Pet Groomer Client Intake Checklist

Client Intake Checklist for Pet Groomers: What to Ask Before the First Visit

The first grooming appointment sets the tone for every appointment after it. If the intake is weak, the groomer finds out too late that the dog bites for nail trims, the coat is heavily matted, the owner expects a style that cannot be done safely, or the pet has a product sensitivity.

A good intake form does not need to be long. It needs to ask the questions that change the appointment.

This checklist is written for small grooming teams that need practical intake before the first groom.

Owner Details

Collect:

• Owner full name
• Mobile phone
• Email
• Address if needed for mobile grooming
• Preferred contact method
• Emergency contact
• Consent to receive appointment reminders
• Photo/update preference

If you send SMS reminders, keep marketing consent separate from transactional appointment reminders.

Why "Friendly" Answers Mislead Groomers

Owners answering intake questions about their pet's temperament are usually thinking about how the pet behaves at home or on walks, not how it reacts to specific grooming stressors like clippers, dryers, or having paws handled. That gap between "friendly in general" and "safe to groom" is one of the most common causes of an intake form quietly failing at the one job it exists to do.

A dog that is genuinely gentle with people and other dogs can still panic at the sound of clippers or bite defensively when its nails are being trimmed, purely because those specific sensations have never been part of its normal experience. An owner who answers "very friendly, no issues" is being honest about what they've observed, not concealing anything, but the answer still leaves the groomer unprepared for a reaction that only shows up under grooming-specific conditions. This is why grooming intake needs to ask about clippers, dryers, and handling by name, rather than trusting a general temperament question to surface a risk the owner may never have had reason to notice.

Pet Profile

Ask:

• Pet name
• Breed or mix
• Age
• Weight range
• Sex and neuter/spay status where relevant
• Coat type
• Last groom date
• Previous groomer if relevant
• Whether the pet has been professionally groomed before
• Whether the pet can be handled by strangers

Each pet needs a separate intake section. One owner with two dogs may need two completely different appointment lengths.

Coat And Service Details

Ask:

• Desired service
• Desired clip or style
• Coat condition
• Matting areas
• Shedding level
• Skin sensitivity
• Products to avoid
• Flea/tick concerns
• Nail trim tolerance
• Ear cleaning tolerance
• Teeth or add-on service preference

Add this question:

"What result are you expecting from this groom?"

That question catches mismatch early. If the owner expects a fluffy style on a severely matted coat, staff can explain the realistic options before drop-off.

Behavior And Handling

Ask direct questions:

• Has the pet ever bitten a groomer, vet, sitter, or owner?
• Does the pet react to dryers?
• Does the pet react to clippers?
• Does the pet tolerate nail trimming?
• Does the pet need a muzzle?
• Does the pet become anxious in crates or around other pets?
• Does the pet have areas that should not be touched?
• Are there triggers we should know about?

Do not hide these behind "is your pet friendly?" Many owners will say yes even when the pet has grooming-specific triggers.

Health, Allergies, And Safety

Ask only what affects safe grooming:

• Allergies or skin sensitivities
• Recent surgery or injury
• Mobility limits
• Seizure history if relevant
• Heart or breathing concerns if relevant
• Medication that affects grooming safety
• Vet contact if your policy requires it
• Vaccination document if your policy requires it

Do not collect broad medical history unless you need it. Sensitive notes should stay out of ordinary SMS and casual staff chatter.

Policies To Acknowledge

Before the first appointment, ask the owner to acknowledge:

• Cancellation window
• No-show policy
• Late drop-off policy
• Late pickup policy
• Matting/shave-down policy
• Aggression or unsafe handling policy
• Extra charges for dematting or special handling
• Photo permission if used
• Payment timing

The goal is not to make the form legalistic. The goal is to avoid surprise at checkout or pickup.

If deposits are part of your process, write that policy down alongside the intake questions so front-desk staff apply it consistently.

Drop-Off Questions

At drop-off, confirm:

• Desired groom
• Any change since intake
• Matting or skin issues noticed by owner
• Pickup contact
• Pickup time expectation
• Add-ons approved
• Price range if final price depends on coat condition

The intake form is not a replacement for drop-off confirmation. Coat condition can change between booking and arrival.

Rebooking Questions

Ask:

• Preferred rebook interval
• Preferred day/time
• Whether to remind when the next groom is due
• Whether recurring booking is wanted

Grooming businesses lose revenue when rebooking is left until the owner remembers. A simple next-groom window can keep the coat in better condition and protect the schedule.

Rebooking templates specific to pet grooming include SMS and email message examples for scheduling follow-up appointments.

Test Tregovia With Grooming Intake Examples

For pet groomers, Tregovia should be evaluated for CRM-connected intake, appointment reminders, booking rules, billing, and reports. Pet-specific grooming notes, coat history, or specialist grooming-card behavior should be checked against the current product before making public claims.

Use a sample set:

• First-time puppy groom
• Senior dog with mobility limits
• Matted coat with price uncertainty
• Dog reactive to dryers
• Owner requesting a style that may not be safe
• Recurring groom with a rebook window
• Late pickup or no-show policy acknowledgement

Then check whether staff can see the answers before drop-off, whether the billing expectation is clear, and whether the next groom window is easy to record.

Use software for pet groomers for the broader buying guide and Tregovia pricing only after you know which grooming-intake workflows are actually needed.

Grooming Intake Questions

Should intake be done online or at drop-off?

Use online intake before the first visit, then confirm important details at drop-off. Online intake catches risk early; drop-off catches recent changes.

What is the most important grooming intake question?

Ask what the owner expects from the groom and whether the pet has grooming-specific handling issues. Those two answers prevent many disputes and unsafe surprises.

Should I ask for photos?

Photos can help with desired style or coat condition, but make sure the upload process and photo permission are appropriate for your workflow.

Should groomers collect vet details?

Collect vet details if your business policy, insurance, or service type needs them. Do not collect extra health data without a reason.

Intake Quality Check

Before using the form, check:

• It focuses on details that change appointment time, safety, price, or outcome.
• Behavior questions are direct, especially around nails, dryers, clippers, and handling.
• Health questions are limited to grooming safety.
• Policy acknowledgements are clear before checkout or pickup.
• Rebooking questions are included because coat maintenance is part of the service workflow.

The form should help the groomer prepare, not make the owner write a biography.