Free Boarding Vaccination Requirements Letter

PREVIEW

Boarding Vaccination Requirements

[Your Business Name] — [Address] — [Phone]

Dear Valued Client,

Thank you for choosing [Business Name] for your pet's boarding needs. To protect the health and safety of all animals in our care, we require the following vaccinations to be current before your pet's stay.

Required Vaccinations — Dogs

Vaccine	Required	Minimum Before Boarding
Rabies	Yes — State law	Must be current, no minimum wait
DHPP (Distemper, Hepatitis, Parvo, Parainfluenza)	Yes	14 days before first stay
Bordetella (Kennel Cough)	Yes	7 days before first stay
Canine Influenza (H3N2/H3N8)	Strongly Recommended	14 days before first stay

Required Vaccinations — Cats

Vaccine	Required	Minimum Before Boarding
Rabies	Yes — State law	Must be current, no minimum wait
FVRCP (Feline Viral Rhinotracheitis, Calicivirus, Panleukopenia)	Yes	14 days before first stay

Accepted Documentation

Veterinary vaccination certificate or medical records showing dates administered and expiration
Digital records sent directly from your veterinary office
Rabies tag number with verification from issuing veterinarian

Medical Exemptions

If your pet cannot receive certain vaccinations due to medical conditions (immune disorders, prior adverse reactions, advanced age), we require a written letter from your veterinarian on clinic letterhead explaining the exemption. Medical exemptions are reviewed on a case-by-case basis.

Flea & Tick Prevention

All boarding pets must be on current flea and tick prevention. If fleas are found during check-in, we will administer a Capstar treatment at a cost of $15 added to your boarding invoice.

We understand that vaccination requirements can feel burdensome, but they exist to protect your pet and every animal in our facility. If you have questions about our requirements or need a referral to an affordable vaccination clinic, please do not hesitate to contact us.

Warm regards,
[Your Name]
[Your Title]
[Business Name]
[Phone] | [Email]

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Why Vaccination Requirements Protect Your Business

Vaccination requirements are not optional for professional boarding facilities — they are a legal, ethical, and business necessity. A single outbreak of kennel cough, parvo, or canine influenza at your facility can result in thousands of dollars in veterinary bills, lost bookings during quarantine, and permanent reputation damage.

Clearly communicating your requirements before booking prevents misunderstandings, last-minute cancellations, and awkward check-in confrontations. This letter template gives you a professional, thorough way to inform clients.

Setting Your Vaccination Policy

Rabies: Required by law in most states. Non-negotiable. Verify with your state's Department of Health.
DHPP (Distemper/Parvo): Core vaccination required by virtually all boarding facilities. Protects against highly contagious and potentially fatal diseases.
Bordetella (Kennel Cough): The most common disease spread in boarding and daycare environments. Require it every 6-12 months depending on the vaccine type (intranasal vs. injectable).
Canine Influenza: Increasingly required after outbreaks across the US. The H3N2 strain is highly contagious in group settings. Consider making this mandatory rather than recommended.

Handling Pushback from Clients

Some clients will object to vaccination requirements. Common objections and responses:

"My dog is healthy and does not need vaccines." Vaccines protect not just their dog but every dog in the facility. An unvaccinated dog is a risk to immunocompromised animals, puppies, and senior dogs.
"My vet says over-vaccination is dangerous." Titer testing can verify immunity for some vaccines. Accept titer results as an alternative where appropriate, but not for rabies (state law requires the vaccine, not a titer).
"The vaccines are too expensive." Low-cost vaccination clinics are available in most areas. Offer referrals. The cost of a Bordetella shot ($20-$30) is far less than treating kennel cough ($200-$500+).

Verification Best Practices

Verify vaccination records at least 48 hours before check-in, not at the door.
Keep vaccination records on file and flag expiration dates. Animal Friends OS does this automatically — it alerts you when a pet's vaccines are expiring before their next booking.
Accept records directly from veterinary offices via email or fax. Client-produced documents can be altered.
Have a policy for what happens when vaccines expire during a stay (this should be addressed in your boarding agreement).

Sending This Letter

Send the vaccination requirements letter at three touchpoints: when a new client creates an account, 14 days before their first boarding reservation, and whenever you update your vaccination policy. Include the letter on your website's boarding page and in your booking confirmation emails.

Frequently Asked Questions

Is this template really free?

Yes, 100% free. Enter your email and we will send you the editable version. No credit card, no hidden fees, no strings attached.

Can I customize this template with my business name and logo?

Absolutely. The template is designed to be customized. Add your business name, logo, contact information, and adjust any section to fit your specific needs.

What format is the download?

You will receive a print-ready PDF and an editable document format so you can make changes before printing.

Is there a better alternative to paper templates?

Yes. Animal Friends OS includes digital versions of all these templates built directly into the software. Forms auto-populate your CRM, signatures are captured electronically, and nothing gets lost. Try it free for 14 days at $45/month, everything included.