Is an electronic signature valid?

Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent and consent are present and the record can be retained.

When is notarization required?

Most intake forms do not require notarization. Notarization or witness signatures may be necessary only if the document contains durable power of attorney language or state-specific election; verify local requirements.

Can I accept uploads of vaccination records?

Yes. Accept PDF or image attachments and require dates in MM/DD/YYYY format. Keep copies with the signed form and restrict access if records contain protected health information.

What if owner and vet disagree on treatment?

Rely on the signed emergency authorization and any attached veterinary directives. If disputes arise, retain all communications and consult legal counsel to resolve liability and care decisions.

How do I correct a submitted form?

Create and sign an amendment or replacement form with clearly dated changes. Retain both the original and the corrected version in the file to preserve auditability.

Is HIPAA applicable to these forms?

HIPAA applies if the form contains protected health information handled by a covered entity or business associate; facilities should execute a BAA with vendors and follow 45 CFR §164.530(j) retention rules.

Electronic Signature
Templates
Miscellaneous
Equine Care Application Form

Equine Care Application Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

EQUINE CARE APPLICATION AND SERVICES AGREEMENT

THIS AGREEMENT is entered into by and between Client Name: referred to as "Owner", and Provider Name: referred to as "Care Provider", effective as of Effective Date: .

WHEREAS

WHEREAS, Owner desires to engage Care Provider to provide boarding, routine care, and related services for the horse(s) described in this application; and

WHEREAS, Care Provider represents that it maintains appropriate facilities and personnel to provide the services described below and warrants that such services will be performed in a professional manner consistent with industry standards; and

WHEREAS, the parties desire to reduce their agreement to writing and set forth the terms, conditions and certifications below.

OWNER / APPLICANT INFORMATION

Full Name Mailing Address

Primary Phone

Email

EMERGENCY CONTACT

Contact Name

Phone

Relationship

HORSE INFORMATION (Complete for each horse)

Horse Name

Age

Breed

Sex

Color / Markings

Registration / ID (if any)

HEALTH, VACCINATIONS AND MEDICAL HISTORY

Veterinarian Name: Phone:

Current Vaccinations (dates and status) Medical History / Current Medications

Known Behavioral Issues

SCOPE OF WORK

The Care Provider shall provide the following services for the horse(s) listed above. The scope below is intended to define routine services; any service beyond the scope will require prior written authorization and may incur additional fees.

Scope of Work (Describe boarding, daily care, exercise, turnout, grooming, stall cleaning, training, etc.)

PAYMENT TERMS

Monthly Boarding Rate: Additional Service Fees (describe):

Payment Schedule: . Late Payment Penalty: .

Owner agrees to reimburse Care Provider for reasonable veterinary and farrier expenses incurred on behalf of the horse in the event Owner cannot be reached, subject to any prior authorization limits set forth in this Agreement.

TERM AND TERMINATION

Term Commencement Date: . Term End Date (if any): .

Termination Notice: Either party may terminate this Agreement by providing written notice to the other party at least days prior to the intended termination date. Care Provider may immediately terminate service if Owner is in material breach of payment or animal care requirements.

CONFIDENTIALITY

Each party agrees that all non-public information concerning the other party or the business operations of the other party obtained in connection with the performance of this Agreement shall be treated as confidential and shall not be disclosed to third parties except as required by law or necessary to provide the services described herein. This confidentiality obligation survives termination of this Agreement for a period of two (2) years.

INSURANCE AND LIABILITY

Owner represents that Owner is responsible for maintaining any mortality, major medical, and liability insurance for the horse. Care Provider shall maintain general liability insurance for the facility; however, Care Provider is not responsible for accidents, injuries, sickness, or death except to the extent caused by Care Provider's gross negligence or willful misconduct.

Owner Initials Acknowledging Liability Clause

AUTHORIZATION FOR VETERINARY CARE

Owner authorizes Care Provider to seek emergency veterinary care if Owner cannot be reached. Owner agrees to be financially responsible for such costs and shall reimburse Care Provider within the payment terms set forth above. If Owner wishes to place a prior limit on emergency expenditures, indicate amount here:

Authorization to Treat (check one)

Owner authorizes Care Provider to approve emergency veterinary treatment up to emergency expenditure limit listed above.

ADDITIONAL TERMS

Owner shall provide feed, supplements, tack and special equipment as required; Care Provider shall store such items at Owner's risk unless separate storage arrangements and insurance are agreed in writing. Owner agrees to remove all personal equipment within 30 days of termination, otherwise Care Provider may assess storage or disposition fees.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to its conflict of law principles.

ENTIRE AGREEMENT

This document, including any attachments and written amendments signed by both parties, constitutes the entire agreement between Owner and Care Provider regarding the subject matter herein and supersedes all prior negotiations, understandings and agreements. Any modification must be in writing and signed by both parties to be effective.

ATTACHMENTS / CHECKLIST

Vaccination records attached Negative Coggins attached Proof of ownership attached Special care instructions attached

CERTIFICATION

By signing below, Owner certifies that all information provided in this application is true and complete to the best of Owner's knowledge. Owner authorizes Care Provider to rely on the information provided in the performance of services. Owner acknowledges receipt of facility rules and agrees to abide by them. Owner further certifies that Owner has full authority to enter into this Agreement for the horse referenced herein.

