Think of your journal report as more than just an update; it’s the delivery of peace of mind. It’s the client’s window into your visit, a vital record for our team, and the single most important tool for building the trust that keeps our clients coming back. A great journal doesn’t just list tasks—it tells a story and makes the client feel connected to their pet’s day.
Sending a detailed journal after every visit is a non-negotiable part of your role at Hands N Paws.
The Anatomy of a 5-Star Journal Report
Every section of the journal form plays a key role. Here’s how to master each one.
The title is the headline for your visit. A clear, descriptive title helps the client quickly understand the context.
Examples:Monday Afternoon Dog Walk, Thursday Morning Cat Visit, Tuesday Evening Pet Visit.
B. The Checkboxes: The Factual Backbone
This section provides a quick, at-a-glance summary of the service. Accuracy is critical.
Double-Check: It’s easy to miss a checkbox. Always review before sending.
The Dotted Line: Notice the line in the “Other Actions” section. It separates pet-care duties (above the line) from household duties (below the line), making it easy to identify all relevant tasks.
C. The Notes: Where You Shine (The P.A.W.S. Method)
This is where your personality and care truly come through. Use the P.A.W.S. acronym to craft engaging, comprehensive notes every time.
P – Preface with an opener.
Start with a friendly greeting like, “Hi [Client Name]!”
Be creative and welcoming to set a positive tone.
A – Always keep things positive.
Be bright, expressive, and friendly.
If a situation arises (like a potty accident), explain how you navigated it positively and resolved it.
W – What specifically happened? (Detailed summary)
Provide a detailed, start-to-finish account.
Describe what happened when you arrived, the duties you completed, how the pets behaved, and what you did before leaving.
The more detail, the better! This is what clients love.
S – Statement of gratitude.
Express your appreciation to the client.
Thank them for the opportunity to care for their pets.
End on a warm, positive note.
D. The Photos: Proof of Life & Fun
Photos are non-negotiable. They provide visual proof of a great visit and are often the highlight of a client’s day.
Photo Best Practices:
Quantity & Selfies: Follow the client’s preferences in their account notes. If none are specified, include at least 4 photos, with one being a selfie of you with the pet(s).
Quality: Shoot in good lighting, get down on the pet’s level, and try to avoid blurry shots.
Candid Over Posed: Happy, action-oriented shots (playing, walking) are often better than forced poses.
Safety First: Always stop walking before taking a photo. Never walk and use your phone simultaneously.
What to Avoid: Do not post photos of pets that are hiding, scared, or going to the bathroom.
E. The Map: Your Digital Footprint
Journal maps are automatically generated when you start and end a service by clicking the and buttons inside the service box (provided your GPS settings are enabled).
Best Practice:
Always Check for Accuracy. Maps can be unreliable. Upon submitting, view the map in your journal. If it looks inaccurate, add a comment in the journal to clarify the actual route you took.
Go to My Schedule and locate the service box containing the journal you’d like to view.
Click on the journal icon inside the service box.
Once the journal report loads, scroll down to locate the GPS map.
Examine the map to determine if it looks accurate.
If the map is inaccurate, write a comment to the client within the journal itself, stating the actual route and providing clarity.
Fill out the form using the 5-Star Anatomy guide above.
Click “Save and Email Client” at the bottom.
You’ll see a green “Pet Care Journal Added” confirmation, and a blue journal icon will appear in the service box. It turns white once the client has viewed it.
Need a visual? Watch our step-by-step video here:
Pro Tips for Power Users
Writing with Speed and Style
Leverage ChatGPT: Use AI to help draft the notes section of your journal.
Pro Tip: To make it sound more like you, provide ChatGPT with a sample of your writing and ask it to mimic your style.
Find Inspiration: Check previous journals for a client by visiting Profiles > Clients and scrolling down to Office Only > Recent Journals to see what other team members have written!
Keeping It Fresh
If visits feel routine, vary your journals by:
Highlighting unique behaviors or small changes.
