What to include in a pet medical record
Think of a medical record as the story any vet can read in two minutes: who your pet is, and the care they've already had. When it's complete, a new clinic treats your dog or cat as a known patient, not a stranger.
That story has eight chapters. Below is what each one holds, and how to keep the record from drifting out of date.
The eight things a complete record needs
You don't need a binder the size of a phone book. You need these items, kept somewhere you can reach them in a hurry.
- Pet ID and microchip. Name, species, breed, sex, date of birth or estimated age, color, and the microchip number with its registry. This is how a shelter or new vet confirms the pet in front of them is yours.
- Vaccination history. Every vaccine your pet has had, with dates and the next-due date. This is the page boarding kennels and groomers ask for most.
- Medical and visit history. A line for each vet visit: the date, the reason, what was found, and what was done. Diagnoses and ongoing conditions live here too.
- Current medications. Drug name, dose, how often, and start and end dates. Include flea, tick, and heartworm prevention, plus any supplements.
- Diagnostic and test results. Bloodwork, urinalysis, X-rays, ultrasounds, biopsies. Keep the actual report, not just the verdict, so a second vet can read the numbers.
- Surgical history. Spay or neuter, dentals, and any other procedures, with dates and the clinic that did them.
- Emergency and vet contacts. Your regular clinic, the nearest 24-hour hospital, and the poison-control line. The night you need these, you won't want to be searching.
- Diet and feeding. Brand, amount, how often, and any food your pet reacts to. A sudden change of hands goes smoother when the next person knows the routine.
Here's the same list as a quick reference you can scan at the vet's desk.
| Record section | What to write down | Who asks for it |
|---|---|---|
| ID and microchip | Name, species, breed, sex, age, chip number and registry | Shelters, a new vet |
| Vaccinations | Each vaccine, date given, next-due date | Kennels, groomers, travel |
| Visit history | Date, reason, findings, what was done | Any vet picking up care |
| Medications | Drug, dose, frequency, start and end dates | Pharmacies, emergency vets |
| Test results | The full report, not just the summary | A second opinion |
| Surgical history | Procedure, date, and clinic | Pre-op planning |
| Contacts | Regular vet, 24-hour hospital, poison line | You, in an emergency |
| Diet | Brand, amount, schedule, food reactions | Sitters, boarders |
If you only build out three of these, make them the vaccination history, the medication list, and the emergency contacts. Those are the pages someone reaches for under pressure.
What to keep for each vaccination
Vaccines are the part owners most often record incompletely. A date alone isn't enough. For each shot, write down:
- The vaccine name (rabies, DHPP, FVRCP, Bordetella, and so on)
- The date it was given
- The booster due date
- The vet or clinic that administered it
- The lot number from the label, when your vet provides it
The lot number feels like overkill until a manufacturer recall lands, or a kennel asks for proof on official paperwork. It costs nothing to note while you're standing at the desk.
Keeping it current
A record is only useful if it matches reality. The trick is to update it the same day, not "later." After every visit, add the new line while the receipt and discharge notes are still in your hand. Waiting a week means guessing at a dose you half-remember.
Two habits keep a record honest. First, file the original document, not a summary you typed from memory. The paper your vet handed you is the source of truth, and a new clinic will want to see it. Second, check the booster dates a couple of times a year so nothing lapses quietly between visits.
Paper folders work right up until they don't, and a Notes app holds a photo but can't read it or remind you. If you'd rather not retype anything, a pet medical records app can scan the printed documents your vet gives you and pull the visit, vaccinations, medications, and weight into one organized record, with the original PDF kept and booster dates turned into reminders. That's the side of the work the journal in Tamadoggo is built to carry. It's iOS only for now, so it's one option among several, not the only way to stay organized.
However you store it, the goal is the same. When a new vet, a sitter, or an emergency clinic meets your pet for the first time, the whole history should be a tap or a page away, never lost. For more on sorting what you already have, see how to organize your vet records.
None of this replaces your vet. A record is the memory; the care decisions stay with the person who's examined your dog or cat.
Common questions
How long should I keep pet medical records?
Keep pet medical records for the life of your pet, plus a few years after. Vaccination and rabies certificates often need to outlast a single year for travel, boarding, and licensing. If you move or change vets, the full history travels with your pet. There is no harm in keeping the originals indefinitely.
What records do I need to board my pet?
Most boarding kennels and daycares ask for proof of current vaccinations, usually rabies, distemper, and Bordetella, on clinic letterhead or a signed certificate. Some want a recent negative fecal test or flea-and-tick record. Call ahead, because requirements vary by facility and region. Bring the originals or clear photos, and your vet's phone number.