Checklist template

Pet adoption event and rescue partner operations

A ready-to-use checklist with 111 items in 6 sections, covering Partner agreement, Animal welfare, Setup, Customer interaction, Paperwork, Cleanup. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 111 Items
  • 94 Yes / No checks
  • 6 Scored ratings
  • 124 Points

Use this template How audits work

1. Partner agreement 20 items

  1. A signed adoption partner agreement with the rescue is on file at the store and has not expired Yes / No 1 pt
  2. The rescue's charity registration or the license required by local regulation is on file Yes / No 1 pt
  3. The rescue's certificate of liability insurance is on file and has not expired Yes / No 1 pt
  4. The agreement states that the rescue owns the animals and completes the adoptions, not the store Yes / No 1 pt
  5. The rescue is on head office's list of approved adoption partners Yes / No 1 pt
  6. Today's event is on the store calendar and was approved by the store manager Yes / No 1 pt
  7. The rescue's event lead is named in the file with a mobile phone number Yes / No 1 pt
  8. Volunteers signed in with the store on arrival Yes / No 1 pt
  9. Volunteers wear the rescue's ID badge or shirt Yes / No 1 pt
  10. Volunteers under the minimum age in the agreement are accompanied by an adult Yes / No 1 pt
  11. The rescue's event lead has been briefed on emergency exits, restricted areas and accident reporting Yes / No 1 pt
  12. The number of animals brought today is within the maximum stated in the agreement Yes / No 1 pt
  13. The species brought today are those listed in the agreement Yes / No 1 pt
  14. Donations are collected only in a box labeled with the rescue's name Yes / No 1 pt
  15. Items sold by the rescue for fundraising are limited to those approved in the agreement Yes / No 1 pt
  16. Store employees handle the rescue's animals only where the agreement allows it Yes / No 1 pt
  17. Expiry date of the partner agreement Date
  18. Expiry date of the insurance certificate Date
  19. Name of the rescue organization Short text
  20. Partner documentation on file Rating
    • Complete and current 5 pts
    • One document expired or missing 3 pts
    • No current agreement 1 pt

2. Animal welfare 21 items

  1. Vaccination records for every animal at the event are with the rescue's paperwork on site Yes / No 1 pt
  2. Puppies and kittens are at least the minimum age set by the agreement and local regulation Yes / No 1 pt
  3. No animal at the event is coughing, has nasal discharge or has diarrhea Yes / No 1 pt
  4. An animal showing signs of illness is removed from the event at once Yes / No 1 pt
  5. Each animal can stand, turn around and lie down in its crate or pen Yes / No 1 pt
  6. Fresh water is in every crate and pen Yes / No 1 pt
  7. Cats have a litter pan in the crate Yes / No 1 pt
  8. Cat crates are partly covered or have a hiding box Yes / No 1 pt
  9. Dogs are taken outside for relief breaks at the interval in the agreement Yes / No 1 pt
  10. No animal is on display longer than the maximum hours in the agreement Yes / No 1 pt
  11. Animals that are shaking, hiding or barking without pause are moved to a quiet, covered crate Yes / No 1 pt
  12. Dogs out of a pen are on a leash held by a volunteer, never tied to a fixture Yes / No 1 pt
  13. Collars and harnesses are snug enough that a dog cannot back out of them Yes / No 1 pt
  14. Puppies without complete vaccinations stay in pens on clean mats or are carried, not walked on the store floor Yes / No 1 pt
  15. Crates and pens are set up out of direct sun Yes / No 1 pt
  16. Crates and pens are set up away from the draft of the entrance doors Yes / No 1 pt
  17. A volunteer stays with the animals at all times Yes / No 1 pt
  18. Event animals are kept apart from the store's own live animals and from the grooming salon Yes / No 1 pt
  19. Animals at the event Number
  20. Volunteers at the event Number
  21. Welfare of the animals at the event Rating
    • Calm, healthy and well attended 5 pts
    • Some animals stressed or needs met late 3 pts
    • Sick, crowded or unattended animals 1 pt

