Can this form be signed electronically?

Yes. Electronic signatures are valid under federal ESIGN and state UETA laws for most transactions provided the signer intends to sign, consents to electronic records, and the system captures an audit trail.

Is notarization required for authorization?

Not usually. Simple care authorizations rarely need notarization, though notarization or witnesses may be recommended for durable powers or legal custody documents in some states.

What if my pet's medication changes after submission?

Update the form immediately and resend to the caregiver. For significant changes, require a new signature and note the effective date to avoid dosing errors.

How should providers store completed forms?

Store forms securely with role-based access controls and encrypted storage. Retain records per applicable retention schedules and HIPAA rules if veterinary records contain protected health information.

Can a pet sitter make emergency medical decisions?

Only if the owner has granted explicit written authorization. Providers should verify the authorization, any financial limits, and contact the owner before non-emergency interventions.

What if the caregiver refuses treatment due to unclear authorization?

Clarify limits and update the form; consider notarized authorization for future services if recurrent disputes occur. Document communications and retain the updated form.

Electronic Signature
Templates
Miscellaneous
Pet Care Information Form

Pet Care Information Form

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

PET CARE INFORMATION & SERVICE AGREEMENT

Parties and Contact Information

Owner Name: Phone:

Owner Address

Provider Name: Phone:

Provider Address

Recitals

WHEREAS, Owner is the lawful caregiver and custodian of the animal(s) described in this Agreement and requires pet care services for such animal(s); and

WHEREAS, Provider is engaged in the business of providing pet care and agrees to provide services subject to the terms and conditions set forth herein; and

WHEREAS, Owner and Provider desire to set forth their respective obligations, care instructions, payment terms and authorizations in writing.

Scope of Services

Services to be provided include regular care, exercise, feeding, medication administration, and other services as specified below. Provider shall perform services with reasonable care and in accordance with Owner's written instructions.

Detailed Scope of Work Common Services (check all that apply)

Feeding & water maintenance Leashed walks and exercise Basic grooming (brushing) Medication administration Transport to veterinarian or appointments

Pet Information

Pet Name: Species/Breed:

Age: Color/Markings:

Sex: Microchip #:

Veterinarian

Vet Phone: Vet Address:

Feeding, Medication & Health

Feeding Instructions Medication Instructions

Owner authorizes Provider to administer medications as described above: Owner certifies that all medication containers are clearly labeled and instructions are complete:

Known Medical Conditions / Allergies

Emergency Care Authorization

Emergency Contact Name: Phone:

If Provider determines emergency veterinary care is required and Owner is unavailable, Owner authorizes Provider to seek veterinary treatment and to incur expenses on Owner's behalf up to $. Provider will make reasonable efforts to contact Owner prior to non-emergency treatment when time permits.

Provider authorized to transport pet to veterinarian if necessary: Owner agrees to reimburse Provider for reasonable emergency transportation and care costs as provided in Payment Terms.

Payment Terms

Owner agrees to pay Provider the service fee specified below. Unless otherwise agreed in writing, Owner is responsible for all fees, supplies, veterinary fees, and transportation costs incurred on Owner's behalf.

Service Fee (per occurrence or per period) Payment Schedule

Late payments incur a late fee of for each payment period past due. Owner shall also be responsible for reasonable collection costs and attorneys' fees for recovery of unpaid amounts.

Method of Payment

Term and Termination

Commencement Date: Termination Date (if applicable):

Either party may terminate this Agreement for any reason upon providing written notice to the other party at least days in advance. Provider may immediately suspend services if Owner fails to timely pay fees or if Provider reasonably determines that continuation of services would pose a risk to the pet or staff.

Confidentiality

Provider shall keep confidential all non-public personal and medical information concerning Owner and Owner's pet obtained under this Agreement, and shall not disclose such information except as required by law or as necessary to provide veterinary care or other services authorized by Owner. This obligation survives termination of this Agreement.

Liability, Indemnification & Warranties

Owner represents and warrants that all information provided in this form is true and complete. Owner shall indemnify and hold Provider harmless from and against any claims, losses or damages arising from Owner's breach of warranty or failure to disclose material information, except to the extent caused by Provider's gross negligence or willful misconduct.

