Dog Grooming Intake Form Template

A solid dog grooming intake form is one of those quiet pieces of paperwork that separates a polished salon from one that's constantly putting out fires. Done right, it captures every detail you need to keep dogs safe, manage expectations, and protect your business legally. Done wrong — or worse, skipped — it leads to surprise vet bills, frustrated owners, and the kind of liability you don't want as a small business. This template gives you the exact fields working salons use, plus the wording for the policies that should be signed alongside it. Use it as-is, or adapt it to your own services and brand voice.

Why the Intake Form Matters

The intake form is where you collect everything that affects how a groom goes: medical history, behavior issues, coat condition, owner preferences, and emergency contacts. It's also where the client agrees to your policies in writing — cancellation rules, photo permissions, sedation refusal, matted coat shave-downs, and the rare medical incident.

Without a signed intake on file, you're exposed every time something goes sideways. A senior dog has a cardiac event mid-groom and the family blames you. A matted coat requires a shave-down and the owner says they "didn't authorize that." A reactive dog bites a bather and you have no documentation of disclosed behavior. The intake form is your paper trail.

What Every Grooming Intake Form Should Include

Below is a working template you can copy into your own digital intake form (most grooming software platforms like Teddy, MoeGo, DaySmart, and Gingr let you build custom forms). Adapt the sections to fit your business.

Dog Grooming Intake Form — Template

Section 1: Owner Information

• Full name
• Phone number (mobile preferred for text updates)
• Email address
• Home address
• Emergency contact name and phone (someone other than primary owner)
• How did you hear about us?

Section 2: Pet Information

• Pet's name
• Breed (or breed mix if known)
• Age
• Sex
• Spayed/neutered (Yes/No)
• Weight (approximate)
• Color and identifying markings
• Microchipped (Yes/No, chip number if known)

Section 3: Veterinary Information

• Veterinarian's name and clinic
• Vet phone number
• Date of last rabies vaccination
• Date of last DHPP/bordetella vaccination
• Current on flea/tick prevention? (Yes/No)
• Any current medications? (List)

Note: Most salons require proof of current rabies vaccination at minimum. List your requirement here.

Section 4: Health History

• Any allergies (food, topical, environmental)?
• Any skin conditions (hot spots, dry skin, dermatitis)?
• Any chronic conditions (heart, kidney, arthritis, seizures)?
• Has your pet ever had a reaction to grooming, drying, or specific products?
• Any recent surgeries or injuries?
• Hip or joint issues we should know about?
• Hearing or vision impairment?

Section 5: Behavior

• How is your pet around other dogs?
• How is your pet around strangers/handling?
• Any history of biting, snapping, or growling?
• Sensitivity to: ears / nails / face / sanitary area / paws (check all that apply)
• Does your pet tolerate a high-velocity dryer?
• Has your pet ever been muzzled for grooming?
• Anything else we should know to keep your pet comfortable?

Section 6: Service Preferences

• Service requested today (Full groom / Bath only / De-shed / Nail trim / etc.)
• Desired length on body (in inches or # blade)
• Desired length on face/head
• Any specific styling notes (cut around eyes, sanitary trim, etc.)
• Preferred shampoo/conditioner (medicated, sensitive, scent preference)
• Bow, bandana, or cologne after groom? (Yes/No)
• Photo permission for our social media? (Yes/No)

Section 7: Pickup and Communication

• Preferred contact method (Text / Call / Email)
• Approximate pickup time
• Who is authorized to pick up your pet besides you?
• Any time constraints we should know about?

Required Policy Acknowledgments

These should appear as checkboxes that the client must initial or sign.

Matted Coat Policy

"I understand that severely matted coats may require shaving down for the safety and comfort of my pet. I authorize the groomer to shave the coat as needed and understand additional fees may apply. I will not hold the salon responsible for skin irritation, nicks, or behavioral changes that may occur during the demating or shave-down process."

