Pet Grooming Intake Form Template

A solid pet grooming intake form is the single most underrated tool in a salon. It collects the info you need to safely groom each dog, protects you legally when something goes sideways, and sets the tone for a professional client relationship from day one. This template covers the seven essential sections every grooming intake form needs in 2026 — pet info, owner contact, veterinary and vaccination, behavioral and medical, service requests, photo and grooming preferences, and liability and policy acknowledgment.

Copy, adapt, and use it as-is, or use it as the foundation when building a digital intake form inside your grooming software.

Why You Need a Written Intake Form

Most new groomers improvise intake — a few questions at the front desk, a verbal "any health issues?" check, and a hope-for-the-best on the table. That works until it doesn't. A written intake form does four things:

• Captures the info you need before the dog is on the table. Vaccinations, allergies, prior grooming incidents.
• Protects you legally. A signed acknowledgment of risk gives you something to point to when an upset client wants to argue.
• Standardizes your process. Every groomer on your team sees the same info the same way.
• Builds professional credibility. New clients take you more seriously the moment they see paperwork.

If you're not collecting intake info in writing, every new dog is a small leap of faith.

Section 1: Pet Information

The core identity and physical details of the dog. Don't skip — even longtime clients sometimes get a new dog and you'll need this on file.

• Pet's name
• Breed (or mix)
• Approximate age
• Approximate weight
• Sex (male/female)
• Spayed/neutered (yes/no)
• Color/markings
• Microchip number (optional)
• Any nicknames or commands the groomer should know

Section 2: Owner Contact Information

For appointment communication and emergency contact. Required, not optional.

• Owner full name
• Phone (cell preferred for texting)
• Secondary phone
• Email
• Mailing address
• Emergency contact name and phone (different from owner)
• Preferred contact method (text, call, email)
• Permission to send appointment reminders via SMS (yes/no — important for compliance)

Section 3: Veterinary and Vaccination Information

Required for liability and salon health policy. Most salons require proof of current rabies, DHPP, and bordetella.

• Veterinarian name and clinic
• Vet phone number
• Date of last rabies vaccination (and tag number)
• Date of last DHPP vaccination
• Date of last bordetella vaccination (within last 6-12 months for grooming)
• Any current medications
• Any known allergies (food, environmental, topical)
• Recent flea/tick prevention (yes/no)
• Any recent surgeries or medical events (last 6 months)

Section 4: Behavioral and Medical Notes

The information that keeps groomers safe and the dog comfortable.

• Has this dog been professionally groomed before? (yes/no)
• If yes, frequency and last groom date
• How does the dog react to: water, blow dryer, nail trim, ear cleaning, anal gland expression?
• Any history of biting, snapping, or aggression? (yes/no — and please describe)
• Any history of fearful or anxious behavior?
• Any specific triggers (men, hats, other dogs, certain tools)?
• Any joint, hip, or mobility issues we should know about?
• Any skin conditions, hot spots, recent injuries?
• Any lumps, bumps, or growths we should be aware of?
• Any seizure history?
• Senior dog considerations (yes/no — please describe)

Section 5: Service Requested

What the client is actually asking for. Be specific — vague service requests cause complaints.

• Service type (bath only, bath & tidy, full groom, breed-specific cut, hand-stripping)
• Desired length (in inches or by guard number, if known)
• Specific style (e.g., teddy bear cut, puppy cut, breed standard, summer shave)
• Head/face style preference (round, teddy bear, breed standard, etc.)
• Ear style (left long, trimmed, plucked)
• Tail style (natural, pom, plumed)
• Sanitary trim (yes/no)
• Add-ons requested: teeth brushing, deshedding, blueberry facial, paw butter, nail grinding, ear plucking, anal gland expression, specialty shampoo, bow/bandana

Section 6: Grooming Preferences and Photos

The notes that separate good salons from great ones.

• Has the client provided reference photos? (attached/described)
• Anything the dog particularly likes or dislikes during grooming
• Preferred shampoo type (regular, sensitive skin, medicated, brightening) — if requested
• Pickup preferences (will wait, will be called, scheduled pickup time)
• Anything else the groomer should know

Section 7: Liability and Policy Acknowledgment

The legal and policy section. This is the part that protects your business.

