This is a reminder for established Vroom Grooms clients. The maintenance of your dog’s vaccination records is the owner’s responsibility. Vroom Grooms does not track expiration dates, send reminder notices, or request updated certificates on your behalf. Current records must be on file prior to each scheduled appointment.
The Terms and Conditions state: “All owners are responsible for turning in updated vaccination records when they expire.” This post provides the additional context behind that policy.
⚠️ Failure to Update Records
If current vaccination records have not been submitted prior to the appointment, the following applies:
- The groomer may not arrive. Without verified records on file, the appointment cannot be safely or legally serviced. Travel and labor costs are not recovered if the groomer turns around.
- A $50 fee is added to any upcoming grooming appointment.
- Cancellation of the scheduled appointment may occur, with the cancellation applied to the client’s account.
- Potential loss of services. Continued non-compliance may result in removal from the schedule and the loss of the recurring appointment slot.
Updated records are due before the appointment date. Records are not accepted by text message, by email, or at the door on the day of service.
💉 Required Vaccinations
The following must be current on file on the day of your appointment:
- Rabies: required
- DHPP (Distemper, Hepatitis, Parvovirus, Parainfluenza): required
- Bordetella: highly recommended
A 48-hour post-vaccination observation period is required before grooming. This is a safety standard for your pet, and the wait should be factored into your scheduling.
📤 Submitting Updated Records
Updated vaccination records are submitted through the Current Client form, accessible via the Navigation menu at vroomgrooms.com/existing-client. The form accepts JPG, PNG, and PDF files.
To preserve the integrity of your file, please observe the following:
- Do not submit records by text message. Text-message photos cannot be reliably filed, and they are difficult to reference on appointment day.
- Do not submit records by email. Email is reserved for new client inquiries and general correspondence.
- Do not present records at the time of the appointment. Records must be verified and on file in advance.
🛡️ Rationale for Client-Side Maintenance
Vroom Grooms operates as a solo mobile grooming practice. There is no administrative support staff, no front desk, and no centralized records department. As such, the business infrastructure is not designed to monitor vaccine expiration on behalf of individual clients. Each client is expected to manage their pet’s record status using the same diligence applied to any other recurring health requirement.
⚠️ Policy on Missing or Expired Records
Per the published Terms, the following applies when records are missing or expired at the time of service:
- A $50 fee is automatically added to the appointment total.
- The service price advances to the next breed/size tier.
This is not a punitive measure. It is a fee structure designed to recover the additional time required to verify and process records that should have been submitted in advance.
The broader purpose of vaccination verification is to protect every dog groomed in the van. Mobile grooming takes place in an enclosed, shared environment. A lapse in one client’s records puts every subsequent client at risk. Verified records are the only safeguard available.
✅ Recommended Workflow
A simple process ensures records remain current:
- Following each veterinary visit, photograph the updated certificate.
- Submit the photograph through the Current Client form at vroomgrooms.com/existing-client.
- No further action is required until the next vaccination cycle.
The full process takes approximately one minute and can be completed immediately following the vet appointment.
📋 Summary
- Responsibility: The client is responsible for maintaining current vaccination records.
- Submission: Current Client form at vroomgrooms.com/existing-client.
- Consequence of lapse: $50 fee plus a tier adjustment, per the published Terms. Continued lapse may result in non-arrival, cancellation, or removal from the schedule.
Thank you for your continued diligence. The consistent cooperation of our clients is what allows the practice to operate safely and sustainably.
Sincerely,
Nicole
Vroom Grooms LLC