Senior or At-Risk Pet Policy

"I understand that grooming involves stress and exertion that may impact senior pets, brachycephalic breeds, or pets with underlying medical conditions. I have disclosed all known medical history above. I will not hold the salon responsible for medical complications that arise during or after grooming when accurate medical history has not been disclosed."

Vaccination Requirement

"I confirm that my pet is current on rabies vaccination and I am willing to provide proof on request. I understand the salon may refuse service if proof cannot be provided."

Behavior Disclosure

"I have honestly disclosed any history of aggression, biting, or behavioral issues. I understand that failure to disclose may result in injury to staff or the pet, and that I may be financially responsible for resulting damages or medical costs."

Cancellation and No-Show Policy

"I understand the salon requires 24 hours notice for cancellations. Missed appointments or cancellations with less than 24 hours notice may be charged 50% of the booked service. A valid credit card may be required to hold appointments."

Photo and Marketing Permission (Optional)

"I grant the salon permission to use photos of my pet on social media and marketing materials. I understand I can revoke this permission at any time."

Signature Line

Signature: ______________________________

Date: ______________________________

How to Use This Template

Three options depending on how you run your business.

Option 1: Digital (Recommended). Build this form inside your grooming software so it's signed before the first appointment and stored on the pet's profile. Teddy, MoeGo, and most modern platforms support custom intake forms with e-signatures. The signed copy lives on the client record so you can pull it up if anything ever comes into question.

Option 2: PDF and Print. Copy this template into a Word doc or PDF, print 50 copies, and have new clients fill it out on a clipboard at first visit. Scan and file the signed copies. This works, it's just more manual.

Option 3: Online Form (Free Tool). Use Google Forms, Jotform, or Typeform to build the digital version free. Email the link to new clients before their first appointment. Then transfer the data manually into your CRM. Works for very small operations, gets clunky past 50 clients.

How Often to Update Intake Information

Intake should be a once-per-pet thing, but you should re-verify a few items annually:

• Vaccination dates (always)
• Vet contact info
• Any new medical conditions
• Updated behavior notes

Some salons send a "yearly check-in" form via text or email asking clients to confirm or update key info. Takes 90 seconds to fill out and keeps your records current.

Integrating with Your Software

If you're using a dedicated grooming platform, the intake form integrates directly with the pet profile. That means coat notes from intake show up next to the appointment scheduler, vaccination dates flag automatically when expired, and behavior notes pop up when you click into the appointment.

Teddy's digital intake forms and service agreements are designed for this — answers persist visit-over-visit so you don't ask the same questions every time. MoeGo and DaySmart have similar functionality. GrooMore and Pawfinity work too, with slightly more limited customization.

If you're still on paper, this is a strong reason to evaluate moving to digital. The time saved on filing alone usually justifies the software cost.

Frequently Asked Questions

Do I legally need a dog grooming intake form?

There's no federal law requiring an intake form, but most states have liability laws that effectively make one essential. Without documented disclosure of behavior, medical history, and policy acknowledgment, you have no defense if a dispute or injury claim arises. Every reputable salon uses one.

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

You can decline service. Most professional salons have a policy that intake completion and signature is required for first-time clients. Politely explain that the form protects both the pet and the salon, and offer to walk through any sections the client has questions about.

Can I use the same intake form for puppies, adults, and seniors?

You can, but a smart approach is to have one base form with conditional sections that appear based on age. A puppy's intake might prompt for litter information; a senior's might prompt for current medications and recent vet visits. Most modern grooming software supports conditional form logic.

How do I store signed intake forms securely?

Digital storage inside your grooming software is the easiest and most secure option — the signed copy lives on the pet profile, password-protected and backed up automatically. If you store paper copies, keep them in a locked filing cabinet and shred after 5 years or per your local data retention requirements.

How often should I update my dog grooming intake form?

Review the form annually to make sure it covers any new policies, services, or product lines you've added. Always update if a state regulation changes, if you experience an incident that exposed a gap in disclosure, or if you add new services like teeth cleaning or sedation-free grooming.