Pet Sitting Meet and Greets: The Essential Guide
If you’re thinking about starting a pet sitting business or looking to improve your existing one, you’re in the right place. In this post, I’m talking about an important step in your new client onboarding process: the meet and greet with clients and their furry (or feathery, or scaly) friends.
Meet and greets can make or break a client relationship. They’re not just a chance to say hello to a cute pup or kitty (though that’s definitely a perk!). These meetings set the stage for everything that follows.
For many pet owners, the idea of leaving their beloved animal with a stranger can be nerve-wracking. That’s where a well-conducted meet and greet comes in.
In this guide, I’ll walk you through how to nail that first meeting. I’ll cover everything from preparation to follow-up, with plenty of tips I’ve picked up along the way.
Want to know more about the ins and outs of pet sitting in general? Check out this ultimate guide!
Preparing for the Meet and Greet
A little prep work goes a long way in making a great first impression. Here’s what I’ve found works best:
Schedule Smartly
When you’re setting up the meet and greet, try to be flexible with timing. Remember, you’re working around the pet owner’s schedule, not the other way around. I’ve found that evenings or weekends often work best for most people.
Gather Info
Before you even step foot in the client’s home, make sure you’ve got some basic info. Ask about the pet’s name, age, breed, and any special needs. This shows you’re proactive and genuinely interested in providing the best care possible. I’m terrible with human names, but I’m usually forgiven if I remember the pet’s name!
Bring The Essentials
Always bring a few key items to the meet and greet.
Here’s my must-have list:
- A notepad and pen (yes, old school, but it never runs out of battery!)
- Your business cards
- A copy of your pet sitting contract
- Any necessary forms (like veterinary release forms)
- Proof of insurance and qualifications (if you have them)
Dress The Part
Now, I’m not saying you need to show up in a three-piece suit, but do make an effort to look neat and professional. I usually go for smart casual – think clean jeans and a polo shirt – bonus point if it has your business logo. It’s also good to wear clothes you don’t mind getting a bit furry.
Plan Your Questions
Lastly, take some time to jot down questions you want to ask the pet owner. Every pet is unique, and the more you know, the better care you can provide. We’ll dive into specific questions later, but having a mental list ready will help you feel more confident and ensure you don’t forget anything important.
Conducting the Meet and Greet
Now that you’re all prepped and ready, let’s talk about the actual meet and greet.
Be Punctual
First things first, arrive on time. In fact, aim to be a few minutes early. Nothing makes a worse first impression than being late. I once had a client tell me they chose me over another sitter simply because I was the only one who showed up when I said I would. Small things make a big difference!
Greet With a Smile
When the door opens, greet the owner with a warm smile and a handshake. Then, turn your attention to the star of the show – the pet. Let the pet approach you first. Some pets are shy around new people, so don’t force an interaction. One of my clients comes to me because we spent weeks building a bond between me and their dog. Granted, we were only able to do this because we’re neighbours, but if you can take extra time to build trust with shy pets, the owners will thank you for it just as much as little Fluffy!
Discuss The Pet’s Routine
This is where your notepad comes in handy. Ask the owner to walk you through their pet’s typical day.
Key points to cover:
- Feeding schedule and dietary requirements
- Exercise needs and favourite activities
- Sleeping habits
- Any medications or health issues
Ask About Quirks
Every pet has its own personality and quirks. I once looked after a dog who would only eat if you pretended to eat from his bowl first! Knowing these little details can make your job much easier and show the owner you really care.
Address Concerns
Give the owner plenty of opportunities to voice any worries they might have. Some common concerns I’ve encountered include:
- Separation anxiety
- Aggression towards other animals
- Special medical needs
- Home security
Be honest about your experience and capabilities. If you’re not comfortable with a particular situation, it’s better to say so upfront.
Demonstrate Your Knowledge
Throughout the conversation, try to sprinkle in some of your pet care knowledge. For example, if they mention their dog pulls on the lead, you could suggest a few training techniques you’ve found effective. This shows you’re not just there for the paycheque – you genuinely know your stuff.
Interact With The Pet
If the pet is comfortable, spend some time interacting with them. This could be playing with a toy, offering a treat (with the owner’s permission), or just giving them a good scratch behind the ears. How you interact with their pet can be a make-or-break moment for many owners.
Setting Expectations
Alright, now that we’ve covered the warm and fuzzy part of the meet and greet, I’ll get to the T&Cs. Setting clear expectations is essential for a smooth pet sitting experience.
