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A solid dog grooming intake form is the difference between a smooth first appointment and a nightmare you didn’t see coming.
The new client who didn’t mention their dog is reactive to grinders. The “small mat” that turns out to cover both back legs. The owner who’s furious because you shaved a sanitary trim they didn’t expect.
Every one of those problems traces back to a mteissing intake question.
This guide gives you a copy-ready intake form template — plus best practices for going digital so you stop chasing paper forms at drop-off.
Why a Good Intake Form Matters
The intake form does five critical jobs:
- Captures behavior risk before the dog is on your table
- Confirms expectations so clients don’t get surprised
- Documents coat condition to prevent matting disputes
- Records vaccinations to protect other dogs in your salon
- Creates a legal record that the client agreed and signed
Salons without proper intake forms lose clients to avoidable disputes every year — and in worst cases, face liability issues.
The Intake Form Template
Below is a complete structure you can copy and adapt for your salon.
Section 1: Owner Information
- Full name
- Phone (primary)
- Address
- Preferred contact method (text / call / email)
- Emergency contact name and phone
Section 2: Pet Information
- Pet name
- Breed (or mix description)
- Age
- Sex (intact / neutered / spayed)
- Weight
- Color
- Microchip number (optional)
Section 3: Health & Veterinary
- Veterinarian name and phone
- Rabies vaccination current? (date + proof)
- Bordetella (kennel cough) current?
- DHPP / distemper current?
- Known allergies
- Current medications
- Recent injuries or surgeries
- Skin conditions (hot spots, fleas, ticks)
- Senior dog special handling needs
- Pregnancy or heat status
Section 4: Behavior
- How does your pet react to grooming?
- Bite history? (Yes/No)
- Reaction to clippers, dryer, nails, water
- Known triggers (dogs, men, sounds, etc.)
- Has a groomer ever refused or muzzled your pet?
Section 5: Service Preferences
- Service requested (full groom / bath / package)
- Desired haircut style
- Reference photos (upload)
- Last groom date + provider
- What did the last groomer do well or poorly?
- Add-ons requested (teeth, nails, de-shed, paw care, ear cleaning)
Section 6: Authorization & Policies
- Consent for grooming services
- Acknowledgment of matting policy
- Acknowledgment of behavior policy
- Acknowledgment of cancellation / no-show policy
- Photo release (optional)
- Emergency veterinary authorization (up to $X)
- Signature + date
For deeper legal structure and wording examples, see:
Grooming Service Agreements: Complete Guide
Cancellation & Policy Enforcement Context
Your intake form is not just information — it’s enforcement.
It only works if paired with a clear cancellation and no-show policy that clients actually acknowledge.
If you haven’t refined yours yet, this breakdown helps:
How to Handle Grooming Cancellations Without Losing Money
How to Format a High-Quality Intake Form
A strong intake form should be:
- 2 pages max (clients will skim anything longer)
- Grouped into clear sections (owner, pet, health, behavior, services, authorization)
- Mostly checkboxes instead of long text fields
- Required fields limited to essentials only
- Visually clear, not overwhelming
The most important section is always Authorization & Policies — that’s where disputes are prevented.
Why You Should Go Digital
Paper forms create problems:
- Lost or unreadable information
- Slow check-in process
- No easy search or history tracking
- No consistent storage system
Digital intake forms solve all of this.
Modern grooming systems like Teddy, MoeGo, DaySmart Pet, and Gingr allow you to:
- Send intake forms via text immediately after booking
- Store responses directly in the pet profile
- Auto-update records for returning clients
- Reduce front-desk delays at drop-off
Teddy also pairs intake forms with unlimited two-way SMS, making it easier to send, remind, and collect responses without message limits.
How to Use the Intake Form at Drop-Off
Don’t just collect it — review it.
At check-in:
- Spend 60 seconds scanning responses
- Confirm haircut expectations verbally
- Request reference photos if unclear
- Inspect coat condition in real time
- Reconfirm matting and behavior policies verbally
This simple routine prevents most disputes before they happen.
Annual Updates
For returning clients, don’t resend the full form every time.
Instead, send a yearly check-in message:
“Any updates to your pet’s health, behavior, or vaccinations since last visit?”
This keeps your data fresh without friction.
Frequently Asked Questions
What should a dog grooming intake form include?
At minimum: owner contact info, pet details, vaccinations, health conditions, behavior history, service request, matting acknowledgment, cancellation/no-show policy, and signature.
Do I legally need a grooming intake form?
It depends on your location, but practically every grooming business should have one. It’s your main protection in disputes involving behavior, injuries, or matting complaints.
Can I use digital intake forms instead of paper?
Yes — and it’s strongly recommended. Digital forms are easier to collect, store, and retrieve. Platforms like Teddy make this seamless by sending forms via SMS and storing them in pet profiles.
What’s the most important part of the intake form?
The Authorization & Policies section. This is where you protect yourself legally and set expectations around matting, behavior, and cancellations.
How do I ensure clients actually complete the form?
Send it immediately after booking, then again 48 hours before the appointment. Most clients complete it when it’s mobile-friendly and clearly required before service.
