Pet Grooming Intake Form: Free Template for Salons

Every groomer has had that moment — a dog comes in and nobody mentioned the fear aggression, the hot spot behind the ear, or the fact that the last groomer had to stop halfway through. A solid pet grooming intake form catches all of that before it becomes your problem. It protects you, your staff, and the animals in your care. And honestly, it makes you look like the professional you are.

This guide covers what to include in your intake form, why each section matters, and how to ditch the paper clipboard for something that actually works.

What Is a Pet Grooming Intake Form?

A pet grooming intake form is the document a new client fills out before their pet's first appointment. It collects the information you need to groom safely and communicate clearly — the pet's health history, the owner's preferences, emergency contacts, and consent for basic services.

Think of it as your first conversation with a client, captured in writing. It sets expectations, creates a paper trail, and saves you from having to ask the same questions every single visit.

Most salons use intake forms for new clients only, then update the record as needed. Some grooms — especially mobile groomers or solo operators — ask clients to re-confirm key details annually. Either approach works. What doesn't work is having nothing at all.

What to Include in Your Pet Grooming Intake Form

Here’s a breakdown of every section worth including, with notes on why each one earns its spot.

Owner Information

The basics: full name, phone number, email, and home address. You need at least two contact methods — a text number and a backup. If something happens during the groom and the primary number goes to voicemail, you want another option.

Include an emergency contact field that's separate from the owner. This matters most for mobile grooms where the owner may not be reachable immediately.

Pet Information

• Pet's name
• Species and breed (important for coat type and known breed sensitivities)
• Age and date of birth
• Sex and whether they're spayed/neutered
• Weight (helps with handling and pricing)
• Color and markings

Getting the breed right matters more than people think. A “doodle mix” can mean wildly different coat types, which affects both time and pricing.

Health and Behavioral History

This section protects you legally and physically. Ask about:

• Known health conditions — heart disease, epilepsy, diabetes, skin issues
• Current medications — some affect stress response or skin sensitivity
• Injuries or surgeries — especially mobility limitations
• Age-related concerns — arthritis, fatigue
• Behavioral notes — bite history, anxiety, aggression

Be direct with the bite question.
“Has your pet ever snapped at or bitten anyone?” works better than vague wording.

Grooming History and Preferences

• Previous groomer
• Past grooming experience
• Style preferences
• Product requests or restrictions
• Nail trim preference (clip vs grind)
• Approval before major changes

This section prevents the classic “this isn’t what I asked for” situation.

Vaccination Status

At minimum, request proof of rabies vaccination. Many salons also require Bordetella.

Include:

• Vet name
• Vet phone number

If something goes wrong, you want quick access to medical support.

Consent and Authorization

This turns your form into a legal document. Include:

• Authorization to groom
• Matting release
• Senior/special needs acknowledgment
• Photo consent
• Cancellation policy agreement

The signature isn’t optional — it protects both sides.

Free Pet Grooming Intake Form Template

You can copy this into your booking system, a form builder, or software like Teddy to streamline the process.

Basic Intake Form Layout

Owner Information

• Owner Name
• Phone (Primary)
• Phone (Emergency)
• Email
• Address
• Emergency Contact

Pet Information

• Pet Name
• Breed
• Age / DOB
• Sex / Spayed-Neutered
• Weight
• Color / Markings

Health History

• Conditions
• Medications
• Injuries / Surgeries
• Skin Issues
• Vet Info
• Vaccination Status

Behavior

• Bite History
• Fears / Anxiety
• Dog Interaction
• Handling Notes

Grooming Preferences

• Style
• Previous Groomer
• Product Requests
• Nail Preference
• Approval Required

Consent

• Grooming Authorization
• Matting Policy
• Risk Acknowledgment
• Cancellation Agreement
• Photo Consent

Signature + Date

Paper Forms vs. Digital Intake Forms

Paper forms slow you down. They get lost, damaged, or forgotten in drawers.

Digital intake forms:

• Store client data permanently
• Allow quick access mid-groom
• Improve accuracy and communication
• Save time at check-in

Platforms like Teddy (tryteddy.com) make this seamless by embedding intake forms directly into the booking process. By the time a client books, you already have everything filled out.

If you’re not ready for full software, Google Forms is a decent starting point — but it’s not nearly as efficient.

When to Update Your Intake Form

Client information changes more often than you think. Update:

• Annually
• After medical events
• After behavior changes
• When pets age into new life stages

A simple “anything changed?” at drop-off goes a long way.

Common Mistakes Grooming Salons Make

Not asking about bite history directly

Vague questions lead to incomplete answers.

Skipping the matting release

This exposes you legally — always document consent.

Poor record keeping

Even old clients should have archived forms.

Using one form for all species

Cats need different handling questions.

Forgetting photo consent

Easy to include, easy to forget — and valuable for marketing.

Frequently Asked Questions

Do I legally need a pet grooming intake form?

Not always required by law, but strongly recommended. It protects you in case of disputes or incidents.

Can I use a digital intake form instead of paper?

Yes — and most groomers prefer it after switching. Grooming software like Teddy make it especially easy by connecting forms directly to bookings.

How long should I keep intake forms?

Keep them during the client relationship and at least 2–3 years after. Longer if there was an incident.

What’s the difference between an intake form and a grooming waiver?

An intake form collects data. A waiver limits liability. Many salons combine both into one document.

Should returning clients fill it out again?

Usually no. Instead:

• Do quick verbal updates
• Refresh info annually

If you set this up properly once, it saves you hours of stress later — and prevents the kind of surprises that can ruin an otherwise normal grooming day.