How to Transfer Vet Records to a New Vet
Your pet's records belong with your pet. Here is how to get them out of one clinic and into the next without losing the history.
Ask the New Clinic First
Most clinics will request records on your behalf, and it is usually faster than doing it yourself. When you register, say that you are transferring and give them the previous clinic's name, city and phone number. They deal with this weekly and know what to ask for.
Doing it yourself is worth the effort in two cases: the previous clinic is slow to respond to other practices, or you want a copy for your own records rather than only a clinic-to-clinic handover. Both are reasonable, and you are entitled to ask.
Ask for the Right Things Specifically
A vague request produces a vague file. Clinics often send a summary when what you need is the underlying detail, and the gap shows up months later when a new vet asks a question the summary cannot answer.
Name what you want. A short, specific list gets a better result than asking for everything, and it makes it obvious if something is missing when the file arrives.
- Complete vaccination history with dates and product names
- Current and recent prescriptions with doses
- Surgical and dental procedure notes
- Laboratory and imaging results, not just their interpretation
- Known allergies and adverse reactions
- Weight history
What to Expect on Timing
Record requests are rarely instant. Clinics fit them around appointments, and a few days to a couple of weeks is normal. Build that into your plan: if you are moving, request records before you go rather than after your first appointment at the new practice.
If a booking depends on the records arriving — boarding, a groomer, a specialist referral — say so when you make the request. A deadline changes how a request is prioritised, and most practices will accommodate one if they know it exists.
Who Owns the Records
This is the part that surprises people. In most of Canada the physical or digital record is the property of the veterinary practice that created it, not of the client. What you are generally entitled to is a copy of the information in it, not the original file.
In practice this rarely causes friction, because clinics are used to providing copies and it is in everyone's interest for the next vet to have the history. Rules differ by province and by regulator, so if you meet resistance, your provincial veterinary regulatory college is the right place to ask what applies where you live.
When the Old Clinic Has Closed
Practices close, merge and get bought. When that happens the records usually go somewhere rather than disappearing: to the practice that acquired it, to a custodian veterinarian, or into storage with the former owner. Start by calling the number you have, then ask the provincial college who holds the records of a closed practice.
This is also the strongest argument for keeping your own copy as you go. A record you hold does not depend on someone else's business still existing, and the gap left by a closed clinic is usually permanent.
Keep a Copy This Time
The transfer is a good moment to stop relying on whichever clinic you happen to be using. You have the complete history in your hands, probably for the first time in years.
PetVitale keeps that history per pet with vaccination dates and next-due dates on one timeline, and lets you hand a new clinic a vet-ready summary as a single link rather than starting the request process again the next time you move.
Frequently asked questions
How do I get my pet's records from my old vet?
Either ask your new clinic to request them, which is usually fastest, or contact the previous practice directly and ask for a copy of the complete record. Name specifically what you need rather than asking for everything.
Do I own my pet's veterinary records?
In most of Canada the record itself belongs to the practice that created it, and you are entitled to a copy of the information rather than the original file. Rules vary by province, so ask your provincial veterinary college if you meet resistance.
How long does a vet record transfer take?
A few days to a couple of weeks is normal, because clinics fit requests around appointments. If a booking depends on it, say so when you request — a stated deadline usually moves it up the queue.
What if my old vet clinic closed?
Records normally pass to an acquiring practice, a custodian veterinarian, or storage. Call the old number first, then ask your provincial veterinary regulatory college who holds records for a closed practice.