Pet records

What records do pet sitters need: a complete checklist.

Whether you're leaving town for a weekend or two weeks, your pet sitter needs more than a set of keys. Here's everything they should have — and how to organize it before you go.

Veterinary information

Start with who to call.

Your pet sitter should never have to search for a vet's phone number during an emergency. Make sure they have the following before you leave.

Primary vet name, phone number, address, and office hours
After-hours emergency vet clinic name, phone number, and address
Pet insurance company, policy number, and claims phone number
Date and reason for the last vet visit

If your pet has a specialist — a dermatologist, orthopedic vet, or veterinary behaviorist — include that contact information too. The goal is to make sure your sitter can reach the right person without calling you first.

Medical records & medications

Everything a vet or emergency clinic might ask for.

If your pet needs emergency care while you're away, the treating vet will ask about medications, allergies, and medical history. Your sitter should have all of this in writing.

Current medications — name, dosage, frequency, and how to administer (with food, hidden in a treat, syringe, etc.)
Vaccination records — rabies, DHPP, bordetella, leptospirosis, FVRCP, or whatever applies to your pet. Most boarding facilities and emergency clinics will ask for proof.
Known allergies or sensitivities — food ingredients, medications, environmental triggers
Medical conditions — seizures, diabetes, arthritis, heart disease, or anything that could affect how your pet is treated in an emergency
Microchip number and registry — in case your pet escapes, the sitter needs this information to file a report
Spay/neuter status

Keeping digital copies of vaccination certificates and prescription labels makes this easier. Instead of photocopying paper records before every trip, you can maintain an up-to-date pet profile and share it whenever someone new watches your pet.

Feeding instructions

Be specific about food — your pet's stomach will thank you.

A surprising number of pet emergencies come from feeding mistakes — wrong portions, foods that cause allergic reactions, or treats that shouldn't be given. Don't leave this to guesswork.

Food brand and type (wet, dry, raw, prescription diet)
Feeding schedule and exact portion sizes
Where food is stored (pantry, fridge, freezer)
Treats — what's allowed, how many per day, and which ones to avoid
Water preferences — filtered vs. tap, bowl type, how often to refresh
Dietary restrictions or food allergies
Supplements — joint supplements, fish oil, probiotics, or anything mixed into meals

If your pet is a picky eater, note what works. Some dogs eat better with warm water mixed in. Some cats only eat from a certain type of bowl. These details feel small, but they make a real difference when someone else is handling meals for the first time.

Daily routine

Consistency is the easiest way to reduce stress.

Pets thrive on routine, and even small disruptions can lead to anxiety, digestive issues, or behavioral problems. The closer your sitter can stick to the normal schedule, the smoother things will go.

Morning routine — what happens when they wake up (bathroom first? breakfast first? medication with food?)
Walk schedule — times, duration, preferred routes, and whether they use a harness, collar, or gentle leader
Play and exercise needs — fetch, tug, puzzle toys, or independent play. How much activity they need to stay calm.
Nap and rest patterns — where they usually nap, whether they need a quiet environment
Evening routine and bedtime — last walk time, evening meal, any bedtime rituals
Crate or sleep location — where they sleep, whether the crate door stays open or closed, if they need a blanket or specific toy

If your pet gets anxious at certain times of day — during thunderstorms in the afternoon, when the mail carrier arrives, or when the house gets quiet at night — note that too. The sitter can prepare instead of reacting.

Behavior & safety

What your sitter needs to know to keep everyone safe.

Every pet has quirks. Some are endearing, some are safety-critical. Your sitter needs to know the difference — and what to do in each situation.

