Checklist template

Live animal inventory and mortality tracking for pet stores

A ready-to-use checklist with 116 items in 6 sections, covering Counts, Receiving, Mortality log, Returns, Variances, Vendor claims. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 116 Items
  • 86 Yes / No checks
  • 6 Scored ratings
  • 116 Points

Use this template How audits work

1. Counts 22 items

  1. Small animals, birds and reptiles are counted on the schedule set by company policy Yes / No 1 pt
  2. The count sheet for the most recent scheduled count is completed and initialed Yes / No 1 pt
  3. The count is recorded by enclosure and species, not as a department total Yes / No 1 pt
  4. Completed count sheets are kept on file for the period set by company policy Yes / No 1 pt
  5. The quantity on the enclosure card matched the inspector's count in 5 enclosures sampled Yes / No 1 pt
  6. Small animals counted by the inspector Number
  7. Small animals on hand according to the system Number
  8. Reptiles and amphibians counted by the inspector Number
  9. Reptiles and amphibians on hand according to the system Number
  10. Birds counted by the inspector Number
  11. Birds on hand according to the system Number
  12. Fish are counted or estimated by tank on the schedule set by company policy Yes / No 1 pt
  13. High-value animals (parrots, tortoises, saltwater fish, corals) are listed individually on the count sheet Yes / No 1 pt
  14. Leg band numbers of banded birds match the numbers on the inventory record Yes / No 1 pt
  15. Animals in isolation or in the back room are included in the count with their location Yes / No 1 pt
  16. Animals away at the veterinary clinic are listed on the count sheet as off site Yes / No 1 pt
  17. Animals paid for and awaiting pickup are listed on the count sheet as sold, not as on hand Yes / No 1 pt
  18. Feeder animals (crickets, feeder fish, frozen rodents) are counted as directed by company policy Yes / No 1 pt
  19. The weekly count is verified by a second employee Yes / No 1 pt
  20. Animals belonging to adoption partners are listed separately from store inventory Yes / No 1 pt
  21. Date of the last full count of live animals Date
  22. Accuracy of live animal counts Rating
    • Counts on schedule and matching the system 5 pts
    • Counts done with unexplained differences 3 pts
    • Counts missed or unreliable 1 pt

2. Receiving 17 items

  1. Date of the last live animal shipment Date
  2. Animals received in the last shipment Number
  3. Animals dead on arrival in the last shipment Number
  4. Each shipment is counted box by box against the packing list within the time set by company policy Yes / No 1 pt
  5. Fish are counted bag by bag against the species and quantity on the packing list Yes / No 1 pt
  6. Animals dead on arrival are recorded by species on the packing list Yes / No 1 pt
  7. Animals dead on arrival are photographed together with the shipping label Yes / No 1 pt
  8. Live shipments are received by an employee trained in animal care Yes / No 1 pt
  9. Shortages and overages are written on the packing list and signed by the receiver Yes / No 1 pt
  10. A species substituted by the vendor is entered under its own item, not under the item ordered Yes / No 1 pt
  11. Received quantities are entered in the system on the day of arrival Yes / No 1 pt
  12. New arrivals are not released for sale in the system until their acclimation hold has ended Yes / No 1 pt
  13. Packing lists and invoices for live animals are filed by delivery date Yes / No 1 pt
  14. Animals transferred from another store arrive with a transfer document Yes / No 1 pt
  15. Late delivery or missing heat or cold packs are noted on the carrier's paperwork Yes / No 1 pt
  16. The condition of shipping boxes (crushed, wet, opened) is noted at receiving Yes / No 1 pt
  17. Receiving of live animal shipments Rating
    • Counted, recorded and entered the same day 5 pts
    • Counted but recorded late or incompletely 3 pts
    • Not counted against the packing list 1 pt

3. Mortality log 21 items

  1. A mortality log is kept in the animal care area on paper or on the handheld Yes / No 1 pt
  2. Each death is recorded on the day it is found Yes / No 1 pt
  3. Each entry gives the species, the quantity and the enclosure or tank Yes / No 1 pt
  4. Each entry gives the animal's arrival date or its vendor lot Yes / No 1 pt
  5. Each entry gives the symptoms seen or the probable cause Yes / No 1 pt
  6. Each entry carries the initials of the employee who found the animal Yes / No 1 pt
  7. Days with no losses are marked "none" rather than left blank Yes / No 1 pt
  8. Dead animals are removed from system inventory under the mortality reason code the same day Yes / No 1 pt
  9. Entries in the log for the last 7 days match the mortality adjustments in the system Yes / No 1 pt
  10. Each mortality adjustment in the system is entered under the user ID of the employee who made it Yes / No 1 pt
  11. Dead animals are bagged, labeled and held for verification as company policy requires before disposal Yes / No 1 pt
  12. A death by veterinary euthanasia is supported by the clinic's document Yes / No 1 pt
  13. An escaped or missing animal is recorded as missing, not as a death Yes / No 1 pt
  14. Losses within the vendor's guarantee period are flagged in the log for a claim Yes / No 1 pt
  15. Several deaths in the same enclosure or tank system were escalated as the company policy requires Yes / No 1 pt
  16. Mortality adjustments above the threshold set by company policy are approved by the district manager Yes / No 1 pt
  17. Small animal deaths recorded in the last 7 days Number
  18. Fish deaths recorded in the last 7 days Number
  19. Reptile and bird deaths recorded in the last 7 days Number
  20. Live animal mortality for the last period (% of animals received) Number
  21. Completeness of the mortality log Rating
    • Every loss recorded with cause and adjustment 5 pts
    • Losses recorded with details missing 3 pts
    • Losses not recorded 1 pt