Using creative language (e.g., “we explored the backyard” vs. “we went outside”).
Incorporating different, unique photos each time.
Noting any progress in the pet’s training or behavior.
Troubleshooting & Common Questions
How can I revisit a journal after I’ve already sent it?
To revisit a submitted journal, go to “My Schedule” and find the service box that contains the journal you wish to view. Click on the journal icon (either or ). The journal will then load onto your screen.
Can I edit or delete a journal after it’s sent?
No. Journals cannot be edited or deleted by team members once submitted. If a major error occurs, contact a Team Lead on Slack for help. For minor omissions (like a forgotten photo), submit a second journal and explain in the notes why you’re sending a follow-up.
Do I still have to send journals if the client doesn’t read them?
Yes! Journals are vital for the entire team and for quality assurance. They provide a record for other team members and allow team leaders to provide feedback and acknowledge your great work.
Why can’t I see the Journal button?
The journal button only appears within a service box on the day of the scheduled service.
My journal won’t send!/The map is messed up!
If you see an “action syncing” message, it’s often due to poor reception. Move to an area with better service.
For persistent GPS/map issues, check that your phone is updated, not in low power mode, and that the Precise Petcare app is updated. If the issue persists, contact Precise Petcare’s support team directly.
How do I view and respond to client comments and ratings?
To respond to comments, click the journal icon in the service box, scroll to the bottom, and post your reply in the comments thread.
To view your ratings, go to Resources > Ratings in Precise Petcare.
Can I submit multiple journals for a single visit?
Yes! If you need to, you can submit multiple journals for a single visit. Precise Petcare allows this in case you forget to include a specific detail in your first submitted journal or if the journal didn’t submit properly the first time around. This is why the Journal button doesn’t disappear within a given service box after you’ve clicked it, filled out the form, and submitted a journal for the first time. To submit another journal, simply click , fill out the form, and click Save and Email Client at the bottom.
Key Takeaways
Journal Immediately after every visit.
Use the P.A.W.S. Method for engaging notes.
Photos are mandatory—at least 4, including a selfie.
Always check the map for accuracy and comment if it’s wrong.
When in doubt, over-communicate. Transparency builds unbreakable trust.
* Team Member(s) = Our trained pet care professionals
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EMERGENCY & MEDICAL CARE
Emergency Care
You are responsible for providing accurate emergency instructions and up-to-date medical information for your pet within your account.
In the event of an emergency, we will first attempt to contact you. If you cannot be reached and immediate action is required, we will contact your primary veterinarian or the nearest emergency veterinary clinic.
Team Members are authorized to make urgent medical decisions on your behalf when necessary to protect your pet’s health (excluding euthanasia).
You agree to assume full financial responsibility for all veterinary expenses. Hands N Paws is not liable for outcomes related to pre-existing conditions, sudden illness, injury, or circumstances beyond our control.
Emergency & Extended Care Services
When circumstances require care beyond originally scheduled services, Hands N Paws reserves the right to apply additional fees.
This may include, but is not limited to:
* Veterinary transport or extended wait time
* After-hours or late-night services
* Additional visits due to medical or behavioral changes
* Urgent care needs requiring additional time or resources
All such services will be documented and itemized on your invoice. Veterinary expenses remain the responsibility of the Client.
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HOME ACCESS & SAFETY
Home Access
A lockbox containing a working spare key is required to ensure uninterrupted access to your home. Garage codes or keypad entry may be used but do not replace the lockbox requirement.
All access instructions must be clearly documented in your account notes. For complex entry procedures, please **[email us](mailto:support@myhandsnpaws.com)** a video walkthrough to prevent delays.
Our priority is providing uninterrupted care for your pets.
Safe & Sanitary Environment
You agree that the service environment is reasonably safe and sanitary. If conditions pose a risk to our Team Members or your pets, we reserve the right to pause or terminate services until the issue is resolved.
