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The Ultimate Guide to Journal Reports

What’s covered in this article! 👉

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.

(Click here to view a sample journal report)

A. The Title: Your First Impression

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).

Screen Shot 2022 07 07 at 11.59.49 AM

Best Practice:

Always Check for Accuracy. Maps can be unreliable. Before submitting, view the map in your journal. If it looks inaccurate, add a comment in the journal to clarify the actual route you took.

  1. Go to My Schedule and locate the service box containing the journal you’d like to view.
  2. Click on the journal icon Screen Shot 2022 08 15 at 4.11.06 PM inside the service box.
  3. Once the journal report loads, scroll down to locate the GPS map.
  4. Examine the map to determine if it looks accurate.
  5. If the map is inaccurate, write a comment to the client within the journal itself, stating the actual route and providing clarity.

The Step-by-Step Workflow: Writing & Sending

  1. Login to Precise Petcare and go to Scheduling > My Schedule.
  2. Locate the service and click the Journal button .
  3. Fill out the form using the 5-Star Anatomy guide above.
  4. Click “Save and Email Client” at the bottom.
  5. You’ll see a green “Pet Care Journal Added” confirmation, and a blue journal icon Screen Shot 2022 08 15 at 4.11.06 PM will appear in the service box. It turns white Screen Shot 2022 08 15 at 4.12.38 PM 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 Screen Shot 2022 08 15 at 4.11.06 PM or Screen Shot 2022 08 15 at 4.12.38 PM). 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 Screen Shot 2022 08 15 at 4.12.38 PM 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.

We are not accepting new clients until 2026.

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By signing this agreement, you confirm that you’ve read, understood, and agreed to the policies below. Your signature also allows us to add your email to our mailing list (you can change your preferences anytime).

Key Terms
– Client = You
– Company = Hands N Paws
– Team Member(s) = Our pet care professionals

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Emergency Care Policy
You’re responsible for providing emergency instructions and medical details for your pet. Otherwise, we’ll contact your vet or an emergency clinic in case of an emergency. Team Members may make urgent care decisions (excluding euthanasia) if immediate action is needed. You’re responsible for any veterinary costs, and Hands N Paws isn’t liable for circumstances beyond our control.

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Home Access Policy
A lockbox with a spare key is required to ensure we can access your home. Garage or keypad codes are okay but don’t replace the need for a lockbox. Provide clear access instructions in your account notes. If entry is complicated, email us a video walkthrough to avoid delays. Our priority is your pets, not troubleshooting access!

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Cancellation Policy
We get it—plans change! Here’s our policy:
– 48+ hours notice: 100% refund as Account Credit.
– 24-48 hours notice: 50% refund as Account Credit.
– Less than 24 hours: No refund.
Refunds are issued as Account Credits and auto-apply to your next invoice.

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Safe & Sanitary Environment
You understand and agree that the environment in which we provide services is reasonably sanitary and safe. If we determine that your home is unsanitary or unsafe, we’ll let you know and take appropriate action, which may include stopping services.

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Service Termination Policy
In rare cases, if we believe there’s a serious danger to the health or safety of our Team Members or your pets, we may terminate services during a scheduled period. If this happens, you agree to cover the cost of boarding your pet or arranging alternative care until you return. We’ll do our best to notify you and/or your emergency contacts in these situations.

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Third-Party Access Policy
You’re responsible for letting us know if anyone else will have access to your home during the scheduled services. Hands N Paws is not liable for any loss, expense, or damage caused by third parties entering your home during this time.

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Vaccination, Licensing & ID Policy
Before services begin, all pets MUST:
– Be up-to-date on vaccinations and local licensing.
– Wear an ID tag with your contact info or be microchipped for identification.

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Pet Safety Policy
For everyone’s safety, dogs must remain leashed during walks. Off-leash walks are strictly prohibited.

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Accurate Pet Information Policy
Keep your pet’s info in your account accurate and up-to-date. Every three months, you’ll be prompted to review and confirm your pet’s details before being able to request services. Hands N Paws isn’t responsible for issues caused by outdated or incorrect information.

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Provide Visuals Policy
For complex routines or home entry instructions, please record a video and email it to us. A visual guide helps us better understand your needs and ensures smooth service delivery.

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Flexible Arrival Times
Services are scheduled within a two-hour arrival window to accommodate travel and other clients. While we’ll do our best to meet your preferred times, exact arrival times can’t be guaranteed.

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Trial Visits
For extended pet care (e.g., vacation services), we require a Trial Visit while you’re still in town. This helps ensure your pet is comfortable with our team before committing to long-term care.

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Service Request Approval & Availability
We do our best to accommodate all requests, but approval depends on Team Member availability. After submitting a request, you’ll receive an email confirmation or declination within 48 hours. If declined, we’ll work with you to explore alternatives.

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Communication Policy
Team Members will update you on your pet’s care through post-service journal entries in your account. If they have urgent questions during a service, they’ll call you using the number on file. If you receive a Team Member’s personal number, please don’t use it freely. Keep all communication in your account by responding to journals, updating service notes, or, if needed, contact our main office.

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Team Appreciation
Our Team Members work hard to care for your pets, and a little appreciation goes a long way! Feel free to leave kind journal comments, rate services, or tip for exceptional care. It means the world to us!

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Meet N Greets
A Meet N Greet is required before starting services to ensure we understand your pet’s needs and provide the best care. New Clients can schedule at *www.myhandsnpaws.com*; Existing Clients can book through their account.

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Pricing & Surcharges
Visit *www.myhandsnpaws.com* for the most up-to-date pricing. Additional fees may apply in certain 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 if additional time or tasks are required.
– Account Assistance Fee: If you request us to schedule services, cancel services, update pet notes, or otherwise manage your account without first attempting to do so yourself, a surcharge of 10% of your most recent invoice (minimum $25) will be applied. Our handy Client Support Center is available to guide you step-by-step in managing your account.

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Payment & Billing
We accept all major credit/debit cards (Visa, Mastercard, Amex, Discover). A valid card must be stored securely in your account.
– Ongoing Services: Auto-charged every Friday for the previous week’s services.
– One-Time Services: 50% deposit charged upon confirmation; the rest is due by the last service date (auto-charged).
– Declined Payments: You’ll be notified immediately and have 24 hours to resolve it. A 10% late fee (minimum $20) applies after a second declined attempt.

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Contract Terms
This agreement starts when you sign it and continues until either of us ends it. You can book additional services online anytime, depending on availability. By signing, you authorize Hands N Paws to enter your home and care for your pets without needing extra contracts for confirmed bookings.

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Thanks for trusting Hands N Paws with your furry family! 🐾