Pet Care Facility Incident Report & Complaint Form

Professional Pet Care Incident Reporting Made Simple

When your beloved pet experiences an incident at a boarding facility, daycare, groomer, or veterinary clinic, you need a clear and professional way to document what happened and seek resolution. This Pet Care Facility Incident Report & Complaint Form provides pet care businesses with a structured system to collect detailed information about incidents, injuries, and customer concerns while maintaining transparency and professionalism.

Why Pet Care Facilities Need a Dedicated Incident Form

Pet care providers—including boarding kennels, doggy daycares, grooming salons, training facilities, and veterinary clinics—face unique liability considerations. When incidents occur, proper documentation protects both the business and the pet owner by creating a clear record of events, injuries, and follow-up actions.

This template helps pet care facilities:

• Document incidents thoroughly with timestamps, witness statements, and detailed descriptions
• Collect veterinary records and bills directly through file uploads for insurance and liability purposes
• Review liability waivers and service agreements to clarify responsibilities
• Maintain professional customer relationships even when problems arise
• Create audit trails for insurance claims and legal protection

Built for Pet Care Professionals and Pet Owners

Whether you run a small boarding operation or manage a multi-location pet care franchise, this form template serves both sides of the incident reporting process:

For Pet Care Businesses: Collect consistent, detailed incident reports that protect your business while demonstrating your commitment to animal welfare and customer service. The form captures witness information, staff observations, immediate actions taken, and follow-up care—everything you need for insurance claims and internal reviews.

For Pet Owners: Submit complaints and incident reports with confidence, knowing your concerns are being documented professionally. Upload veterinary records, treatment invoices, and photos of injuries to support your claim and ensure your pet receives appropriate follow-up care.

What Makes This Template Essential

This Paperform template goes beyond basic complaint forms by addressing the specific needs of the pet care industry:

• Conditional logic that adapts based on incident type (injury, illness, behavioral, facility issue)
• Multi-file upload fields for veterinary bills, treatment records, incident photos, and medical history
• Detailed injury documentation including body maps, severity ratings, and treatment timelines
• Liability waiver acknowledgment with space to reference specific clauses
• Veterinary contact information to facilitate direct communication between facilities and treating vets
• Resolution tracking for refunds, fee waivers, or compensation requests

Streamlined Workflows with Stepper Integration

Once you've collected incident reports through Paperform, you can automate your entire follow-up process using Stepper (stepper.io), your AI-native workflow builder. Create automated workflows that:

• Alert management immediately when serious injury incidents are reported
• Route incident reports to insurance providers or legal counsel based on severity
• Send acknowledgment emails to pet owners within specific timeframes
• Create tasks in your project management system for investigation and follow-up
• Update customer relationship management (CRM) systems with incident flags
• Generate summary reports for monthly safety reviews

Stepper keeps your incident response consistent and timely, even when your team is managing multiple locations or high volumes of pets.

Integration with Your Pet Care Tech Stack

This form integrates seamlessly with the tools pet care businesses already use:

• Veterinary management systems to cross-reference medical records
• Insurance platforms to streamline claims submission
• Customer databases to maintain complete client histories
• Slack or Microsoft Teams for instant incident notifications
• Google Drive or Dropbox to organize incident documentation
• QuickBooks or Xero for refund processing and financial adjustments

Industry-Specific Features

The form includes specialized fields for pet care incidents:

• Pet identification (species, breed, age, medical conditions)
• Service type at time of incident (boarding, daycare, grooming, training)
• Incident classification (injury, illness, escape, altercation, facility hazard)
• Staff witnesses and actions taken
• Veterinary intervention details
• Pre-existing condition documentation
• Liability waiver reference and acknowledgment

Designed for Professional Pet Care Providers

Pet care facilities, groomers, trainers, boarding kennels, doggy daycares, veterinary clinics, and pet sitting services all benefit from having a standardized incident reporting system. This template helps you:

• Maintain transparency with pet owners during difficult situations
• Protect your business with thorough documentation
• Improve safety protocols by identifying patterns and risks
• Demonstrate professionalism to current and prospective clients
• Satisfy insurance requirements for incident reporting

SOC 2 Compliant and Secure

Pet owner information and veterinary records are sensitive. Paperform is SOC 2 Type II compliant, ensuring that incident reports containing personal information, medical records, and financial details are handled securely. With data residency controls and encryption, you can trust that your incident documentation meets professional standards.

Getting Started

This template is ready to use immediately and can be customized to match your specific facility's protocols, liability waivers, and branding. Embed it on your website's customer portal, share it via email when incidents occur, or include the link in post-service follow-up communications.

For businesses managing multiple locations or franchise operations, Paperform's Agency+ plan allows you to manage incident forms across all locations while maintaining consistent reporting standards and centralized oversight.

Trusted by pet care professionals worldwide, this incident report form helps you handle difficult situations with professionalism, protect your business, and maintain the trust of the pet owners who depend on your services.