, table breaks, or modified handling. Documenting these needs at intake sets proper expectations.

Section 4: Behavioral Information

This section protects both you and the dog. Be direct with these questions. Clients sometimes downplay behavioral issues out of embarrassment, so frame questions neutrally.

General Temperament

• How does your dog generally react to being handled by strangers?
• Has your dog been groomed professionally before? If yes, how does the dog typically behave?
• If this is the dog's first professional groom, how does the dog react to bathing, brushing, and nail trimming at home?

Specific Behavioral Flags

Use a checklist:

• [ ] Bites or has bitten during grooming
• [ ] Snaps or nips when specific areas are touched (specify areas)
• [ ] Reacts aggressively to clippers or clipper noise
• [ ] Reacts aggressively to the dryer
• [ ] Tries to jump off the grooming table
• [ ] Guards paws/resists nail trimming
• [ ] Sensitive around face, ears, or tail
• [ ] Resource guards toys, treats, or food
• [ ] Anxious around other dogs
• [ ] Separation anxiety (distressed when owner leaves)
• [ ] History of cage/kennel aggression

Muzzle Consent

Ask explicitly: "Do you consent to the use of a grooming muzzle if your dog's behavior makes it necessary for safety?" Document the answer clearly. Having written consent avoids difficult conversations in the moment.

Previous Grooming Incidents

• Has your dog ever been injured during grooming?
• Has your dog ever injured a groomer?
• Has your dog been turned away or banned from a previous groomer?

Clients may not volunteer this information, but asking directly on a form gives them a structured way to disclose it.

Section 5: Grooming Preferences and Service Selection

Now for the fun part: what the client actually wants.

Requested Services

Provide checkboxes for your service menu:

• [ ] Full groom (bath, haircut, nails, ears, glands)
• [ ] Bath and brush only
• [ ] De-shed treatment
• [ ] Nail trim only
• [ ] Nail grind
• [ ] Teeth brushing
• [ ] Flea/tick treatment bath
• [ ] Ear cleaning
• [ ] Sanitary trim
• [ ] Paw pad trim
• [ ] Face trim
• [ ] Creative grooming / special request

Style Preferences

• Desired body length (in clipper blade sizes or descriptive terms like "short," "medium," "fluffy")
• Head/face style (round, clean face, teddy bear, breed standard)
• Ear style (natural, trimmed, shaved)
• Tail style (natural, flag, pom, trimmed)
• Leg style (clean, scissored, natural)
• Any areas to leave longer or shorter

Including a space for reference photos is helpful. Many clients have a specific look in mind but struggle to describe it in words. A line that says "Feel free to share a reference photo at drop-off or text it to us beforehand" goes a long way.

Standing Instructions for Regular Clients

For returning clients, ask if they want the same groom as last time or if anything has changed. This is where good record-keeping pays off. If you have notes from the previous visit in your grooming software, you can reference them during check-in and confirm rather than re-ask everything.

Section 6: Consent and Liability

This section is where legal protection lives. At minimum, include:

• Acknowledgment of risk: Grooming involves inherent risks including nicks, clipper irritation, stress, and rare allergic reactions. The client acknowledges these risks.
• Pre-existing condition disclosure: The client confirms they have disclosed all known health and behavioral issues.
• Flea/tick discovery policy: If fleas or ticks are found during grooming, you will proceed with a flea bath at an additional charge (or your specific policy).
• Matting policy: Restate the matting acknowledgment from Section 2.
• Late pickup fees: If applicable, state your policy for dogs not picked up within a specified window after the groom is complete.
• Photo/social media release: Ask permission to use before-and-after photos on your social media or website.

Include a signature line and date. For digital forms, an electronic signature or checkbox acknowledgment works.

Digital vs. Paper Forms: Making the Right Choice

Paper forms are familiar and require no technology, but they create storage headaches, are easy to lose, and cannot be searched or updated efficiently.

Digital intake forms solve these problems. Clients can fill them out on a tablet at your shop, on their phone before the appointment, or via an emailed link. The data goes directly into your system, where it is searchable, editable, and tied to the client's profile.

Several grooming-specific platforms handle digital forms. MoeGo, Gingr, DaySmart (123Pet), and Teddy all offer built-in intake and consent forms that connect to client profiles. Teddy, for instance, lets you send digital intake forms via SMS before the appointment, so clients arrive with everything already completed. General tools like JotForm, Google Forms, or Typeform can also work if you want to build a custom form, though they will not integrate with your grooming schedule automatically.

If you go digital, keep a few printed copies as backup for clients who are not comfortable with technology. And make sure your digital storage complies with any local data privacy regulations.

How to Present Forms to Clients

A form is only useful if clients fill it out thoroughly. Here are practical tips:

Send it before the appointment. Texting or emailing the intake form one to two days before the first appointment gives clients time to fill it out thoughtfully rather than rushing through it in your lobby.

Explain why you are asking. A brief note at the top of the form, such as "This information helps us keep your dog safe and deliver the best possible groom," increases completion rates.

Keep it to two pages or less. If your form is running long, look for questions you can cut or combine. You can always ask follow-up questions in person.

Review it with the client at drop-off. Glance through the form and verbally confirm any answers that jump out, such as behavioral issues, medical conditions, or unusual grooming requests. This shows clients you actually read what they wrote.

Update it annually. Send returning clients an updated form once a year, or prompt them to review and update their information. Dogs age, health conditions change, and grooming preferences evolve.

Legal Considerations

Your intake form is a business document, and depending on your location, it may carry legal weight. A few things to keep in mind:

• Consult a local attorney to review your consent and liability language. Template language you find online may not hold up in your specific jurisdiction.
• Do not practice veterinary medicine. Your intake form can ask about health conditions, but do not diagnose or recommend treatments based on what clients disclose. If you notice something concerning during a groom, recommend the client see their vet.
• Retain records. Keep completed intake forms for a minimum of three years, even for clients who stop coming. This protects you in case of a delayed complaint or legal claim.
• Data privacy. If you collect information digitally, ensure you have reasonable security measures in place. Client data should not be accessible to unauthorized people.

Frequently Asked Questions

How often should I update my dog grooming intake form?

Review your form at least once a year to add questions that would have helped you catch issues, remove questions you never reference, and update your policies and pricing. Whenever a grooming incident occurs that your intake form could have flagged, that is a signal to add a relevant question.

Should I require a new intake form for every visit?

No. For returning clients, a confirmation that nothing has changed since the last form is sufficient. A good system is to have clients complete a full intake form on their first visit and then sign a brief update form or verbal confirmation at subsequent visits. An annual full re-submission keeps information current.

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

This is a red flag. Politely explain that the form is required for all dogs in your care and that it exists to keep their pet safe. If a client still refuses, you are within your rights to decline the appointment. A client who will not disclose health or behavioral information is putting you and their dog at risk.

Can I use a generic pet form for dogs and cats?

You can, but you will miss important dog-specific details. Cat grooming involves different behavioral concerns (handling aggression, stress indicators), different coat types, and different health considerations. If you groom both species, having separate forms or at minimum a breed-specific section for each species produces better results.

What is the best format for a digital dog grooming intake form?

The best format is one that integrates with your scheduling and client management system. If you use grooming software like Gingr, MoeGo, or Teddy, their built-in forms tie directly to client profiles so you never lose the data. If you prefer a standalone form, a tool like JotForm or Google Forms works, but you will need to manually transfer information into your records.

Last updated: March 2026