Provider will exercise reasonable care in performing services. Provider is not responsible for pre-existing conditions that are undisclosed, or for acts of third parties. Owner agrees Provider's liability for any claim related to services shall be limited to direct damages not to exceed the total fees paid by Owner to Provider under this Agreement for the twelve months preceding the event giving rise to the claim.

Governing Law and Entire Agreement

This Agreement shall be governed by and construed in accordance with the laws of the state in which the Provider performs the majority of services, without regard to its conflict of law principles. Any dispute shall be subject to the exclusive jurisdiction of the state and federal courts located in that state.

This document, together with any written attachments signed by both parties, constitutes the entire agreement between Owner and Provider with respect to the subject matter herein and supersedes all prior discussions, representations and agreements. Any modification must be in writing and signed by both parties.

Owner Certifications

Owner certifies that any pet(s) described are current on vaccinations as required by local law and that Owner will provide proof of vaccination upon request. Owner acknowledges responsibility for payment of any veterinary fees incurred on Owner's behalf and confirms Owner is the legal owner or authorized custodian of the pet.

Owner Initials

Owner Printed Name:

By:

Date:

Provider Printed Name:

By:

Date:

What the Pet Care Information Form Is and When You Use It

A Pet Care Information Form collects owner, pet, medical, emergency and care-instruction details to guide sitters, boarders, groomers, and veterinary staff. It centralizes contact information, vaccination status, medication instructions, feeding schedules, behavioral notes, and authorization for treatment or emergency decisions. The form reduces ambiguity during routine care and emergencies, and can be retained by providers for recordkeeping, insurance, or regulatory needs. While typically informal, some situations require notarization or explicit written authorization depending on the service and state rules.

Why a Completed Pet Care Information Form Matters

A complete form lowers health and safety risks for the animal, speeds decision-making during emergencies, and clarifies financial and care responsibilities between owners and providers.

Who Typically Completes or Receives This Form

The form is used by pet owners, boarding facilities, veterinary clinics, professional sitters, and animal shelters.

Pet owner — completes and signs to grant care permissions and provide medical history.
Veterinary clinic — keeps the form to record treatments, emergency authorizations, and billing contacts.
Boarding or sitting provider — uses the form to follow feeding, medication, and exercise instructions.

Providers keep a copy for the pet file and owners should update the form when contact, medication, or health status changes.

How to Complete the Form, Step by Step

Follow these four steps to prepare and deliver a reliable Pet Care Information Form before services begin.

01

Gather records: Collect vaccination and medication records first.
02

Fill fields: Complete owner, pet, and emergency sections fully.
03

Authorize care: Specify treatment limits and emergency spending caps.
04

Deliver copy: Provide the completed form to the caregiver ahead of service.

Essential Elements Every Professional Pet Care Information Form Should Include

A professional form balances completeness with clarity. Each section below supports safe handling and clear financial and legal responsibilities.

Owner and Contact Details

Full owner name, alternate emergency contacts, and preferred communication channels so caregivers can reach decision-makers quickly during an incident or schedule change.

Pet Identification

Species, breed, age, microchip number, and clear physical descriptions to avoid misidentification and to assist in reunification if the animal escapes or is transferred.

Health and Vaccine History

Current vaccination dates, recent illnesses, and chronic conditions that affect boarding eligibility or treatment protocols required by many facilities.

Medication and Feeding Instructions

Specific medication names, doses, administration times, feeding amounts, and equipment needs so caregivers can follow routines precisely and avoid dosing errors.

Behavior and Handling Notes

Temperament details, triggers, leash or crate preferences and any required safety measures to protect both staff and the pet during handling.

Treatment Authorization

Clear limits on emergency procedures, maximum authorization amounts, and any prohibitions such as no anesthesia, or non-approval of major surgery without owner consent.

From Completion to Care: Typical Submission and Use Flow

Understanding routing helps ensure caregivers have access to the latest information when needed.

Owner completes: Owner fills form and signs electronically or on paper.
Provider receives: Caregiver adds the form to the pet's file before service.
Care performed: Staff follow instructions and record any deviations.
Record retained: Provider stores completed form per retention policy.

Digital Options and Compatibility for eSubmission

Choose a platform that accepts common file formats and integrates with your practice management or scheduling systems.

File formats: PDF, DOCX, or HTML
Integrations: Works with Google Workspace
Authentication: Email link or SMS code

Verify your chosen provider supports secure storage, audit trails, and HIPAA-capable workflows if the form will include protected health information for veterinary practices.