Clarify Your Services
Start by outlining exactly what your pet sitting service includes.
Be specific:
- How many visits per day?
- How long will each visit last?
- What activities will you do with the pet?
- Will you provide any extra services like watering plants or bringing in the post?
Discuss Pricing
Money talk can be awkward, but it’s necessary. Be upfront about your rates and what they cover.
Include details like:
- Base rate for your service
- Any extra charges (e.g., for holiday periods or additional pets)
- Payment methods you accept
- When payment is due
Set Communication Expectations
How will you keep the owner updated while they’re away?
Some options I’ve used include:
- Daily text messages
- Photo and video updates
- A quick phone call for longer stays
Find out what level of communication makes the owner comfortable. Some want tons of photos all through the day, others are happy with a quick “all’s well” message.
Emergency Procedures
Hope for the best, plan for the worst. Discuss what you’ll do in case of an emergency.
Key points:
- Who’s the designated emergency contact?
- Which vet should you use?
- Is there a spending limit for emergency vet care?
I always carry a signed vet release form, just in case. It’s better to have it and not need it than the other way around!
Cancellation Policy
Life happens, and sometimes bookings get cancelled. Have a clear cancellation policy and communicate it during the meet and greet.
Mine includes:
- Full refund if cancelled more than 7 days in advance
- 50% refund if cancelled 3-7 days in advance
- No refund for cancellations less than 3 days in advance (unless it’s an emergency)
Here’s the thing about the cancellation policy – it’s a great tool to use to show you go the extra mile for your clients. If I have a regular customer who rarely cancels, I’ll waive the cancellation fees and give the full refund. I’ll make sure they know I’m only doing it ‘just because it’s them’, which is true, but it shows I care about them as a customer and not just a number on an invoice sheet.
Follow-Up
Great job! You’ve made it through the meet and greet. But hold your horses, we’re not quite done yet. The follow-up is just as important as the meeting itself. It’s your chance to cement the good impression you’ve made and seal the deal. Here’s how I handle the post-meet and greet process:
Send a thank-you message
Within 24 hours of the meet and greet, send a quick message to the pet owner. I usually do this via text or email, depending on their preferred method of communication.
Provide a Meet and Greet Summary
If you discussed a lot during the meet and greet (which you probably did!), it can be helpful to provide a brief summary of the key points.
This serves two purposes:
- It shows the owner you were paying attention and took their instructions seriously.
- It gives them a chance to correct any misunderstandings or add any information they might have forgotten.
I usually include this summary in a follow-up email.
Here’s what I cover:
- Pet’s daily routine
- Any special care instructions
- Emergency contact information
- Agreed-upon services and pricing
Confirm booking details
If the owner decided to book your services during the meet and greet, now’s the time to confirm all the details.
Make sure you’re both clear on:
- Dates and times of pet sitting
- Services to be provided
- Total cost
- Payment method and due date
If they haven’t made a decision yet, this is a good time to gently remind them of your availability. Something like, “I currently have availability for the dates we discussed, but my schedule does fill up quickly. Please let me know if you’d like to go ahead and book.”
Offer Additional Resources
If appropriate, this can be a great time to provide some extra value. For example, if the owner mentioned their dog has separation anxiety, you could send a link to a reputable article on managing this issue. Or if they have a new puppy, you could share some basic training tips. This shows you’re not just in it for the money – you genuinely care about the wellbeing of their pet.
Invite Questions
Always end your follow-up by inviting any additional questions or concerns. Some owners might think of things they forgot to ask during the meet and greet, and this gives them an open door to reach out.
Conclusion: Pet Sitting Meet and Greets
If you didn’t know before, I hope I’ve convinced you that having a meet and greet process for onboarding your new clients is an essential step.
Remember, if the pet isn’t a good fit for you, it’s ok to say no.
Success in your pet sitting business isn’t just about being good with animals (though that’s certainly important!). It’s about building trust with pet owners, being reliable and professional, and paying attention to the little details that make a big difference. A meet and greet system builds the foundation for all of these things.
Let’s recap the key points:
- Prepare thoroughly before the meet and greet
- Make a great first impression with both the owner and the pet
- Gather all necessary information about the pet’s care
- Set clear expectations about your services and policies
- Follow up promptly and professionally
Remember, every meet and greet is an opportunity to showcase your professionalism, your knowledge, and most importantly, your love for animals. It’s your chance to stand out from the crowd and build a relationship with potential long-term clients.
