Dog Health Records: What to Keep and Why

Veterinary records belong to the practice, not to you - but you're entitled to a copy, and in many situations, the records held at your vet are not sufficient for your needs. According to the PDSA PAW Mini Report 2025, 64% of UK dogs are insured - and insurance claims frequently require specific historical records that vet practices may not hold in a form accessible to owners at short notice.

A vet's notes from a consultation may not reach an emergency clinic at midnight. Your dog's vaccination card may not be accessible when you're abroad. Your insurance claim will need specific details that may or may not be in the format the insurer requires.

Building your own record - alongside whatever the vet keeps - is worth the effort.

What forms the foundation

Microchip number and database. This is the single most important piece of identification for your dog. Keep the number written somewhere accessible and note which database the chip is registered on. There are multiple authorised databases in the UK; knowing which one applies to your dog prevents delays in reunification if they're ever lost.

Vaccination card. The physical card issued by your vet documents dates and product names for each vaccination. Keep this in a safe place - it's required for travel, certain kennels and doggy daycares, and some groomers. Digital photos of each card page are a useful backup.

Microchipping and breeding documentation. For pedigree dogs, Kennel Club registration documents establish the dog's registered name, parentage, and registration number. These may be relevant for health testing interpretation and breed-specific insurance.

Treatment records

The records you maintain yourself should cover ongoing and routine treatments:

Parasite prevention log. For each flea, worm, or tick treatment: the date, the product name and formulation, and the dose. This becomes important if your dog has a reaction, if you're asked at a vet appointment what they're on, or if you're trying to work out when the next dose is due.

Prescription medication history. For any ongoing prescription, keep the medication name, dose, prescribing vet, and start date. Note any dose changes and when they occurred. If your dog has been on medication for years, this provides context that's easy to lose over time.

Surgery and procedure history. Neutering, dental procedures, skin tumour removals, orthopaedic interventions - dates, what was done, and which vet practice performed it. Include any complications or recovery notes.

Diagnostic records

Test results tend to exist on a piece of paper in a folder somewhere. They are more useful if they're organised and dated.

Blood work. Annual or periodic bloods provide a baseline - when you have results from three different years, a change in liver enzymes or thyroid function is interpretable. Without the prior results, a single number has less context.

X-rays and imaging. If your dog has had imaging done, ask for a copy of the report and the images on a CD or digital file. Specialists sometimes need to view originals; a report summary alone may not be sufficient.

Breed health tests. For breeds with known heritable conditions - hip dysplasia, elbow dysplasia, eye conditions, heart conditions - health test certificates from the Kennel Club health scheme or BVA/KC screening programmes document findings at the time of testing. These are relevant for insurance purposes and for understanding lifetime risk. The BVA (British Veterinary Association) runs breed health screening schemes in partnership with the Kennel Club covering conditions including hip dysplasia, elbow dysplasia, and hereditary eye conditions - results are held centrally, but owners should also keep copies in their own records.

Insurance documentation

Insurance claims almost always require:

• The diagnosis from a vet (in specific terms, not just "she wasn't well")
• Dates of first symptoms, diagnosis, and treatment
• Invoice from the vet with itemised treatment costs
• In some cases, full clinical notes from the relevant consultations

When you're trying to file a claim for a condition that developed gradually, the date you first noticed symptoms - not just when it was officially diagnosed - can affect what the insurer covers. Having your own notes with dated entries provides evidence that the insurer cannot dispute.

Keep a copy of your policy, including any exclusions listed at inception and at each renewal. Conditions excluded under "pre-existing condition" clauses need to be documented clearly; if you believe an exclusion is incorrect, you'll need your own records to challenge it.

Building the record over time

A complete record doesn't appear overnight. The approach that works is:

1. Start with what you have. Gather existing vaccination cards, microchip documentation, and any paperwork from the vet.
2. Photograph or scan anything on paper. Paper gets lost, water-damaged, or illegible. Digital copies last longer.
3. Request records from your current vet. You're entitled to these and they should be provided on request (possibly with a small admin fee).
4. Log going forward. Each vet visit, treatment, or observation becomes part of the record from this point.

The most useful dog health records are ones where you can search for any condition, treatment, or date and find what happened. A folder of random leaflets and receipts isn't a record - it's an archive.

What to share and when

New vet registration. Bring a summary of vaccination history, current medications, and known conditions. The more complete your handover, the less time is spent reconstructing history that already exists.

Emergency vet visits. In a genuine emergency you may not have time to gather documents. If you've maintained a digital record accessible on your phone, even the basics (breed, age, current medications, known conditions) can be shared immediately.

Insurance claims. Include everything the insurer asks for and err on the side of more detail rather than less. Keep copies of everything you submit.

Kennels and doggy daycare. Most reputable facilities require proof of current vaccinations. A digital copy of the vaccination card or a screenshot of the relevant page is usually accepted.

Frequently Asked Questions

Are my dog's veterinary records mine or the vet's? Clinical records are the property of the veterinary practice, but you have the right to request copies under UK data protection law. The practice may charge an administrative fee, but they cannot refuse the request without legal justification.

How long should I keep dog health records? For the lifetime of the dog, and ideally for several years after. Insurance claims can be submitted and disputed for extended periods. Records that seem redundant now (a blood panel from four years ago) may provide useful context for conditions that develop later.

What if I can't get records from a previous vet? Start fresh from your current vet and document going forward. A blood panel now creates a new baseline. Vaccination records that can't be located may require retesting (a titre test for immunity, or repeating vaccinations). Your new vet can advise.

Should I keep physical or digital records? Both where possible. Physical records (particularly vaccination cards) are required in original form for travel and some facilities. Digital copies provide backup and are searchable. The best approach is to maintain originals carefully and photograph or scan everything significant.

My dog has a chronic condition - is there anything specific I should record? Yes. For chronic conditions, document: the date of diagnosis and diagnosing vet, all treatments tried (including those that didn't work), current management protocol, monitoring parameters your vet uses to assess progress, and dates of any flare-ups or significant changes. This history is exactly what you need if you ever change vet or if the condition progresses to the point of needing specialist input.