The first time I left our dog with a pet sitter, I thought I'd covered everything. I told her about his food, showed her where the leashes were, and left my vet's number on the fridge.
Two days in, I got a text: "He won't eat. Is that normal?"
It was normal. He always skips meals when we first leave. I just forgot to mention it. That one missing detail turned into a stressful 24 hours for everyone, including the dog.
Since then I've gotten a lot more systematic about writing pet care instructions. Here's the template I use now, and why each section matters.
The basics: who's who
If you have more than one pet, start with a quick intro. Names, breeds (or descriptions), ages, and a photo if you can. Your sitter might know your golden retriever by name, but can they tell your two tabby cats apart? Give them something to work with.
Note any pets that don't get along. If the older cat hisses at the kitten near the food bowls, say so. If one dog resource-guards toys, say so. These things seem obvious when you live with them every day, but your sitter is walking into the middle of a social dynamic they know nothing about.
Feeding schedule and details
This is where being specific really pays off.
For each pet, write down:
- What they eat. Brand name, flavor, type (dry, wet, raw). If you mix foods, say the ratio.
- How much. Cups, scoops, cans. "A little bit" means something different to everyone.
- When. Actual times, not just "morning and evening."
- Where. Which bowl, which room. If you feed pets separately to prevent stealing, explain the system.
- Treats. What's allowed, how many, when. If there are foods that are off-limits (grapes near a dog, for instance), flag that clearly.
One thing people forget: water. If your cat drinks from a fountain that needs refilling, say how often. If your dog dumps his water bowl twice a day, your sitter should expect that.
Medications and supplements
This section saves lives. Not an exaggeration.
For each medication:
- Name of the medication. Spell it out.
- Dosage. Milligrams, tablets, milliliters, whatever applies.
- Frequency and timing. "Twice daily" is less useful than "8am and 8pm."
- How to give it. Wrapped in cheese? Mixed in food? Pill pocket? Liquid syringe in the cheek?
- What if they refuse it? What's your backup plan? Can they skip a dose?
- Where it's stored. Cabinet, fridge, top shelf.
If a pet has a condition that could flare up while you're gone, describe what it looks like and what to do. Our old dog had seizures. We wrote down exactly what a seizure looked like, how long they typically lasted, when to call the vet versus when to just keep him comfortable. Our sitter said that document was the single most reassuring thing we gave her.
Exercise and outdoor time
Dogs need walks. But how long? Which route? On or off leash?
Write down your usual routine and mention any rules. If your dog can't be off-leash near roads, say it. If they pull toward other dogs and need a firm hand, say it. If your neighbor has a reactive German Shepherd and you cross the street to avoid their yard, definitely say it.
For indoor-only cats, mention if they have a harness routine or if a window needs to stay closed because they've figured out the screen. For any outdoor animals (chickens, rabbits, horses), write down the turnout schedule and what "bringing them in" looks like.
Vet information
Don't just leave a phone number. Include:
- Vet clinic name and full address. Your sitter might need to drive there in a hurry.
- Regular vet's name. "Tell them Dr. Patel usually sees Biscuit" goes a long way.
- After-hours emergency vet. Different place, different number, different address.
- Insurance info. If your pet is insured, leave the policy number and provider. Nobody wants to sort that out in an emergency room lobby.
If your vet requires authorization for someone else to bring in your pet, handle that before you leave. Some clinics need written permission or a note on file. Call ahead.
Behavioral notes and quirks
This is the stuff that makes your sitter's life dramatically easier and that almost nobody writes down.
Things like:
- He's scared of the vacuum.
- She hides behind the toilet when there are fireworks.
- He barks at every single delivery truck but stops after 10 seconds.
- She'll paw at the back door to go out, but sometimes she just wants to stare at squirrels and doesn't actually need to go.
- He can open the pantry door. Childproof lock is on there for him, not for children.
Also note sleeping arrangements. Does the dog sleep in your bed? In a crate? Will the cat yowl outside the bedroom door at 5am? Should the sitter just ignore it or is that a "let me out NOW" situation?
Emergency protocols
Beyond the vet info, think about what emergencies could actually happen.
- Allergic reaction: What does it look like in your pet? What do you do first?
- Injury: Where's the pet first aid kit?
- Escape: If the dog gets loose, what works to get them back? Do they come when called? Will they go to a neighbor's yard?
- Power outage: Does the fish tank need a battery backup? Do the reptile heat lamps need attention?
Give your sitter a spending authorization too. "Use our credit card for any vet bills under $500, call us for anything above that" removes the awkward moment where they're standing at the vet wondering if they should put someone else's pet care on their own credit card.
The complete checklist
Here's the quick version you can copy and fill in:
Per pet:
- Name, breed/description, age, photo
- Feeding: food type, amount, times, bowl location
- Water: bowl location, refill frequency
- Medications: name, dose, timing, method, storage
- Exercise: type, duration, schedule, rules
- Behavioral notes: fears, habits, quirks
- Sleeping: where, crate or free, nighttime routine
Household:
- Vet name, address, phone
- Emergency vet address and phone
- Pet insurance details
- Your contact info + backup contact
- Spending authorization
- Food and supply storage locations
- Leash, harness, carrier locations
- Cleaning supplies for accidents
Making it actually accessible
A printed sheet is fine. A Google Doc works. But honestly, the problem with documents is that they get lost, they're hard to update, and your sitter has to scroll through pages of text on their phone to find the one thing they need at 11pm.
Home Handoff lets you organize all this into separate sections your sitter can tap through on their phone. Pet profiles with their meds and feeding info, emergency contacts, daily checklists. You update it once, share a link, and they always have the latest version.
Whatever method you choose, the point is the same: give your pet sitter the information before they need it, not after they text you in a panic. Five minutes of writing saves hours of worry for both of you.