Owner Printed Name:

By:

Date:

Provider Printed Name:

By:

Date:

What the Equine Care Application Form Covers

The Equine Care Application Form is a standardized intake and authorization document used by boarding stables, trainers, therapy programs, and veterinarians to record ownership, health history, care instructions, liability acknowledgments, and emergency contacts for a horse. It consolidates applicant details, horse identification (name, age, microchip or tattoo), vaccination and veterinary records, feeding and exercise plans, and any special handling notes. When completed and signed, the form creates a written record of responsibilities and permissions that can be retained as part of client files and used to streamline onboarding, billing, and care coordination.

Why a Formal Application Helps Providers and Owners

A consistent application clarifies expectations, documents medical and care needs, reduces misunderstandings, and creates an auditable record of consent and liability terms for both facility and owner.

Who Typically Completes This Form

The Equine Care Application Form is used by organizations that receive or care for horses and by individual owners registering services.

Boarding facilities and barns that intake horses for short- or long-term boarding; documents stable rules, payment terms, and emergency authorization.
Trainers and lesson programs enrolling horses for training or instruction; records tack needs, exercise schedules, and behavior notes.
Equine-assisted therapy centers and veterinary clinics needing signed consent, HIPAA-adjacent health disclosures, and emergency treatment authorization.

Completed forms support day-to-day care, emergency response, billing, and legal recordkeeping across multiple stakeholders.

Essential Sections to Include in a Professional Application

A complete form balances administrative, medical, and legal information so staff can follow instructions and owners understand obligations.

Applicant Details

Owner and emergency contact names, full mailing address, preferred phone numbers, email, and secondary contacts for decision-making during emergencies.

Equine Identification

Horse name, age, breed, color/markings, microchip or tattoo ID, registration number when applicable, and current stable location for precise identification.

Health & Vaccinations

Recent vaccination dates, allergies, chronic conditions, current medications, and a place to attach or list the veterinarian clinic and phone number.

Care Instructions

Feeding schedule, supplements, turnout and exercise regimen, shoeing schedule, and any behavioral or handling precautions the caregiver must follow.

Liability & Permissions

Clear liability language, assumption of risk acknowledgement, authorization for emergency treatment, and owner signature acknowledging facility policies and fees.

Emergency Plan

Primary emergency contact, preferred veterinarian, payment authorization for emergency care, and instructions for euthanasia or triage if required.

Security, Privacy, and Compliance Elements

Encryption: AES-256 at rest; TLS 1.2/1.3 in transit

Access Controls: Role-based access and audit trails

HIPAA Considerations: BAA required if PHI included

Retention Flags: Document retention metadata

Authentication: Multi-factor where needed

Audit Trail: Timestamped signer actions

Step-by-Step: Completing the Equine Care Application

Follow these steps to collect accurate information, confirm consent, and create a retained record for both owner and provider files.

01

Gather IDs: Collect owner photo ID and horse identification before starting the form.
02

Record Health Data: Enter vaccinations, meds, allergies, and attach vet paperwork.
03

Set Care Preferences: Specify feeding, turnout, and special handling instructions clearly.
04

Sign and Date: Obtain signatures and date; note if notarization or witness is required.

Typical Submission and Routing Workflow

A digital workflow improves turnaround and ensures copies are distributed to necessary staff and the owner.

Create Form: Facility uploads or builds the template with required fields.
Send to Owner: Owner receives secure link or email to complete the form online.
Staff Review: Facility staff review submissions and attach supporting vet records.
Store Record: Signed form and audit trail saved to the client file.

Recommended Online Form Settings for Reliable Intake

Configure fields and notifications so data is complete, verifiable, and routed to the right team members.

Field	Configuration
Required fields	Make owner name, horse ID, and emergency contact required
Conditional fields	Show medication details only if 'on medication' checked
Document attachments	Allow PDF/JPG uploads for vaccination records
Notifications	Email staff when form submitted or flagged

Digital Tools and File Format Considerations

Choose platforms that support common formats, secure storage, and role-based access for staff.

File formats: PDF and DOCX supported
Integrations: Connects with CRM and cloud storage
Device support: Works on desktop and mobile

eSignature Provider Pricing Snapshot for Processing Forms

Compare typical starting prices and key capabilities for common eSignature providers when digitizing intake and consent forms.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions

Answers to common issues with completing, validating, and storing Equine Care Application Forms.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent and consent are present and the record can be retained.
When is notarization required?
Most intake forms do not require notarization. Notarization or witness signatures may be necessary only if the document contains durable power of attorney language or state-specific election; verify local requirements.
Can I accept uploads of vaccination records?
Yes. Accept PDF or image attachments and require dates in MM/DD/YYYY format. Keep copies with the signed form and restrict access if records contain protected health information.
What if owner and vet disagree on treatment?
Rely on the signed emergency authorization and any attached veterinary directives. If disputes arise, retain all communications and consult legal counsel to resolve liability and care decisions.
How do I correct a submitted form?
Create and sign an amendment or replacement form with clearly dated changes. Retain both the original and the corrected version in the file to preserve auditability.
Is HIPAA applicable to these forms?
HIPAA applies if the form contains protected health information handled by a covered entity or business associate; facilities should execute a BAA with vendors and follow 45 CFR §164.530(j) retention rules.

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