Dog Grooming Intake Form: Free Template + What to Include
Why Your Intake Form Is a Business Asset
An intake form is more than paperwork — it's your first conversation with a new client. Done well, it:
- Protects you legally if a pre-existing condition causes an incident
- Ensures you have emergency contact info when it matters
- Helps you give every dog personalized, informed care
- Sets professional expectations from appointment one
- Reduces the "but I told the last groomer" problem
For related protection strategies, see our guide to reducing no-shows and our insurance guide.
Essential Fields: The Complete Checklist
Owner Information
- Full name
- Phone number (primary) — specify mobile vs. home
- Email address
- Home address (for records, not for marketing)
- Emergency contact (different person, if possible)
- How they heard about you (marketing insight)
Pet Information
- Pet name
- Breed (or mix)
- Age and date of birth
- Sex and whether spayed/neutered
- Weight (approximate)
- Coat type and color
- Microchip number (optional but useful if pet escapes)
Health and Medical
- Rabies vaccination date and clinic
- DHPP/DHLPP vaccination date
- Bordetella (kennel cough) vaccination date — some salons require this
- Veterinarian name and phone number
- Known allergies (food, environmental, products)
- Current medications
- Chronic health conditions (arthritis, epilepsy, heart disease, hypothyroidism)
- Skin conditions (hot spots, rashes, lumps)
- Injuries or surgeries in the past 6 months
Behavior and Handling
- Has the dog been groomed professionally before? How recently?
- Any known aggression toward people or other dogs?
- Fear triggers (clippers, dryers, nail trims, water)
- Has the dog bitten or snapped at a groomer before?
- Does the dog tolerate restraint?
- Are there any handling instructions from previous groomers?
Service Preferences
- Service requested (bath only, full groom, specific cut)
- Coat length preferences (leave long, trim, shave down)
- Specific style requests (breed standard, owner preference)
- Add-on services (teeth brushing, nail grinding, ear cleaning, deshedding)
- Product preferences (hypoallergenic, scent-free)
Consent and Liability
- Authorization to perform grooming services
- Authorization to seek emergency veterinary care if needed (who pays is a separate question)
- Acknowledgment that senior, anxious, or health-compromised pets carry additional risks
- Acknowledgment of your cancellation and no-show policy
- Signature and date
Sample Intake Form (Print-Ready Template)
Below is a simplified version you can print or convert to a Google Form or PDF:
| Field | Response |
|---|---|
| Owner Name | _______________________________ |
| Phone | _______________________________ |
| _______________________________ | |
| Emergency Contact | _______________________________ |
| Pet Name | _______________________________ |
| Breed / Age / Weight | _______________________________ |
| Sex (M/F) / Spayed/Neutered? | _______________________________ |
| Veterinarian + Phone | _______________________________ |
| Rabies Vaccination Date | _______________________________ |
| Known Allergies | _______________________________ |
| Health Conditions | _______________________________ |
| Behavioral Notes | _______________________________ |
| Service Requested | _______________________________ |
| Grooming Style Preference | _______________________________ |
| Add-On Services | _______________________________ |
| Owner Signature + Date | _______________________________ |
Paper vs. Digital: Which Is Better?
| Factor | Paper Form | Digital Profile |
|---|---|---|
| Cost | Near-zero | Included in grooming software |
| Ease of search | Manual only | Instant search by name, breed, date |
| Risk of loss | High (fire, flood, misplacement) | Backed up automatically |
| Update across visits | Requires new form or manual annotation | Update once, available forever |
| Client can fill in advance | No | Yes (online before appointment) |
| Attach to appointment history | No | Yes — linked to every visit |
| HIPAA-equivalent compliance | Must store securely | Encrypted, access-controlled |
Digital pet profiles in GroomBoard's pet management feature store all this information alongside appointment history. When a client books, their pet's full history is one click away. You can also attach notes after each visit, building a detailed grooming record over time.
How to Introduce the Intake Form to New Clients
Most clients won't mind filling out a form — they appreciate that you're thorough. How you introduce it matters:
"Before your first appointment, I'll send you a quick intake form — it takes about 2 minutes and helps me make sure [Dog] gets exactly the care they need. It also has our cancellation policy and emergency vet authorization."
Send it via email or SMS link when confirming the booking. Don't surprise clients with a clipboard when they arrive — that creates friction and delays the appointment.
Updating Intake Information
Information changes. Dogs age, develop new conditions, change medications. Build a habit of asking at each visit:
- "Has anything changed with [Dog]'s health since last time?"
- "Still on the same medication?"
- "Any new sensitivities we should know about?"
This takes 30 seconds and shows you care — while keeping your records accurate and your liability exposure low.
For more on retaining the clients you carefully onboard, see our client management features and our guide to keeping grooming clients coming back.