Requesting a clearer copy of a pet document

Say exactly what is wrong

Vague requests get vague replies. Name the part that fails: the date, the clinic stamp, the dog's name, the dose name, or the signature. Write one sentence that a stranger could act on, such as "the administration date is smudged" rather than "the file is unclear."

Offer the easiest path back

Ask for one of two things: a photograph of the original document, or a portal printout from the clinic. Tell the owner which line must be readable. Keep the request short enough to answer from a phone, and log the day you sent it.

One request, written out

A pug named Tilly arrives with a certificate where the dose line is readable but the clinic stamp is cut off. Staff send: "Hi, Tilly's certificate is missing the clinic stamp at the bottom. Could you send a photo of the full page, or a printout from your clinic portal? We need the stamp line readable to finish her file." The owner replies the same day with a full-page photo. Staff log "received 6/3, stamp now readable," and file it with the request note attached.

Keep the paper trail together

File the request, the reply, and the new copy on the same line or in the same folder section. If the owner sends nothing, the line still shows what was asked and when, so the next shift knows the status without calling again. The record shows the exact missing part, the day it was requested, and the day the clear copy arrived.

Related: Dog Daycare Manager features.