Contact the new clinic first to learn how it accepts records and whether it can request them directly. Then send your current clinic a written request naming your pet and the receiving clinic, authorizing the transfer, and asking for the complete clinical file and relevant diagnostic images. Confirm delivery timing and any copying charges; rules vary by location, so check your veterinary regulator for local requirements.
How do I transfer my pet’s records to a new vet?
- Ask the new clinic how it receives records. Find out whether it has a preferred form or secure delivery method, whether it can request the file directly, and what authorization it needs.
- Send the current clinic a written request. Include your name and contact details, your pet’s name and identifying details, the new clinic’s name and contact information, and clear permission to transfer the records. California’s Veterinary Medical Board recommends making the request in writing: consumer FAQ.
- Ask for the full clinical history and supporting material. Request the records listed below, not only a brief summary.
- Confirm how and when the file will be sent. Ask for the expected turnaround, delivery format, any copying or image-transfer fee, and confirmation once the transfer is complete. Keep a copy of your request and the clinic’s response.
The receiving clinic may be able to request records itself, but authorization can be required. Victoria’s veterinary regulator, for example, says consent is required to transfer records to another practice: Veterinary Board of Victoria guidance.
What should I ask the clinic to include?
Ask for the complete clinical history and any images or attachments the new clinic needs to understand your pet’s care. A practical request includes:
- Examination notes, diagnoses, and treatment plans
- Medication names, dosages, and relevant treatment details
- Laboratory and other diagnostic test results
- Vaccination information
- Surgery and dental procedure records
- Radiographs and other relevant diagnostic images
These are useful items to request, not a universal legal definition of what every clinic must release. Pennsylvania’s regulation, for example, identifies treatment, diagnostic procedures, drug dosage, and surgical and dental procedure details as record contents: 49 Pa. Code § 31.21.
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How long does it take to transfer veterinary records?
There is no single turnaround time established for every location or situation. Ask the current clinic for its expected timing and tell both clinics if the information is needed for an upcoming appointment or ongoing treatment.
Deadlines depend on local rules and the circumstances. Pennsylvania’s regulation sets a maximum of three business days for a defined second-opinion request, while California’s Veterinary Medical Board describes a reasonable-time standard for providing a record summary. Those examples do not establish a general deadline for all transfers. See Pennsylvania’s regulation and California’s consumer FAQ.
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What if my pet needs care before the full file arrives?
Tell the new clinic what is urgent and ask the current clinic to send the records and results most relevant to that care first. Do not delay needed treatment while waiting for the complete file. Pennsylvania’s rule says transfer timing in its second-opinion context must accommodate the animal’s veterinary medical needs.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Do the rules about veterinary records vary by location?
Yes. Record ownership, consent, access, deadlines, and charges are not governed by one universal rule. For example, Victoria’s regulator describes records as the property of the veterinary practice or practitioner and says owner consent is needed for a transfer. California guidance recommends a written request, describes a legal requirement to provide a summary within a reasonable time, and says duplication may cost money. Pennsylvania has a specific timing rule for a defined second-opinion situation. These examples apply in their stated jurisdictions and contexts; check the veterinary regulator where you live for current requirements.
Do these 3 things before closing this tab:
1Repair Windows errors before they cause bigger problems2Fix the driver behind crashes, sound loss and screen glitches3Clear out junk files and repair common Windows errorsIf your former clinic has moved or closed, the California Veterinary Medical Board recommends contacting it for the facility’s most recent address of record and sending a written request for a summary there: California Veterinary Medical Board consumer FAQ.
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