Here is how to get your pet's vet records: contact your clinic by phone, email or in person, say which records you need and where to send them, and ask when they will be ready. In Ontario, the College of Veterinarians of Ontario expects a complete record transfer within two business days.
It sounds simple, and usually it is. The hard part is knowing what to ask for, so you get the X-rays and lab results and not only a vaccine certificate. This guide gives you a checklist, a message you can copy, and what to do if your request stalls.
Before you ask: decide what you need
Start with why you need the records, because it changes what you ask for. A kennel wants proof of vaccines. A new vet wants the full history. A specialist may only need what relates to one problem.
| Your reason | What to ask for |
|---|---|
| Boarding, daycare or grooming | Vaccine certificates, including the signed rabies certificate |
| Moving to a new vet | The complete medical record, including lab results and imaging |
| A second opinion or a specialist | Records about that problem, plus vaccines and current medicines |
| Travel across a border | The rabies certificate and microchip number; ask your vet about anything else |
| Your own files | The complete record, so nothing is missing later |
How to get your pet's vet records, step by step
- Find your clinic's records contact. The front desk can tell you, or check the clinic's website for a records email.
- Make the request. In Ontario, a request does not have to be in writing, according to the CVO. Email still helps, because you have a date and a copy.
- Say exactly what you want. Name the pet, give the date of birth or your account details, and list what you need: the complete record, lab results, X-rays, vaccine certificates.
- Say where it goes. To you, to a new clinic, or both. Give the new clinic's name and email if it goes there.
- Ask about the fee and the timing. In Ontario, a reasonable copying fee is allowed, but paying it is not a condition of a timely copy.
- Check what arrives. Open the files the same day and make sure the pages, results and images are all there.
The single most useful phrase: ask for the complete medical record, including lab results and imaging, not only the vaccine history.
A message you can copy
Change the parts in brackets and send it to your clinic:
Hello, I am the owner of [pet's name], [species], born [date], under the name [your name]. Could you please send me a copy of [pet's name]'s complete medical record, including lab results, imaging and vaccine certificates? Please send it to [your email]. [Please also send a copy to (new clinic name) at (their email).] Could you let me know when to expect it, and whether there is a fee? Thank you.
How long does it take, and is there a fee?
In Ontario, the CVO says a complete record transfer should be done within two business days, and that in an emergency, relevant information can be shared by phone first. A vet can charge a reasonable fee to cover materials, staff time and postage, and should tell you about it.
The CVO is also clear that a vet must not hold back a record because of fees you owe, including if you refuse to pay for the copy. Other provinces and US states set their own rules, so if you live elsewhere, check your provincial veterinary regulator or your state veterinary board. Our post on who owns your pet's medical records explains the rights behind this.
What if your request stalls?
- Follow up in writing. Reply to your first email, so the date of your request is clear.
- Ask to speak to the practice manager. Most delays are workload, not refusal.
- Ask your new clinic to request it. Vets request records from each other every day, and in Ontario a new vet is expected to get the relevant history as soon as practicable.
- Know where to raise a concern. In Ontario, the CVO handles concerns about vets. Elsewhere, contact your provincial regulator or state board.
Once you have them, keep them where you can find them
A PDF in an old email thread is hard to find at a kennel counter. The free PetGrid app gives each pet one page for vaccines, medicines, allergies and papers, with any vet. You can add a PDF or a photo of a record, and if you choose, the app's AI can read it and suggest the vaccines and medicines it finds for you to confirm. You can turn AI off for any pet.
From there you can download a vaccine card as a PDF with a QR code, send a sitter a link that ends when you say, or give any vet a code that works for 24 hours. The how it works page shows the setup, and the records questions cover the details.
If you are changing clinics, read how to switch vets without losing records next.
Questions people ask
How do I request my pet's records from my vet?
Call, email or ask at the front desk, and say which records you need and where to send them. Ask for the complete medical record if you want everything, including lab results and imaging. Email is helpful because you have a dated copy of your request.
How long does a vet have to send my pet's records?
In Ontario, the CVO expects a complete record transfer within two business days. In an emergency, relevant information can be shared by phone first. Other provinces and US states have their own rules.
Can my vet charge me for a copy of the records?
In Ontario, yes, a reasonable fee to cover the cost of copying is allowed. The CVO says paying it is not a condition of getting the copy in a timely way, and records must not be held back over unpaid fees.
Can I get my pet's vaccine records online?
Some clinics share records through an app or a client portal, so ask yours. If yours does not, ask for the vaccine certificates by email and keep them in an app like PetGrid, which is free for pet owners and works with any vet.
Can my new vet get the records for me?
Yes. Your new clinic can request them from your old one, which is common. Tell the new clinic the old clinic's name and your account details, and ask them to confirm when the records arrive.
The short version
Getting your pet's vet records is a short message: what you need, where it goes, and by when. Ask for the complete record when in doubt, check what arrives, and keep it somewhere you can open from your phone.
The PetGrid app is free for pet owners and gives your records one place to live, with any vet.
Keep your pet's records, vaccines and visits in one safe place. The PetGrid app is free for pet owners, with or without a clinic.
Get the free PetGrid appSources
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