Triggers — thunderstorms, doorbells, fireworks, other dogs, strangers, skateboards, vacuum cleaners
Leash behavior notes — do they pull, lunge at other dogs, or walk calmly? Any specific handling instructions.
Recall reliability — can they be off-leash in a fenced yard? Do they come when called, or is that unreliable?
Escape risks — fence jumping, door dashing, gate bolting. What precautions are needed.
Aggression notes — resource guarding, food aggression, fear-based reactions. Be honest — this protects your pet and the sitter.
Signs of stress or discomfort — pacing, panting, hiding, excessive licking, refusing food, whale eye
Comforting techniques that work — a specific spot they like to be scratched, a blanket they burrow under, white noise, a thunder shirt, a frozen Kong

Being transparent about behavior isn't a negative reflection on your pet. It's what responsible pet owners do, and it gives your sitter the tools to handle situations with confidence instead of panic.

Emergency procedures

Have a plan before anything goes wrong.

Emergencies are stressful enough without your sitter having to make judgment calls about spending limits or who to call. Spell out the plan clearly.

What to do if your pet escapes — who to call first, whether to post on local social media groups, whether the microchip registry has been updated with current contact information
What to do if your pet is injured — go directly to the emergency vet? Call you first? Both?
Poison control number — ASPCA Animal Poison Control: (888) 426-4435. There is a consultation fee, but it could save your pet's life.
Authorized spending limit for emergency vet care — give a clear number so your sitter doesn't hesitate to act
Backup contact — who to call if the sitter can't continue (illness, family emergency, or something unexpected)

Consider leaving a signed authorization letter for your emergency vet, giving your sitter permission to approve treatment on your behalf. Some clinics require this before they'll treat an animal brought in by someone other than the listed owner.

House information for pet sitters

The practical details that make everything easier.

These aren't pet-specific, but your sitter will need them — and forgetting one of these can create unnecessary stress on both sides.

Alarm codes and security system instructions
WiFi network name and password
Garbage and recycling pickup schedule
Mail and package instructions
Thermostat preferences (especially for pets sensitive to heat or cold)
Spare key location

If you have smart home devices, cameras, or automatic feeders, include a quick note about how they work. The sitter shouldn't have to figure out your thermostat app while also managing feeding time.

Creating a shareable pet sitter sheet

Write it once. Share it with every sitter.

The hardest part about preparing for a trip isn't packing — it's rewriting the same pet care instructions every time someone new watches your animals. A pet sitter sheet should be something you maintain year-round, not something you throw together the night before you leave.

LifeVault lets you organize vet contacts, medications, vaccination records, feeding instructions, daily routines, behavior notes, and emergency contacts into a structured pet profile. When it's time to share, generate a clean PDF with the sections your sitter needs and send it through text, email, or AirDrop. Update the source once and every future export reflects the latest information — no more rewriting from scratch.

The benefit of keeping a digital pet profile isn't just convenience. It's having accurate, complete information ready for every new sitter, every boarding facility, and every emergency. When your pet's information is organized before you need it, you leave with less anxiety and your sitter starts with more confidence.

Pet sitter checklist questions

Common questions.

How far in advance should I prepare a pet sitter sheet?

At least a week before your trip — but ideally, keep it updated year-round. Vet visits, medication changes, and new behavioral notes happen throughout the year. If you maintain an up-to-date pet profile in an app like LifeVault, you can generate a shareable sheet in seconds whenever you need one, instead of scrambling to write everything out the night before you leave.

Should I share vet records with a boarding facility?

Yes — most boarding facilities and doggy daycares require proof of current vaccinations (typically rabies, DHPP, and bordetella) before they'll accept your pet. Having digital copies of vaccination records, along with your vet's contact information and your pet's medication list, makes the check-in process faster and avoids last-minute calls to your vet's office.

What if my pet has anxiety with new people?

Include specific comfort techniques in your pet sitter sheet — what calms them down, what makes anxiety worse, and how long the adjustment period usually lasts. Leaving a worn clothing item with your scent can help. Note whether your pet responds better to being given space or being engaged with treats and play. The more specific you are, the easier the transition will be for both your pet and the sitter.

Can I share pet records digitally?

Yes — a digital pet profile or PDF is easier to update and share than handwritten notes. Apps like LifeVault let you organize vet contacts, medications, feeding instructions, and emergency information into a structured profile you can export and send through text, email, or AirDrop. Update the source once and every future export reflects the latest information.