Key Security and Compliance Features to Protect Pet and Owner Data

Encryption: TLS 1.2/1.3 and AES-256

Audit trail: Timestamped signing events

Access controls: Role-based permissions

HIPAA option: BAA available if needed

Electronic signature: ESIGN and UETA compliant

Certifications: SOC 2 Type II, ISO 27001

Common Preparation Errors to Avoid

Incomplete emergency contacts or missing alternate numbers that delay treatment authorization during off-hours.
Vague medication instructions or missing doses and units, which increase the risk of medication errors by caregivers.
Failure to update vaccination proof that can make a pet ineligible for boarding or grooming services.
Unsigned authorization fields or unclear spending limits that force providers to delay care while seeking owner confirmation.

Risks and Consequences of an Incorrect or Incomplete Form

Delayed care: Higher medical costs

Refusal of service: Provider denial possible

Liability disputes: Insurance claim complications

Medication errors: Adverse health outcomes

Reunification delay: Lost pet risk

Recordkeeping gaps: Regulatory exposure

eSignature Vendor Comparison for Completing and Storing the Form

Common features for eSignature platforms shown below. signNow appears first as a full-featured option for form completion and secure storage.

	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

Timing Recommendations and Practical Deadlines

Set and communicate clear timing expectations so caregivers have the information they need before services start.

Before service start:

Provide the completed form at least 24–48 hours before care begins.

Vaccination proof:

Deliver current vaccine records when requested by the provider.

Medication changes:

Notify caregivers immediately of any medication or dose changes.

Annual review:

Update health and contact details annually or after major changes.

Emergency updates:

Send revised authorization immediately if spending caps or treatment limits change.

How to Update or Revise a Submitted Form

Follow these steps to ensure caregivers use the most recent version of your Pet Care Information Form.

01

Edit document:

Make changes in the original source file or form template.

02

Sign changes:

All parties sign any material changes to authorizations.

03

Version date:

Add an updated effective date near the signature.

04

Resend copy:

Send the updated form to all caregivers and the vet.

05

Archive old:

Retain prior versions with change notes for records.

06

Confirm receipt:

Ask caregivers to acknowledge they received the update.

Who Can Sign and Legally Authorize Care

Owner — Primary Signer

The legal owner or authorized co-owner signs to provide care permissions and financial authorization. If ownership is transferred, documentation evidencing transfer should accompany the form.

Authorized Agent — Secondary Signer

A named agent or pet sitter with written authorization may sign on the owner’s behalf if the form includes explicit delegation language; notarization increases enforceability in some jurisdictions.

Real-World Examples of How the Form Is Used

Two typical scenarios show how completed forms reduce friction and clarify responsibilities.

Boarding Facility Use

A kennel requires current vaccine and medication details before admitting a dog

The kennel follows the documented feeding and dosing schedule
With the form on file the facility can administer medication and contact designated emergency numbers without delay, reducing the chance of treatment refusal or costly emergency detours.

Veterinary Clinic Use

A clinic asks clients to complete the form before scheduled surgery

The form lists owner consent and maximum emergency spend
Having explicit authorization and contact hierarchy on record speeds triage, allows clerk-level verification, and documents consent for routine post-operative care.

Frequently Asked Questions About the Pet Care Information Form

Answers to common questions about signatures, notarization, updates, and emergency authorizations for pet care.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are valid under federal ESIGN and state UETA laws for most transactions provided the signer intends to sign, consents to electronic records, and the system captures an audit trail.
Is notarization required for authorization?
Not usually. Simple care authorizations rarely need notarization, though notarization or witnesses may be recommended for durable powers or legal custody documents in some states.
What if my pet's medication changes after submission?
Update the form immediately and resend to the caregiver. For significant changes, require a new signature and note the effective date to avoid dosing errors.
How should providers store completed forms?
Store forms securely with role-based access controls and encrypted storage. Retain records per applicable retention schedules and HIPAA rules if veterinary records contain protected health information.
Can a pet sitter make emergency medical decisions?
Only if the owner has granted explicit written authorization. Providers should verify the authorization, any financial limits, and contact the owner before non-emergency interventions.
What if the caregiver refuses treatment due to unclear authorization?
Clarify limits and update the form; consider notarized authorization for future services if recurrent disputes occur. Document communications and retain the updated form.

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