When I ask for a copy of your dog’s vaccination record before a first appointment, I am not being difficult. I am looking at one specific document, and there are a handful of details on it that I genuinely need to see in order to groom your dog safely. This post walks through a real record so you can check yours against the same checklist before your next visit.
For a longer read on why we require records in the first place, see the Why Vaccination Records Are Required at Vroom Grooms post. This one is the practical reference: here is what I am reading when I open your file.
Where This Fits in the Vroom Grooms Terms
Vaccination records are not just a Vroom Grooms preference. They are part of our published Terms under Section 02: Health & Vaccinations. The relevant pieces, in plain language:
- Required vaccines: Rabies and DHPP (Distemper, Hepatitis, Parvovirus, Parainfluenza) are mandatory. Bordetella is highly recommended.
- What happens if records are missing or expired: a $50 fee is added and pricing jumps to the next tier for your dog’s breed and size.
- Who keeps records current: every owner is responsible for sending in updated records when they expire. The Terms page links to the upload form under “Current Client” in the navigation.
- Name matching: the client profile and the vaccination record need to show the same information. If they don’t match, the record does not count as current.
The rest of this post walks through each of the four blocks on a typical record so you can check yours against the same checklist before your appointment.
Owner Information at the Top
The first block I look for is the owner block. I need a name, address, and a phone number that is current. This is how I reach you if there is a question on the day of the appointment, if I find something on your dog during the groom that you should know about, or if something comes up with billing or scheduling. If any of these change between appointments, the records on file need to be updated, because the version I have is the version I am going to call if I need to reach you.
Veterinarian or Veterinary Clinic
The next block tells me which clinic administered the vaccinations. I want the clinic name, address, and phone number. The reason this matters is simple: if I ever need to verify a record, ask a question about a vaccine, or refer you back to the prescribing vet for a health concern that comes up during the groom, I am not searching for your vet. I am pulling up the clinic that administered the vaccines and calling them directly. That speeds everything up if something ever does come up.
Patient Information on Your Dog
Then the patient block. This is your dog. The four fields I actually use for grooming are:
- Patient name. Make sure the name on the record matches the name on your account so there is no confusion.
- Breed. This matters for grooming. A Miniature Goldendoodle and a Standard Poodle are both Doodles, but they are very different sizes and coats. The breed on the record helps me quote and prep correctly.
- Weight. This is the big one. The weight on the vet record is the most accurate weight I have, because it is taken on a clinic scale. If the weight on file is from a year ago and your dog has gained or lost, update it at your next vet visit. Pricing tiers, vaccine dosing for any vet-prescribed situation, and coat expectations all hinge on accurate weight.
- Date of birth. Helps me confirm age, which informs senior-dog handling, and tells me whether your puppy is on the puppy series or the adult series.
The Vaccination History Table
This is the table that actually drives the appointment. The three columns that matter are Vaccine Description, Date Given, and Date Due. Here is what each vaccine is and how it lines up with our Terms under Section 02.
| Vaccine | What It Covers | How Often | What Our Terms Say |
|---|---|---|---|
| Rabies | Rabies virus | Every 1 or 3 years, depending on the vaccine your vet uses | Required. Mandatory for every dog before a groom. This one is non-negotiable. |
| DHPP | Distemper, Hepatitis, Parvovirus, Parainfluenza | Every 1 or 3 years, depending on the vaccine your vet uses (after the puppy series) | Required. The core combination vaccine. Mandatory before a groom. |
| Bordetella | Kennel cough | Every year (sometimes every 6 months) | Highly recommended. Not on the required list, but strongly encouraged. I will ask if your dog has it. |
| Influenza | Flu, both strains | Every year | Highly recommended. Not on the required list, but encouraged for any dog who is around other dogs. I will ask if your dog has it. |
| Leptospirosis | Lepto, a bacterial infection from wildlife urine | Every year | Highly recommended. Not on the required list, but especially worth considering if your dog is on a property with standing water, ponds, livestock, or known wildlife activity. I will ask if your dog has it. |
The Date Given column tells me when each vaccine was administered. The Date Due column tells me when it expires. If any of those dates have passed at the time of your appointment, the appointment cannot move forward until the vaccines are current. Per our Terms, Section 02, a $50 fee is added and pricing moves to the next tier for your dog’s breed and size. Current clients are responsible for keeping records up to date between appointments, so please check the dates on your file before you book.
What I Do With the Record
When the record arrives, I read it once, save it to your file, and confirm in writing that Rabies and DHPP are current, and note where your Bordetella stands. That confirmation is what your next appointment is keyed to. If you rebook in six months and your DHPP is now showing Date Due last week, your appointment is not happening until that is updated. I do not have flexibility on this. It is not a Vroom Grooms rule, it is a safety rule, and it is not negotiable. The $50 fee and the reschedule requirement are spelled out in our Terms under Section 02, and they apply the same way to every client.
If your record shows additional vaccines beyond the required ones (Lyme, anything else your vet has recommended), they are noted on the file but do not block a groom. They are good context for your dog’s overall health picture, and I am always glad to see them.
What to Send Me
One clear document with the four blocks above, ideally as a PDF or a clear photo of the printed record. The clinic usually emails it on request, and most client portals let you download it directly. Upload it through the Current Client Vaccination Records page in the bottom navigation of vroomgrooms.com. Please do not text a picture of the record to me. Texting vaccination records creates a privacy issue, makes the document impossible to find later, and creates an unreadable record on both sides.
If your vet gives you a record that looks something like the example at the top of this post, you are set. If your record is missing any of those blocks, ask the clinic for an updated copy before your next appointment. The clearer the record, the faster I can confirm it, and the sooner your dog is on my schedule.
Stay fresh and furry,
Nicole / Vroom Grooms LLC
Service area: Bowling Green, Haskins, Tontogany, Grand Rapids, Waterville, Monclova, Whitehouse, Maumee, Swanton, Holland, Perrysburg, Rossford. Limited availability for Toledo and Oregon. Proof of current vaccinations required at the time of service — clients are responsible for uploading and maintaining their own records. Mobile Dog Grooming. We come to you. No hook ups needed!