1. How it usually happens
Receiving an animal in custody often happens spontaneously: a friend goes on holiday, someone has an emergency, an association seeks temporary foster care. People say "don't worry, it's easy" and within hours you find yourself with a new flatmate.
The problem is that every animal has habits, needs, and little "rituals" that are not always well explained. The dog that "eats everything" actually picks at its food, the "independent" cat needs constant interaction, the "easy" rabbit chews any cable within a two-metre radius.
A typical anecdote: someone receives a dog "used to being alone" and after half an hour of solitude, a concert worthy of an opera starts. It wasn't a lie, it was a detail that wasn't explored.
The key point is this: while you try to get organised, the animal is experiencing a change. Putting their welfare at the centre means thoroughly understanding what they need, and at the same time clarifying what was asked of you.
2. What you need to prove
When you receive an animal, it is useful to have a clear trace of what was agreed and in what condition the handover occurred.
It can be useful to prove:
- When you took custody of the animal
- In what condition it was at handover
- What instructions you were given (food, care, habits)
- Any pre-existing or reported problems
- Expected duration of the foster care
- Agreements on expenses, liabilities, or emergencies
- Communications with the owner or representative
This helps you manage the situation better, especially if something changes along the way.
3. What to collect
Gathering information from the start is a practical gesture, also useful for taking better care of the animal.
- Photos and video of the animal at handover
- Chat screenshots with instructions and agreements
- Any documents (health booklet, vet instructions)
- Photos of received food, meds, and accessories
- Notes on schedules, habits, and behaviours
- Any voice messages with important instructions
- Receipts or agreements on expenses
A detail that makes a difference: a short note written by you right after handover, with what was said verbally, helps not to lose precious information.
4. How to proceed
Welcome the animal carefully and take a few minutes to organise the information.
Ask for clarification on everything regarding their welfare: feeding, routine, stress signals. Then move to the practical documentation part.
- Make a brief written summary of agreements and share it
- Take photos and record short videos upon arrival
- Save all communications in one place
- Organise files in a dedicated folder
- Keep original files without modifying them
After gathering the material, you can use ExistBefore to timestamp it. It is a simple way to have a clear reference of what existed at that moment.
5. Mistakes to avoid
Some mistakes can complicate management, even with good intentions.
- Accepting the animal without asking practical questions
- Underestimating specific needs or health conditions
- Not documenting the initial state
- Not asking what to do in a veterinary emergency (who authorises? are there funds? trusted vet?)
- Relying only on memory for important instructions
- Leaving conversations scattered across different apps
- Modifying or losing original files
A useful tip: caring for the animal and documenting the situation well are two things that go together. Timestamping materials with a free attestation helps you keep everything ordered and placed in time.
6. After documenting
Once everything is organised, you can focus on what truly matters: managing the custody optimally.
- Keep the person who entrusted the animal updated
- Share photos and info on its state
- If problems occur, communicate immediately and clearly
- If necessary, consult a vet or an expert
- In more complex situations, turn to competent associations or services
Good documentation allows you to face any unforeseen events with more clarity, leaving you more room to care for the animal attentively and responsibly.