Dog Grooming Records and Consent Forms: What to Keep (UK)

A UK dog grooming business should keep a client and pet record for every dog: owner and emergency contacts, vet details, health and behaviour notes, a pre-groom check, signed consent for things like shave-downs, and a log of any incidents. Dog grooming doesn’t currently need a council licence in England, but while a dog is with you, you’re legally responsible for its welfare, and good records are how you show you took that seriously.

Here’s what to record, the rules that apply, and how long to keep it all.

Do you need a licence to run a dog grooming business?

England: grooming isn’t one of the licensable activities under the Animal Welfare (Licensing of Activities Involving Animals) (England) Regulations 2018. Councils such as Gravesham confirm that a grooming business doesn’t currently need a licence, but must still comply with the Animal Welfare Act 2006. However, providing day care for dogs is licensable under the same regulations, so if you offer daycare or boarding alongside grooming, you’ll need a licence for that part.

Scotland: grooming is currently unregulated, but the Scottish Government has consulted on licensing it, including mobile groomers. Watch for changes.

Wales and Northern Ireland: check with your local council.

Everywhere: you may need planning permission to run a grooming business from home or a new unit, so ask your council’s planning team before you start.

Your legal duty while the dog is with you

Under section 3 of the Animal Welfare Act 2006, a person can be responsible for an animal on a permanent or temporary basis, and being responsible includes being in charge of it. While a dog is on your table, that’s you. Your records show what condition the dog arrived in, what you were told, and what you did.

In 2025 the Canine and Feline Sector Group, with the Pet Industry Federation and the British Isles Grooming Association, published voluntary best practice guidelines for groomers. They cover assessing each pet’s health, temperament and history before grooming, getting written consent for procedures such as de-matting or full clips, and keeping incident logs as part of emergency planning. They aren’t law, but they’re a sensible benchmark if anything is ever questioned.

What to record for each client and dog

Owner details

• Name, address, phone and email.
• An emergency contact if the owner can’t be reached.
• Who is allowed to collect the dog.

Dog details

• Name, breed, age, sex and whether neutered.
• Coat type and the usual style or clip.
• Usual groom length, so you can book the right slot and price.

Vet and health notes

• Vet practice name and phone number.
• Medical conditions: heart problems, epilepsy, diabetes, arthritis, skin or ear conditions, allergies.
• Current medication.
• Lumps, wounds or sore areas to avoid.
• Recent surgery.

Vaccinations

There’s no general legal requirement for groomers to check vaccinations, so this is your business decision and possibly your insurer’s. Many groomers ask for up-to-date vaccinations to protect other dogs and staff. If that’s your policy, write it in your terms, record the date you saw the vaccination card, and apply it to everyone.

Behaviour notes

• Nervous, reactive, or has bitten before.
• Whether a muzzle is needed, and the owner’s agreement to use one.
• Things the dog dislikes: dryers, feet handled, ears.

The pre-groom check

Before you start, check the dog over and note anything you find: matting, fleas, ticks, skin irritation, cuts, lumps, or ear problems. Tell the owner at drop-off where possible. This protects you if an owner later blames grooming for a problem that was already there, and it’s useful for the owner too.

Consent forms: what they should cover

A signed consent form, renewed when anything important changes, should cover:

• Shave-downs for matting. Explain that severely matted coats may need clipping short for the dog’s welfare, and that clipping can reveal skin problems hidden underneath.
• Elderly or unwell dogs. The owner understands grooming can be stressful and agrees you can stop if the dog is distressed.
• Emergency vet treatment. Permission to take the dog to a vet in an emergency, and who pays.
• Muzzle use if needed.
• Photos and social media. Separate, optional permission to post pictures.
• Your terms: late collection, cancellation, deposits, and vaccination policy.

Procedures that go beyond grooming are a different matter. The best practice guidelines say invasive procedures such as anal gland expression or tooth scaling should only be done under veterinary direction.

Incident log

Record every incident, however small: a nick from clippers, a fall, a bite, a dog that became unwell. Note the date, time, what happened, what you did, who you told, and any vet treatment. Tell your insurer as their policy requires.

Data protection and how long to keep records

Owner names, addresses and phone numbers are personal data, so UK GDPR applies. Keep records secure, tell clients what you hold and why (a short privacy notice is enough), and only keep what you need. Most sole traders that use personal information must pay the ICO’s data protection fee unless they’re exempt; use the ICO’s self-assessment to check.

The ICO says UK GDPR doesn’t set fixed time limits, but you can keep records while you might need them to defend a claim. In practice:

• Consent forms, health notes and incident logs: keep while the client is active and for a set period after their last visit. Check what your insurer expects, write your period down, and stick to it.
• Financial records (bookings, payments, receipts, mileage): HMRC requires at least 5 years after the 31 January deadline for the tax year.

Once your records are in order, make sure your price list matches the time each dog really takes: see how much to charge for dog grooming.

An easy way to keep on top of it

The Dog Groomer Business Command Centre keeps your bookings, clients and day-to-day records in one spreadsheet for Excel or Google Sheets. Keep signed consent forms on paper or as scans, and use the spreadsheet for the running record.

• Bookings tracker records owner and pet name, service, breed and coat notes, price and deposit.
• Client/pet list holds contact details, notes, total bookings and lifetime spend per client.
• Job workflow board tracks each dog from Booked through Prep, In Progress, Ready for Pickup, Collected and Complete.
• Invoices fill themselves in from a Booking ID, with an invoice log of what’s outstanding.

See the Dog Groomer Business Command Centre →

Dog grooming records FAQs

Do dog groomers need to be licensed in the UK?

Not in England at the moment, unless they also offer dog day care or boarding, which is licensable. Scotland is considering licensing. Check with your council wherever you are, and about planning permission.

Can a groomer refuse a dog that isn’t vaccinated?

Yes. It’s a business policy rather than a legal requirement, so you can set it in your terms. Apply it consistently and explain it when clients book.

Do I need a consent form for dog grooming?

It isn’t a legal requirement, but industry best practice guidelines expect written consent for procedures such as de-matting and full clips, and a signed form is your best protection if an owner complains.

Is insurance a legal requirement for dog groomers?

Public liability insurance isn’t a legal requirement, but most groomers have it because they’re caring for other people’s animals. If you employ staff, employers’ liability insurance is normally compulsory.

This guide is general information, not legal or insurance advice. Rules can change and vary by nation and council, so check with your local authority, your insurer and the ICO for your own business.