Leave a written plan your sitter can follow without guessing: each pet's identity, exact feeding instructions, prescribed medication directions, routine, access arrangements and emergency contacts. Walk through it together before departure, then agree on how updates and problems will be handled.
Start with the free tools
Use the checklist to gather details, then fill in the sitter card for a compact handoff.
Open the sitter instructions checklist →A worked example: turn a vague note into usable instructions
The examples below are fictional writing examples. Copy their level of detail, not their feeding amounts or routines.
| Instead of | Write something specific |
|---|---|
| “Feed Luna twice.” | “Luna is the gray cat. Serve the pre-labeled breakfast portion at 8 a.m. and dinner portion at 6 p.m. Her bowl is on the kitchen mat.” |
| “Give the usual medicine.” | “Use the current veterinarian's directions attached to the labeled medication. Record each administration on the log. Call the clinic if directions are unclear or a dose is missed or refused.” |
| “Walk Max.” | “Use Max's fitted harness and blue leash. Avoid greetings with other dogs. Follow the route and timing we practiced together.” |
| “Text if anything happens.” | “Send a visit update through our agreed channel. For urgent concerns, call the veterinarian and me; the backup contact is on the private care sheet.” |
Prepare one record for each pet
Use a name and photo so a backup caregiver can identify each animal. Record allergies, food restrictions, normal behavior, hiding places and handling concerns. In a multi-pet household, label bowls, portions and medication records with the pet's name.
Write down who gets fed separately, which doors or gates remain closed, and which animals should not share space. Show the sitter the arrangement during the meet-and-greet instead of expecting written notes to explain it all.
Write the feeding routine precisely
Include the exact recipe, amount per meal, meal times, measuring method, treat allowance and food location. A “scoop” is ambiguous if there are several scoops in the cupboard. Keep the current food label or a clear photo with the instructions.
Use the feeding schedule to show completed meals. If you are still organizing portions, see the dog feeding guide or cat feeding guide; a sitter should follow the agreed plan rather than recalculate it while you are away.
Make medication instructions a separate handoff
Attach the current veterinarian's directions, keep medicines labeled and confirm the sitter is able and willing to perform the required care. Demonstrate any approved technique beforehand. Use a medication log to track what was given and when.
Arrange veterinary instructions for missed, refused or vomited doses before departure. Do not leave the sitter to guess whether to repeat or double a dose. This planning article does not provide medication dosing instructions.
Agree on access and a backup plan
Test the sitter's access before you leave. Explain locks, gates, alarms, parking and where the carrier or leash is kept. Share keys and entry codes privately; do not put them in publicly shared photos, blog comments or social posts.
Choose a backup contact who has agreed to help if you cannot be reached. Confirm what happens if a sitter becomes unavailable, a lock fails or your return is delayed. In the Texas Gulf Coast, include a practical plan for loss of cooling or severe weather without expecting the sitter to improvise a destination.
Prepare for veterinary care
Pet Sitters International recommends notifying your veterinarian about the sitter and arranging authorization for care during your absence. Ask the clinic what documentation and payment arrangements it requires. Give the sitter the regular clinic's details and an emergency clinic's contact information, location and confirmed availability.
Discuss transport and who can make decisions if you are unreachable. Keep the clinic's instructions with the private care records. A homemade checklist does not replace the clinic's forms or your sitter's service agreement.
The day-before-departure check
- Review the written instructions together and remove outdated versions.
- Label each pet's food and supplies; confirm you have enough for the booked care plus an agreed delay margin.
- Test access, locate carriers and check contact details.
- Confirm the first and last visits, update frequency and backup arrangements.
- Send the sitter your departure confirmation and tell them when you are safely home, so care is not stopped on an assumption.
Supplies: fill actual gaps
Check what you own before buying. A clearly labeled supply station is more useful than extra unfamiliar equipment. If a leash or harness needs replacing, choose and fit it before the sitter takes over. Cat households should leave familiar litter and enough supplies for the agreed routine.
Organize the whole care handoff
Use the free forms individually, or explore the optional $9 Ultimate Pet Parent Bundle for a broader collection of care records.
See the bundle →Related planning and sources
- Questions to ask before choosing a pet sitter
- Pet Sitters International: Preparing for your pet sitter
Prepared September 22, 2026. Examples and departure checklist are original planning aids, not veterinary instructions or legal authorization forms.