Pet Grooming Intake Form Template 2026

A groomer in Austin found out the hard way: her client's dog had a latex allergy the owner had never mentioned, and the grooming mitt triggered a reaction on the table. Without a signed intake form documenting what was disclosed, she had no protection — legally or professionally. Skipping a proper client intake process puts you, your staff, and every animal in your care at genuine risk. This post gives you a complete, ready-to-use pet grooming intake form template covering pet info, vaccination status, behavioral notes, emergency contacts, and consent language — plus how to take it fully digital.

Why Your Intake Form Is a Liability Document

Most groomers treat intake forms as a formality. They are not. A signed intake form creates a paper trail showing the owner disclosed — or failed to disclose — health conditions, behavioral history, and vaccination status before you started work. If a dog bites a staff member or has a medical episode on your table, that form is the difference between a documented record and a dispute you cannot win.

Many pet grooming insurance carriers factor your operational documentation into claims decisions. Carriers like Kennel Pro and Mourer-Foster expect groomers to follow documented standard operating procedures. A signed intake form capturing health history and consent is part of that professional baseline.

What to Include in a Pet Grooming Intake Form

A complete intake form covers six core areas. Leaving any one out creates a gap in your records and your protection.

1. Pet Information

Name, species, breed, date of birth or estimated age, weight, and coat color. Breed matters here — Bulldogs, Pugs, and Chow Chows carry specific health and grooming risks that affect both your approach on the table and your pricing for the session.

2. Owner and Emergency Contact

Owner name, primary phone, email, home address, and a secondary emergency contact who is a different person. If the owner is unreachable during an incident, you need someone who can authorize decisions immediately — not a second number that rings the same person.

3. Vaccination Status

Require written confirmation or proof of current Rabies (legally required for dogs in most U.S. states), Bordetella (kennel cough), and DHPP. Record the expiry date for each. If any vaccination is expired, document the owner's written acknowledgment and initials before proceeding.

4. Health and Medical History

Current medications, known allergies including latex and grooming products, skin conditions, recent surgeries or injuries within the past three months, and flea and tick prevention status. This section is where you catch the latex allergy before it becomes a crisis — not after.

5. Behavioral Notes

Bite history with details if applicable, anxiety triggers, muzzle tolerance, prior grooming experience, and any specific handling instructions. Capture this in the owner's own words — it is a disclosure, not your professional assessment of the animal.

6. Owner Authorization and Consent

A signed statement covering: confirmation that all disclosed information is accurate; authorization to perform grooming services; acknowledgment that grooming carries inherent risk for older or medically compromised pets; and authorization for emergency veterinary care, with the owner accepting financial responsibility for associated costs.

The Complete Pet Grooming Intake Form Template

Use the template below as a printed paper form or digitize it through your booking software. Every field is intentional — including the consent language in Section 7.

PET GROOMING CLIENT INTAKE FORM

Business Name: _______________________    Date: _______________

Section 1 — Pet Information

• Pet Name: _______________________
• Species: Dog / Cat / Other: _______
• Breed: _______________________
• Date of Birth / Estimated Age: _______________________
• Weight: _______ lbs
• Color / Coat Markings: _______________________
• Spayed / Neutered: Yes / No

Section 2 — Owner and Emergency Contact

• Owner Name: _______________________
• Phone (Primary): _______________________
• Email: _______________________
• Home Address: _______________________
• Emergency Contact Name (different from owner): _______________________
• Emergency Contact Phone: _______________________

Section 3 — Vaccination Status

• Rabies — Last vaccine date: _______ / Expiry: _______
• Bordetella — Last vaccine date: _______ / Expiry: _______
• DHPP — Last vaccine date: _______ / Expiry: _______
• Vaccinations current? Yes / No — If no, owner initials acknowledging: _______