Third-Party Access
You must notify us if any third party will have access to your home during scheduled services. Hands N Paws is not responsible for loss, damage, or incidents caused by third parties during this time.
Service Termination
In rare situations involving serious safety concerns, Hands N Paws may terminate services during a scheduled period.
If this occurs, you agree to arrange and cover the cost of alternative care or boarding until your return. We will make reasonable efforts to notify you and your emergency contacts.
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SERVICE STRUCTURE & EXPECTATIONS
Flexible Arrival Windows
Services are scheduled within a two-hour arrival window. While we make every effort to honor preferred times, exact arrival times cannot be guaranteed due to travel, weather, emergencies, or other client needs.
Trial Visits
For extended or vacation services, a Trial Visit is required while you are still in town to ensure your pet is comfortable before long-term care begins.
Service Request Approval & Availability
All service requests are subject to Team Member availability. You will receive confirmation or declination within 48 hours. If we are unable to accommodate your request, we will work with you to explore alternatives.
Communication
All routine communication occurs within your client portal through post-service journals.
For urgent matters during a visit, Team Members will call the phone number on file.
If you receive a Team Member’s personal contact information, please do not use it for routine communication. All scheduling, updates, and service notes must remain within your account or through our main office.
Accurate Pet Information
You agree to maintain accurate and up-to-date information in your account. Every three months, you will be prompted to review and confirm your pet’s details before submitting new service requests.
Hands N Paws is not responsible for issues resulting from incomplete or outdated information.
Vaccination, Licensing & Identification
Before services begin, all pets must:
* Be up-to-date on vaccinations and local licensing requirements
* Wear identification tags or be microchipped
Dog-Walking Safety
For everyone’s safety, dogs must remain leashed during walks. Off-leash walks are strictly prohibited.
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PRICING & BILLING
Please visit **[www.myhandsnpaws.com](http://www.myhandsnpaws.com)** for current service pricing.
Additional Fees & Surcharges
Additional fees may apply in the following situations:
* Last-Minute Services: $15 for requests made within 24 hours
* Holiday Services: $20 per service on major holidays
* Additional Pets: $7 per pet beyond the first two
* Service Adjustments: Fees may apply when services exceed originally scheduled scope or time.
Account Assistance Fee
If you request that we schedule services, cancel services, update pet notes, or otherwise manage your account without first attempting to do so yourself, a surcharge equal to 10% of your most recent invoice (minimum $25) will apply.
Our **[Client Support Center](http://www.myhandsnpaws.com/client-support)** provides step-by-step guidance to help you manage your account independently.
Cancellations
* 48+ hours notice: 100% refund issued as Account Credit
* 24–48 hours notice: 50% refund issued as Account Credit
* Less than 24 hours notice: No refund
All refunds are issued as Account Credit and automatically applied to your next invoice.
Payment & Billing
We accept Visa, Mastercard, American Express, and Discover. Clients are responsible for maintaining a valid payment method on file at all times.
* Ongoing Services: Auto-charged every Friday for the previous week’s services
* One-Time Services: 50% deposit charged upon confirmation; remaining balance auto-charged by final service date
* Declined Payments: You will be notified immediately and have 24 hours to resolve the issue. A 10% late fee (minimum $20) applies after a second declined attempt.
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Contract Terms
This agreement begins upon signature and remains in effect until terminated by either party.
By signing, you authorize Hands N Paws to enter your home and care for your pets for all confirmed bookings without additional contracts.
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Service Interruptions (Force Majeure)
Hands N Paws shall not be liable for delays, interruptions, or inability to provide services due to circumstances beyond our reasonable control, including but not limited to severe weather, natural disasters, power outages, road closures, government actions, public health emergencies, or other unforeseen events.
In such cases, we will make reasonable efforts to notify you and resume services as soon as it is safe and practicable to do so.
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Thank you for trusting Hands N Paws with your furry family 💜🐾
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