The client acknowledges and agrees to the following:

1. Health representation. All vaccination and health information provided is accurate to the best of my knowledge.
2. Senior and special-needs disclosure. I have disclosed any age-related, mobility, or health conditions. I understand grooming may be more stressful for senior or compromised dogs and accept that risk.
3. Behavior disclosure. I have disclosed any history of aggression, biting, or fear-based behaviors. I understand the salon reserves the right to discontinue services if the dog cannot be safely handled, with full payment due for time spent.
4. Matted coat acknowledgment. I understand that severely matted coats may require shave-down for the dog's safety and comfort, and that additional fees may apply.
5. Photo and styling acknowledgment. I understand that descriptions and reference photos guide but do not guarantee an exact result, and that final styling reflects the groomer's professional judgment for the dog's coat condition and comfort.
6. Existing condition acknowledgment. I understand that grooming may reveal pre-existing skin conditions, lumps, or sensitivities that were not previously visible, and that the salon is not responsible for those discoveries.
7. Emergency care authorization. In the event of a medical emergency during the appointment, I authorize the salon to seek veterinary care, with charges billed to me.
8. Cancellation and no-show policy. I have read and agree to the salon's cancellation policy, including any associated fees for no-shows or late cancellations.
9. Payment terms. Payment is due at time of service. Add-ons and surcharges discussed at check-in will be reflected in the final invoice.

Signature: _______________________Printed name: ____________________Date: ___________________________

Going Digital With Your Intake Form

A paper intake form is fine, but a digital one is significantly better. Digital forms can be filled out before the appointment (no awkward waiting-room rush), stored on the pet profile permanently, signed with a finger on a phone screen, and automatically attached to every future appointment so groomers see the latest info without rummaging through a file cabinet.

Most modern grooming software supports digital intake forms. Teddy, MoeGo, DaySmart, and Gingr all let you build custom intake forms and send them to clients before the appointment. With Teddy's unlimited two-way SMS, you can text the form link directly to the client and follow up if they haven't completed it — no per-message overages.

How to Roll Out a New Intake Form

If you're switching from informal intake to a structured form, here's the play:

1. Use it for new clients first. Every new client fills it out before their first appointment.
2. Backfill existing regulars at next appointment. Don't try to retroactively force everyone to fill it out from home — they'll resist.
3. Re-collect annually. Vaccination dates and contact info change. A short annual refresh keeps records current.
4. Tie it to booking. New clients can't book without completing the form. Returning clients can't book if their vaccination is expired.
5. Train the team. Everyone reads the intake form before touching the dog. No exceptions.

Frequently Asked Questions

Is a pet grooming intake form legally required?

In most states, it's not legally required, but it's strongly recommended. A signed acknowledgment of risk, behavior disclosure, and liability terms gives you something defensible if a dispute arises. Some states require specific disclosures for certain procedures (anal gland expression, for example). Check your local regulations.

Should I require vaccination proof or just take the client's word?

For rabies, most salons require written proof from the vet. For DHPP and bordetella, many salons accept verbal confirmation supported by a signed acknowledgment. The more proof you require, the more protected you are — and the more friction you add at intake. Find your balance.

What's the difference between a grooming intake form and a service agreement?

An intake form collects information about the pet and owner. A service agreement is the contract laying out the scope, pricing, policies, and legal terms. Many salons combine them into a single document, but they serve different purposes.

Can I require clients to fill out the intake form before the appointment?

Yes, and you should. Digital intake forms sent before the appointment save 5-10 minutes at check-in and ensure every new dog is properly documented before grooming begins. Tie booking confirmation to form completion to enforce it.

How often should clients re-sign the intake form?

Annually for most info, immediately if anything material changes (new vet, new medical condition, new behavioral concern). Some salons do a quick verbal check at every visit and a full re-sign once a year.

Should my intake form ask about other pets in the household?

Optional but useful. Knowing the client has three dogs lets you offer multi-pet booking and remember which dog you're working with today. Most salons skip it on the intake form and capture it in the CRM instead.