The intake conversation is part of the service
A pet sitting appointment is more than a date and an address. Before the first visit, the sitter needs to understand the pet's daily routine, the owner's expectations and what to do if the normal plan changes. A structured intake process reduces repeated questions and makes it easier to identify missing information early.
Forms are useful, but a form is not a substitute for a conversation or a meet-and-greet. Ask clients to explain anything that is unclear. Keep the information current rather than assuming the first version remains accurate indefinitely.
Essential client and pet information
Record the owner's preferred name, reliable contact methods, service address and an alternative contact who can make decisions if the owner is unreachable. For each pet, collect the name, species, feeding routine, relevant behavior notes and any stated care restrictions.
Ask practical questions: Does the pet use a harness? Are there areas that should remain closed? Is there a behavior trigger the sitter should avoid? Are there other animals in the home? Does the owner have specific entry or exit instructions? Make room for exceptions rather than forcing every household into the same template.
Care, medication and emergencies
Discuss the pet's normal daily routine and any owner-supplied medication instructions. Where relevant, ask for the veterinary practice's contact information, any emergency-care authorization required locally and instructions for reaching the owner quickly.
Do not improvise medication dosages or medical treatment based on a form. Refer medical concerns to a veterinary professional. Set expectations about what the service does and does not include, and confirm any emergency plan with the owner before work begins.
A practical intake checklist includes:
- Feeding amounts, frequency and food restrictions
- Walks, exercise and cleanup expectations
- Medication instructions supplied by the owner, if relevant
- Behavioral risks, escape routes or household hazards
- Veterinarian and emergency contacts
- Access arrangements and a backup entry plan
- What photos or updates the client prefers
- Service dates, arrival windows and any cancellation terms
Keep access details in a separate protected record
Door codes, lockbox instructions and location information are sensitive. Avoid leaving them in an unprotected public demonstration, shared screenshot or marketing file. If you use a downloaded template, consider where the completed file will be stored, who can open it and when old access instructions should be deleted.
For a small operation, it may be useful to separate general pet care instructions from access credentials so that only the person responsible for the actual visit sees the latter.
Design a repeatable visit note
A brief visit record can note arrival and departure, completed care tasks, observations and follow-up items. Choose factual language: “Fresh water provided” is more useful than “Everything perfect.” If something unexpected happened, record what was observed, who was contacted and what action was taken.
The owner may appreciate concise updates, but avoid making medical interpretations beyond your competence. Ask in advance whether visit photos are acceptable, especially when a picture could reveal the home interior or private information.
Before the first booking
Review the completed intake with the owner, resolve conflicting instructions, confirm emergency contacts and agree on communication preferences. Keep a version date so you know which set of instructions was current for each appointment.
The Pet Sitting Client Intake & Visit Kit provides editable documents for organizing this process. It is a documentation aid, not an insurance policy, service contract or guarantee of safe care. Check the Etsy listing for exactly which forms and formats are included.
Thoughtful intake improves communication because it asks the right questions before the sitter is standing at the door with no answer.
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