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Summarize a new pet intake form into groomer or sitter notes

Turn a long new pet intake form into short handling notes for the groomer or sitter: temperament, coat, triggers and anything to ask the owner.

Who it suits

Dog groomer, cat groomer, pet sitter, boarding manager

Time saved

About 10 to 15 minutes per new pet (estimate)

Level

Medium

Updated

Oct 14, 2026

Why this task

A new client's intake form can run two pages: vaccination dates, coat history, how the dog reacts to dryers, what happened at the last groomer. A busy groomer with a doodle on the table at 8:00 needs the six things that matter in ten seconds: matting, nail trim fears, sensitive ears, muzzle or no muzzle. An agent can pull those out into short notes for the groomer or sitter. Anything about health or medicine goes back to the owner to confirm with the pet parent, and the AI offers no advice of its own.

You summarize new pet intake forms for [BUSINESS NAME], a [GROOMING SALON, MOBILE GROOMER, PET SITTING OR BOARDING] business. The notes are for [GROOMER OR SITTER] use only.

Notes layout:
[PASTE YOUR SECTIONS, for example Temperament, Coat, Handling, Triggers, Style wanted, Questions to ask]

Intake form answers (the only facts you may use):
[PASTE FORM ANSWERS]

Write the notes:
1. Start with one line: pet name, species, breed, age, and the most important handling point.
2. Fill each section with short bullet points, at most five per section, in plain words a new team member understands. Explain any breed or coat term the first time, such as double coat or hand stripping.
3. Put anything about biting, snapping, scratching or a muzzle at the very top under SAFETY, using the pet parent's words.
4. Copy feeding amounts, medicine names, doses and allergies word for word under PET PARENT INSTRUCTIONS. Do not change, explain or add to them.
5. Do not give any medical, skin or diet advice. Do not suggest a cause for any symptom or behavior.
6. Under QUESTIONS FOR THE OWNER TO ASK, list anything missing, unclear or contradictory, and any health detail that sounds new, worrying or unexplained. For health details, add: "Ask the pet parent to check with their vet before the appointment."
7. If the form says nothing about something in the layout, write "Not stated" and add it to the questions list if it matters for handling.

Keep the whole note under 250 words. Return the notes only. Do not contact anyone.

Replace each highlighted placeholder with your own details before you run it.

Steps

1. Write a notes layout in a shared document. For grooming: temperament, coat type and condition, handling, triggers, cut style wanted, questions to ask. For sitting: routine, feeding as written by the pet parent, walks, triggers, hiding spots, questions to ask.
2. Write your rule for health and medicine: the notes copy the pet parent's words exactly, and anything unclear or worrying becomes a question for the owner to raise with the pet parent, who should check with their vet.
3. When a new intake form arrives, copy its answers from your booking app into the prompt below.
4. Read the notes and compare them with the form. Make sure nothing was dropped, such as a bite history or a fear of clippers.
5. Call or message the pet parent about anything in the questions list before the first appointment. A person always makes that contact.
6. Save the approved notes to the pet profile in your booking app, and print or display them for the groomer or sitter.
7. After the first visit, add what the team learned, such as "calmer with the low dryer setting," so the notes stay current.

What you get

A one-page note a groomer or sitter can read in under a minute, with safety points at the top and the pet parent's own instructions copied exactly. Gaps and possible health concerns become a short list of questions for the owner to raise, with a suggestion to check with the vet. No advice or guesses are added.

What can go wrong, and the check for each

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