To transfer your pet’s records, register with the new veterinary practice, then send the former practice a written request naming the new vet and authorizing disclosure. Ask for the complete relevant clinical history and supporting reports, and confirm the new practice received them. There is no universal transfer deadline or fee rule: requirements depend on where the clinics are located.
How to request a transfer
- Contact the new practice. Ask what records it needs, how it prefers to receive them, and whether it wants the former veterinarian to send them directly. Confirm the practice’s exact name and contact details.
- Write to the former practice. Identify yourself and your pet using the details the clinic has on file, explain that you are changing vets, name the receiving practice, and request the relevant complete clinical record and supporting reports. California’s Veterinary Medical Board recommends making a written request: California Veterinary Medical Board guidance on veterinary records.
- Give authorization if requested. Clearly authorize the former clinic to send the records to the named new practice, and complete any release form it requires. Under Royal College of Veterinary Surgeons (RCVS) guidance in the UK, consent should be obtained before sharing histories containing personal data with another practice. Privacy rules elsewhere may differ: RCVS guidance on client confidentiality.
- Ask the new practice to confirm receipt. Check that the records arrived and are usable, particularly before a routine appointment. Keeping a copy for your own reference is a practical backup; the cited regulators do not specify a particular way to store it.
Which records should you ask to send?
Ask for the clinical history and relevant supporting material needed to understand your pet’s care. Depending on your pet’s needs, that may include examination notes, diagnoses, treatments and medication details, laboratory results, imaging and interpretations, vaccination information, and referral or discharge documents. A vaccine note alone may not provide enough context for a pet with ongoing health needs.
The RCVS describes clinical records as a complete, relevant account that supports continuity of care. Florida law specifically refers to reports and records, including X-rays. The exact rights to obtain records and the form in which they must be provided depend on local rules: Florida Statutes § 474.2165.
How long does a transfer take?
There is no established worldwide average or single deadline. Local rules provide examples, not guarantees for other places:
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| Jurisdiction | Rule cited for a transfer request |
|---|---|
| Ontario | The College of Veterinarians of Ontario’s Medical Records Professional Practice Standard says to respond within two business days to a client or veterinarian’s request to transfer complete records. Ontario Medical Records Professional Practice Standard |
| Pennsylvania | Commonwealth regulations require transfer within a reasonable period tied to the animal’s needs, with a maximum of three business days after the client makes the request in the specified situation. 49 Pa. Code § 31.21(g) |
These deadlines apply only in their respective jurisdictions. Elsewhere, ask both clinics when the records are expected and check your local veterinary regulator’s current guidance if timing becomes a problem.
What to do if your pet needs care before the records arrive
Tell the new practice that the transfer is pending and explain the urgency when you book or request care. Ask the new veterinarian to contact the former clinic directly for essential information. RCVS guidance says that in an emergency a veterinarian may make an initial assessment and provide essential treatment before contacting the previous veterinarian. Do not postpone urgent care while waiting for routine record-transfer steps.
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If the former clinic delays, charges, or has closed
If the transfer is delayed
Ask the former clinic whether it needs more information or a signed release, and request an expected sending date. The new clinic can also follow up. If the delay continues, consult the veterinary regulator where the former practice is located: deadlines and remedies vary.
If the clinic says there is a fee
Do not assume a fee rule from another jurisdiction applies. California’s Veterinary Medical Board advises requesting a record summary in writing, says it should be provided within a “reasonable” time, and notes that duplication may cost extra. Florida law requires timely furnishing of requested records and limits copying charges to actual copying cost, including reasonable staff time, or the amount set by rule. Check the applicable regulator’s current guidance for your location: California Veterinary Medical Board guidance and Florida Statutes § 474.2165.
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Contact the relevant veterinary licensing board or regulator to ask who holds the records and where to send a request. California’s board recommends checking the practice’s current address of record and sending the written request there. Florida law includes notice and successor-record-owner provisions for certain practice closures or relocations; ask the Florida regulator how they apply to the specific practice.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Why record-transfer rules differ by location
Before making a request or disputing a clinic’s response, check the rules where the former practice operates. Jurisdictions differ on whether a client may obtain a copy, a summary, or both; whether the clinic may send records directly to another veterinarian and what authorization is needed; response times and urgency exceptions; copying or delivery fees; and who keeps records after a practice closes. The UK, Ontario, Pennsylvania, California, Florida, and Queensland materials illustrate these differences, but none creates a rule for every location.
In the UK, RCVS guidance states: “Clients should not be obstructed from changing to another veterinary practice and should not be discouraged from seeking a second opinion.” It also says veterinary surgeons and veterinary nurses must provide copies of relevant clinical records at a client’s request. Those statements describe RCVS guidance, not a universal rule for clinics in other jurisdictions: RCVS client confidentiality guidance.
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