4. Returns 18 items

  1. The live animal guarantee is posted with the number of days by type of animal Yes / No 1 pt
  2. A returned animal is accepted only with the receipt or the original sale found in the system Yes / No 1 pt
  3. Live animal returns are approved by a manager or the animal care lead Yes / No 1 pt
  4. The reason for each return is recorded (illness, death, unable to keep, aggression, wrong sex) Yes / No 1 pt
  5. The sale date on the receipt is checked to be within the guarantee period before a refund or replacement Yes / No 1 pt
  6. The live animal refund report is reviewed by a manager each week Yes / No 1 pt
  7. The result of the customer's water test is written on the return record of a dead fish Yes / No 1 pt
  8. A returned live animal is recorded in the system as on hold, not as available for sale Yes / No 1 pt
  9. A returned animal goes back into saleable inventory only after release by the animal care lead Yes / No 1 pt
  10. Refunds for live animals are made to the original form of payment Yes / No 1 pt
  11. A replacement animal given under the guarantee is rung as an exchange with a reason code Yes / No 1 pt
  12. The return record shows the original transaction number Yes / No 1 pt
  13. Animals surrendered by the public that were not bought in the store are logged separately from returns Yes / No 1 pt
  14. No employee processes the return of an animal they bought themselves Yes / No 1 pt
  15. Customers with repeated live animal returns are reviewed by the manager Yes / No 1 pt
  16. Live animal returns in the last 30 days Number
  17. Dead animals refunded or replaced under the guarantee in the last 30 days Number
  18. Control of live animal returns Rating
    • Every return approved, documented and traceable 5 pts
    • Returns documented in part 3 pts
    • Returns not controlled 1 pt

5. Variances 20 items

  1. A variance report comparing the count with the system is produced after each count Yes / No 1 pt
  2. Each variance is investigated on the day of the count Yes / No 1 pt
  3. A written explanation is recorded for each variance Yes / No 1 pt
  4. A second person recounts the enclosure before an adjustment is entered Yes / No 1 pt
  5. Adjustments to live animal on-hand quantities require a manager's approval Yes / No 1 pt
  6. Each adjustment carries a reason code (mortality, escape, miscount, birth, theft, mis-ring) Yes / No 1 pt
  7. Litters born in the store are added to inventory as company policy directs Yes / No 1 pt
  8. A search is made and recorded when an animal is missing from its enclosure Yes / No 1 pt
  9. Sales rung under a miscellaneous live animal key are reviewed each week Yes / No 1 pt
  10. An animal sale observed or sampled from receipts rang under the correct species item Yes / No 1 pt
  11. Price overrides on live animals are reviewed by a manager Yes / No 1 pt
  12. Animals given to employees free or at a discount have written manager approval Yes / No 1 pt
  13. Animals donated to rescues or schools are recorded with the recipient's signature Yes / No 1 pt
  14. Animals taken home by employees for foster care are signed out and signed back in Yes / No 1 pt
  15. Enclosures holding high-value animals are locked Yes / No 1 pt
  16. Camera footage is reviewed when a high-value animal is missing Yes / No 1 pt
  17. Variances by species are reviewed with the district manager on the company schedule Yes / No 1 pt
  18. Animals unaccounted for in the last count Number
  19. Adjustments to live animal inventory in the last 30 days Number
  20. Handling of live animal variances Rating
    • Investigated, explained and approved 5 pts
    • Adjusted with little investigation 3 pts
    • Not investigated 1 pt

6. Vendor claims 18 items

  1. The claim procedure and deadline of each live animal vendor are on file in the store Yes / No 1 pt
  2. Claims for animals dead on arrival were filed within the vendor's deadline Yes / No 1 pt
  3. Each claim includes the photos, the packing list and the counts Yes / No 1 pt
  4. A claim log shows the claim number, date, amount and status of each claim Yes / No 1 pt
  5. Deaths within the vendor's guarantee period were claimed Yes / No 1 pt
  6. Credits received are matched to their claims in the log Yes / No 1 pt
  7. Claims open for more than 30 days have been followed up Yes / No 1 pt
  8. Denied claims are filed with the vendor's reason Yes / No 1 pt
  9. Dead-on-arrival rates by vendor are reviewed on the company schedule Yes / No 1 pt
  10. Repeated health problems in animals from one vendor were reported to the buyer Yes / No 1 pt
  11. Replacement animals sent by a vendor in place of a credit are received into inventory with paperwork Yes / No 1 pt
  12. Claims filed in the last 30 days Number
  13. Claims still open Number
  14. Credits received in the last 30 days (dollars) Number
  15. Date of the most recent claim Date
  16. Name of the manager on duty Short text
  17. Overall control of live animal inventory and losses Rating
    • Strong 5 pts
    • Partial 3 pts
    • Weak 1 pt
  18. Corrective actions required Comments

About this template

This checklist is part of the Bindy template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In Bindy you can add photos, assign corrective actions, require sign-off and compare results across sites.

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