Section 4 — Health and Medical History

• Current medications: _______________________
• Known allergies (food, latex, grooming products): _______________________
• Skin conditions or sensitivities: _______________________
• Recent surgery or injury (past 3 months): Yes / No — Details: _______________________
• Flea/tick prevention: Yes / No — Product name: _______________________
• Other medical conditions we should know about: _______________________

Section 5 — Behavioral Notes

• Bite history: Yes / No — Details if yes: _______________________
• Anxiety triggers: _______________________
• Muzzle tolerant: Yes / No / Unknown
• Grooming experience: First visit / Experienced / Had prior issues — Details: _______________________
• Special handling instructions: _______________________

Section 6 — Grooming Preferences

• Preferred style or cut: _______________________
• Products to avoid: _______________________
• Nail trim: Yes / No
• Ear cleaning: Yes / No
• Teeth brushing: Yes / No

Section 7 — Owner Authorization and Consent

I confirm that I am the legal owner or authorized guardian of the pet named above, and that all information provided is accurate to the best of my knowledge. I authorize [Business Name] to perform the grooming services selected. I understand that grooming involves physical handling and that pre-existing health conditions — including any not disclosed here — may be aggravated during this process. In the event of a medical emergency, I authorize [Business Name] to seek veterinary care on my behalf and accept full financial responsibility for those costs. I acknowledge that [Business Name] will not be held liable for incidents arising from undisclosed health conditions or behavioral history.

Owner Signature: _______________________    Date: _______________

Printed Name: _______________________

The right tool makes this easier

Paper intake forms work until they don't — a client calls mid-week, you need a form from four months ago, and the binder is at the shop while you're running a mobile appointment. Pet groomers on ROXO Hub send their intake form digitally before every first appointment: the client fills it out on their phone, it saves automatically to their client profile, and you can pull it up on any device in seconds.

ROXO Hub's Forms and Waivers feature lets you build a custom digital intake form, attach it to all new client bookings automatically, and store every completed response alongside the client's appointment history, behavioral notes, and payment records. When a returning client books again, their pet's information is already on file — no re-entering anything, no chasing paper before the appointment.

ROXO Hub is $39.99/month — one flat rate that includes booking, client management, digital forms, payments, and a built-in website. No per-feature add-ons, no hidden fees.

Frequently Asked Questions

Do pet groomers legally need client intake forms?

No federal law requires pet groomers to collect intake forms, but professional liability coverage often depends on having documented disclosure of a pet's health and behavioral history. Insurance carriers expect groomers to follow standard operating procedures, and a signed intake form is a core part of that professional baseline.

What vaccinations should I require before grooming a dog?

Most professional groomers require current Rabies, Bordetella, and DHPP vaccinations. Rabies is legally mandated for dogs in most U.S. states. Bordetella is especially important in shop settings where multiple dogs share the same space on the same day.

Can I use a digital pet grooming intake form instead of paper?

Yes — electronic signatures are legally valid in all 50 U.S. states under the federal ESIGN Act and state-level UETA. Digital forms are faster to complete, easier to store, and immediately searchable when you need to reference a client's pet history. Platforms like ROXO Hub attach completed forms directly to the client's profile automatically.

How do I handle a client who refuses to fill out an intake form?

You have the right to decline the booking. A client who won't disclose their pet's health or behavioral history creates a liability gap regardless of their reason. If you choose to proceed anyway, note the refusal in writing and have the owner sign a separate statement acknowledging the limitation on your records.

What should be in a pet grooming consent waiver?

A solid grooming waiver should include the owner's confirmation that all disclosed information is accurate, authorization to perform services, acknowledgment of inherent grooming risks for the animal's age and condition, authorization for emergency veterinary care, and clear language on financial responsibility. Have a local attorney review your waiver if you're unsure it meets your state's requirements.

How often should returning clients update their intake form?

Ask returning clients to review and re-confirm their pet's information at least once a year, or immediately following any change in health status, medications, or behavioral history. A quick digital re-sign through ROXO Hub takes under a minute and keeps your records current without requiring the client to complete a full new form.