Pet health records: what to keep, and what to bring to the vet

Sooner or later every pet owner is asked a question they cannot answer: when was the last rabies shot, what was that antibiotic called, how much did she weigh in spring? Pets do not carry their own paperwork, and a lot of information lives in a clinic's system, a crumpled booklet, a drawer or your memory. A simple, complete health record saves time at the vet, avoids repeated or missed treatments, and helps whoever looks after your pet when you cannot. This guide lists what belongs in a pet health record, how to keep it up to date without making it a chore, and what to prepare before a visit.

Why bother

• Vaccines depend on dates. Guidelines from WSAVA and the AAFP describe series and boosters in terms of ages and intervals (for example, kitten doses every 3 to 4 weeks until 16 weeks of age, according to the AAFP), so knowing exactly what was given and when is essential for deciding what is due.
• Medicines have histories. A vet choosing an antibiotic wants to know what your pet has had before, and how it went.
• Boarding, grooming, travel and insurance often require proof of vaccination.
• Emergencies are easier when you can show the current medicines and conditions on your phone.
• Handover. A pet sitter, a relative, or a new vet can pick up where you left off.

The checklist: what to keep

Basics

• Name, species, breed or type, sex, date of birth (or estimated age), colour and distinguishing marks.
• Microchip number and the registry it is registered with, and any licence or tag number.
• Neutering status and date, if applicable.
• A recent photo, which helps if your pet is ever lost.
• Your vet's name and phone, and an out-of-hours or emergency clinic.

Vaccines and parasite care

• Every vaccine: date, what it covers, clinic and the next due date. See our guides for dogs and cats.
• Rabies certificate details, where applicable. In many places rabies vaccination is a legal requirement.
• Flea, tick and worm treatments: product, date and next due date.
• Any reactions, with dates.

Medicines

• Name, strength, dose, frequency, start and end dates, and the reason. For long-term medicines, the date of the last review. See our medication reminder guide.
• Allergies and intolerances, including food.
• Supplements and special diets.

Weight and body condition

• Date and weight at each check, with the scale used. A trend tells more than a single number; see pet weight tracking.

Vet visits

• Date, clinic, reason, what was found, what was advised, what was prescribed.
• Follow-up dates and tests (blood work, X-rays) with where to find results.
• Surgeries and dental work.
• Questions you want to ask next time.

Expenses

• Amount, date and category: food, vet, medication, grooming, insurance, boarding. A running total shows what your pet really costs and supports insurance claims. Pawfolio can export expenses to CSV for budgeting.

Keep it up to date without it becoming a chore

Records go stale because updating them is an extra step. The solution is to attach the update to something you do anyway.

1. Update in the car park. Right after a vet visit, spend two minutes: enter the vaccines, the new medicine, the weight and the next appointment. You will never remember it as well as you do then.
2. Photograph paperwork immediately. Invoices, certificates and discharge notes: take a photo and attach it to the visit.
3. Use reminders for the next due date, not just the record. A record that tells you something is overdue is useful; one that says so only when you remember to look is not. Pawfolio reminds you before vaccines and treatments are due.
4. Weigh regularly. Add a weight on a calendar day each month rather than waiting for the vet.
5. Review once a year at the annual check-up, and ask the vet to confirm that the vaccine and treatment dates in your record match theirs.

Before a vet visit: a five-minute routine

1. Write down why you are going, with dates: when did the problem start, how often does it happen, has it changed? Vets can only ask so many questions in a short appointment.
2. List what your pet currently takes, including supplements, and the dose.
3. Note changes in appetite, water intake, weight, energy, stool or behaviour. You do not need to interpret them; just describe.
4. Bring or send records if it is a new clinic or a specialist: vaccines, past results, medicines.
5. Write down your questions in advance. It is easy to forget them in the room.

After the visit: capture the answers

Ask the vet to repeat anything you did not follow, and write down what you were told while it is fresh: the diagnosis in plain words, the medicine and how to give it, what to watch for, when to call and when to come back. If you did not understand something, say so; most vets are happy to explain again. See how to give a dog a pill if you are struggling with administration.

Paper, spreadsheet or app?

Any of them works if you use it. A folder with photos of every document is the minimum; a spreadsheet gives you searching and totals; an app adds reminders and charts. What matters is that the record can be read, exported and shared. A good test is the question "what happens to my data if I stop using this?" Pawfolio is built around this: it is free for 2 pets, your records stay readable even if you stop paying for extras, and you can export CSV at any time. Data you cannot get out is a liability.

Multi-pet households

Keep each animal's record separate. Mixed records lead to errors, such as giving one pet's medicine to another or mistaking which pet had a vaccine. Name each profile clearly and, if two pets look alike, add a photo. Pawfolio keeps a separate record, reminders and history for each pet, including dogs, cats and other animals such as rabbits.

Changing vets, moving or travelling

Records matter most when something changes. If you move or switch clinics, ask the old practice for a copy of your pet's history and vaccination certificates, and keep your own copy as well: clinics are allowed time to respond, and files can be incomplete. If you are travelling, check the destination's rules for vaccines, microchips and paperwork well in advance, because some require documents issued by a vet within a set period. A complete record turns these chores into an export and an email rather than a scramble.

Privacy

A pet record is not very sensitive, but it contains your contact details, your pet's microchip number and your vet's name. Think about where copies go and who can see them before you share an export. Our privacy policy describes what the app and this website do.

Pawfolio and this website do not replace veterinary care. Your veterinarian decides which vaccines, medicines and tests your pet needs.

Frequently asked questions

What should be in a pet health record?

Basic details and microchip number, vaccines and parasite treatments with next due dates, medicines and allergies, weight history, vet visits and results, and expenses.

How do I keep track of my pet's vaccinations?

Record the date, vaccine, clinic and next due date at each visit, photograph the certificate, and set a reminder for the next due date.

Can I export my pet's records?

With Pawfolio you can export CSV at any time, and your records stay readable even if you stop paying for extras.

Why does my vet ask what my pet takes?

Medicines, supplements and diets can affect diagnosis and treatment, so vets need an accurate list at every visit.