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New Client Intake Checklist for Groomers

Everything to collect, record, and confirm before a new dog or cat is on your table for the first time, from the rabies certificate to the signed intake agreement.

Download the checklist (.txt)

Reviewed for 2026, updated September 8, 2026.

The first appointment with a new client is where most of the risk in a grooming business gets created or avoided. If the rabies certificate is never collected, the intake agreement is never signed, or the bite history is never asked about, you will not find out until something goes wrong, and by then the answer from an insurer or animal control will be a question about what you had on file. This checklist walks through the details a US grooming shop, mobile van, or home studio should have in the pet profile before the first groom starts, so that a new bather or a second groomer can pick up the same file and work safely.

Print it or keep it open at the front desk, and run through it once per new pet, not once per household, because vaccination dates and behavior notes belong to the animal. If you want the reasoning behind each line, the articles on keeping vaccination records that protect you (/blog/vaccination-records-protect-you/) and on compliance for a grooming business (/blog/compliance-grooming-business/) go deeper, and the glossary (/glossary/) explains the terms you will see on a vet certificate.

  • Owner full name, mobile number, and email captured in the pet profile, with the mobile number confirmed for text reminders
  • Emergency contact who can make decisions about the pet if the owner cannot be reached during the appointment
  • Veterinarian clinic name and phone number recorded so you can call about a medical question or an injury
  • Pet name, breed or mix, approximate age, weight, and sex noted, including whether the animal is spayed or neutered
  • Rabies certificate received as an actual document (photo or upload), not a tag on the collar or a verbal assurance
  • Rabies expiration date entered in the profile with a flag that shows at booking before it lapses
  • Other vaccines your written policy requires (commonly distemper, parvovirus, and Bordetella for dogs, FVRCP for cats) collected with their expiration dates
  • Local requirements checked with your city or county for the vaccines you must see, since rules vary by state and locality
  • Medical flags recorded: seizures, heart conditions, skin problems, allergies, current medications, and any recent surgery
  • Behavior notes recorded: bite history, dryer sensitivity, dislike of paw or face handling, and reactions to other animals
  • Coat condition assessed at drop-off and any matting discussed with the owner before the groom starts, including the dematting fee
  • Requested style, clip length, and any reference photos noted so the same result can be repeated next time by anyone on the team
  • Intake agreement signed that discloses the risks of grooming, including for matted, elderly, or medically fragile pets
  • Cancellation window, deposit terms, and late pickup policy explained and acknowledged in writing at booking
  • Deposit collected online at booking and recorded against the appointment so it can be applied to the final bill
  • Confirmation message sent with the pet name, date, time, address, and a one-tap way to reschedule
  • Photo permission asked for report cards and social media, and the answer recorded either way
  • Appointment duration set in the calendar based on size, coat type, and known handling needs, with a buffer after it
  • Assigned groomer confirmed as suitable for this pet (cats, large breeds, bite risk, or a trainee who should not take it yet)
  • After the visit: nicks, incidents, refusals, or unusual stress logged the same day in plain language
  • Next appointment offered at checkout and placed on the calendar before the client leaves
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