Check-Out & Pickup: the full procedure
Release the pet only to the authorized owner or agent, return all belongings, hand over a stay report card, refer any concern to the owner’s vet, and settle payment before departure.
- Applies to: Front-desk / check-out staff.
- Frequency: Every pickup.
- Scope: Operational release and billing process. Any health observation in the report is a referral to the owner’s veterinarian — staff do not diagnose, and release follows the authorization on file.
What you need
- Pet file & authorized-pickup list
- Belongings checklist
- Stay report card
- Payment terminal / POS
- ID verification
The procedure, step by step
- Verify authorization — Confirm the person picking up is the owner or a pre-authorized agent on file; check ID if unfamiliar.
- Retrieve the pet & file — Bring the correct pet and pull the file, report card, and belongings list.
- Return all belongings — Return every labeled item against the check-in list — food, bedding, toys, leash, bowls — and note anything left behind.
- Give the report card — Hand over the stay report card summarizing eating, activity/play, rest, and any notes from the stay.
- Refer health/behavior notes — Verbally flag any concern observed during the stay and advise the owner to follow up with their veterinarian.
- Settle payment — Total charges (boarding, add-ons, late fees) and collect payment per the agreement before the pet leaves.
- Confirm next steps — Offer to rebook, note any rebooking preferences, and update the pet file.
- Close the file — Mark the stay complete, log final belongings status, and file the signed checkout/report record.
Quality check before you finish
- Pickup person verified as owner/authorized agent.
- Correct pet released.
- All belongings returned and reconciled.
- Stay report card provided.
- Concerns referred to the owner’s vet.
- Payment collected per agreement.
- Pet file updated and stay closed.
This is a free, source-anchored standard operating procedure (SOP) you can print and hand to staff. It documents the work sequence for a Pet Boarding & Daycare business — not safety or regulatory rulings, which defer to the cited authorities, the applicable code, and your own health-and-safety plan. Open the tool above to print it, toggle ink-saver, or (with a free ToolFluency Business account) edit it to match your own workflow.
Sources
- IBPSA — Release & Authorized-Pickup Practices (ibpsa.com)
- Boarding Agreement / Facility Policy Templates (pandadoc.com)
- PetSmart — Master Boarding/Daycare Agreement (example) (petsmart.com)
About Free Check-Out & Pickup SOP for Pet Boarding
Free printable checkout SOP: release to authorized owner/agent, return all belongings, give a stay report card, refer concerns to the vet, and settle payment.
How to use
- Read the full procedure top to bottom before the work — the SOP runs in order and each step builds on the last.
- Toggle Ink-saver (black & white) for a cheaper mono print for the binder; leave it off for the full-color version.
- Click Print SOP to print or save as PDF. Print one per crew, laminate it for the binder, or attach it to the job in your scheduling system.
- Train new hires on it and have staff sign off. Found something out of date? Use the feedback link — flagged SOPs are re-researched against the source list.
Frequently asked questions
Can we release a pet to someone other than the owner?
Only to a person the owner pre-authorized on file — verify their identity at pickup. If they’re not on the authorized list, hold the pet and contact the owner.
What goes on a stay report card?
A simple summary of how the pet ate, played/rested, and any notes from the stay. Any health or behavior concern is flagged for the owner to follow up with their veterinarian.
Part of ToolFluency’s library of free online tools for Printables. No account needed, no data leaves your device.