OkaypupNew puppy paperwork checklist: documents to keep
A new puppy brings a surprising stack of paper: the purchase or adoption contract, vaccine and deworming records, microchip details, insurance, a local license and vet invoices. Collect them in the first week, photograph each page, and file them by type so any vet, sitter or landlord can get a copy in minutes.
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Which documents come with a new puppy?
The sellers or the shelter should hand over a contract or adoption agreement, any vaccine and deworming record they hold, the microchip number if the puppy has one, and their contact details. Breeders may add registration papers or a pedigree. Shelters may add a spay or neuter certificate if one was done.
Check each paper before you leave. Names, dates and the puppy's description should be filled in and legible. If something is missing, ask for it on the spot, because an email a month later is easy to forget.
Wikipedia's puppy entry covers general background, but your own papers are what any clinic, daycare or insurer will ask for.
The core checklist
Use the table as a starting list. Not every puppy has every item, and your region may add others.
Mark what you hold, what you are waiting on and what does not apply. A short gap list is more useful than a long wish list.
| Document | Keep because |
|---|---|
| Purchase or adoption contract | Proves ownership and states return terms |
| Vaccine and deworming record | Required by many daycares and boarding places |
| Microchip number and registry login | Lets a finder or clinic contact you |
| Insurance policy | Needed for any claim |
| Local dog license | Often required by local law |
| Vet invoices | Needed for claims and budgeting |
| Registration or pedigree papers | Only if the breeder provided them |
How do I keep the health records?
Photograph every page flat and in daylight, then file the photos by type. The records wallet in Okaypup files a picture as rabies, DHPP, Bordetella, Lepto, Lyme, microchip, insurance or other, and records the date given and the valid-until date.
Keep the originals in a folder with a cover sheet showing your puppy's name, birthday and microchip number. Our guide to dog vaccine records explains what a good record lists and how to ask your clinic for a clean copy.
Ask your vet before a trip or a booking if a date on the page looks unclear. Do not correct a record yourself.
What do I do about the microchip?
If your puppy is microchipped, find the number and the registry that holds it. The number is usually on a paper from the breeder, shelter or clinic. Register your own contact details, or update them if the previous owner registered the chip.
A microchip is a small implant that carries an identification number, as the Wikipedia article on the animal microchip implant describes. It is only useful when the registry holds your current phone number, so update it when you move or change your number.
Write the number on your puppy's profile in the app and on the folder cover. Our guide on finding a dog's microchip number shows where to look.
Do I need pet insurance paperwork?
Insurance is optional, and your vet or an independent source can help you decide. Wikipedia explains the general idea of pet insurance. If you buy a policy, keep the policy number, the terms and the claim process in one place.
Save each invoice and the clinic's record for any visit you might claim. Photograph them as you go, so you are not hunting for a receipt later.
Okaypup holds an insurance document type in the records wallet and has a field for vet visits and costs. It records what you enter and does not submit claims.
What about licenses and local rules?
Many places require a dog license or registration, usually with proof of a rabies vaccine. The rules and fees are set locally, so check your city or county website. Put the renewal date in a reminder.
Keep the license tag on the collar and a copy of the paperwork in your records. Our guide to dog license renewal explains how to track the dates.
If you move, check whether your new area asks you to register again.
How do I stay organized in the first weeks?
Pick one evening in the first week and do all the filing. Photograph, label, enter the dates and set the reminders. Doing it once beats a month of half-finished piles.
- Collect every paper the seller or shelter gave you.
- Photograph each page and file it by type.
- Enter the date given and the valid-until date for each record.
- Set reminders for the follow-up dates your vet named.
- Save your vet, emergency vet and emergency contact numbers.
- Create a folder for invoices and receipts.
What should I keep on paper and what on the phone?
Keep the originals on paper in one fixed place and tell everyone in the household where it is. Keep photos on the phone for quick sending. Paper survives a dead battery, and the phone copy reaches a sitter at nine in the evening.
Photos in Okaypup stay on your iPhone, and the permissions for camera and photos are asked only when you add a picture. You can export all log entries from Me > Privacy and data.
Back up your phone the way you normally do, so a lost phone does not take the only copy.
What should I do when the paperwork has a mistake?
Typos in names, dates and microchip numbers are common. Ask the issuing office to correct the document and send a new copy. Never change a printed record yourself, because an altered document can be refused.
Delete the old photo from your files once you have the new one, so you never send the wrong version by accident.
Write the date you asked for the correction in your notes, so you know when to follow up.
Where does the care log fit in?
The paperwork says what the vets and sellers did. The care log says what happens at home: meals, walks, medication and potty breaks with times. Together they give a new vet a clear picture of the first months.
The log also builds the habit of writing things down, which is the hard part. A one-tap row on the Today screen is easier to keep than a notebook.
Our guide to what to track each day covers what is worth recording and what to skip.
Frequently asked questions
What paperwork do I need when I get a puppy?
Usually a contract or adoption agreement, health records from the seller, microchip details and later an invoice trail from your vet. Local rules may add a license.
Where should I store my puppy's documents?
Keep paper originals in one folder and photos on your phone. A records wallet in an app files the photos by type with their dates.
Should I photograph my puppy's vaccine record?
Yes. A clear photo is handy for daycares and sitters, and it protects you if the paper is lost.
How do I update my puppy's microchip registration?
Contact the registry that holds the number and give them your current details. Your clinic can tell you which registry applies.
Does Okaypup tell me what my puppy needs?
No. It stores your documents and reminds you of the dates you enter. Your veterinarian decides what your puppy needs.