3. Setup 18 items

  1. The event is set up in the location shown on the store's event plan Yes / No 1 pt
  2. No exit, fire extinguisher or electrical panel is blocked by the event Yes / No 1 pt
  3. Aisles around the event stay wide enough for carts and wheelchairs Yes / No 1 pt
  4. Pen panels are clipped together and the pen gates latch Yes / No 1 pt
  5. Mats or tarps protect the floor under pens and crates Yes / No 1 pt
  6. Crates are stacked no more than two high and are stable Yes / No 1 pt
  7. A banner or sign names the rescue so customers know the animals are not sold by the store Yes / No 1 pt
  8. Each crate or pen has a card with the animal's name, age, sex, temperament and adoption fee Yes / No 1 pt
  9. A sign at the store entrance announces the event with its hours Yes / No 1 pt
  10. Hand sanitizer is on the event table Yes / No 1 pt
  11. A cleanup kit (enzymatic cleaner, paper towels, bags, disinfectant) is staged at the event Yes / No 1 pt
  12. A lined trash can is at the event Yes / No 1 pt
  13. A meet-and-greet space is marked out away from the main aisle Yes / No 1 pt
  14. No cord crosses an aisle Yes / No 1 pt
  15. Store tables and pens lent to the rescue are signed out on the event log Yes / No 1 pt
  16. The store's new-adopter coupon booklets are on the event table Yes / No 1 pt
  17. Setup was finished before the advertised start time Yes / No 1 pt
  18. Event setup Rating
    • Safe, clearly identified and ready on time 5 pts
    • Ready late or signs missing 3 pts
    • Blocking aisles or unstable 1 pt

4. Customer interaction 17 items

  1. A volunteer is present at every contact between a customer and an animal Yes / No 1 pt
  2. Children touch animals only with their adult and a volunteer beside them Yes / No 1 pt
  3. Customers are asked to sanitize their hands before handling an animal Yes / No 1 pt
  4. Shoppers' own dogs are kept back from the pens and crates Yes / No 1 pt
  5. An adopter's resident dog meets a rescue dog only in the meet-and-greet space with the rescue's event lead Yes / No 1 pt
  6. Volunteers answer questions about an animal's history, behavior and medical needs from the rescue's records Yes / No 1 pt
  7. Adopters go through the rescue's screening; no animal is released on a first-come basis Yes / No 1 pt
  8. Store employees refer adoption questions to the rescue and do not promise approval Yes / No 1 pt
  9. A bite or scratch is reported to the store manager at once Yes / No 1 pt
  10. The store's incident report for a bite or scratch includes the rescue's name and the animal's ID Yes / No 1 pt
  11. Complaints about the event are passed to the store manager and noted on the event log Yes / No 1 pt
  12. A store employee is assigned as event contact and checks the event every hour Yes / No 1 pt
  13. Volunteers stay at the event area and do not approach shoppers elsewhere in the store Yes / No 1 pt
  14. Animals are handed to customers only inside the event area Yes / No 1 pt
  15. Adopters are offered help from a store employee to choose supplies for the species Yes / No 1 pt
  16. Bites and scratches reported during the event Number
  17. Customer interaction observed Rating
    • A volunteer at every contact and questions answered from the animal's records 5 pts
    • A volunteer at every contact but little information given 3 pts
    • Customers handling animals with no volunteer present 1 pt

5. Paperwork 17 items

  1. The rescue screens a completed adoption application before an animal leaves Yes / No 1 pt
  2. The adoption contract is signed between the rescue and the adopter, and the store is not a party Yes / No 1 pt
  3. Adoption fees are collected by the rescue and are not rung through the store registers Yes / No 1 pt
  4. The adopter receives the animal's vaccination record Yes / No 1 pt
  5. The adopter receives the microchip number and how to transfer the registration Yes / No 1 pt
  6. An animal leaving unaltered has a spay or neuter agreement, as required by local regulation Yes / No 1 pt
  7. An adopted animal leaves in a carrier or on a collar and leash, not loose in the adopter's arms Yes / No 1 pt
  8. Animals with a pending adoption have a hold tag on the crate Yes / No 1 pt
  9. Completed applications are kept by the rescue and are not left on the event table Yes / No 1 pt
  10. The store keeps no copies of adopters' personal information Yes / No 1 pt
  11. The rescue gives the store a count of animals brought and animals adopted before leaving Yes / No 1 pt
  12. The store's event log records the date, partner, start and end times, animals, adoptions and incidents Yes / No 1 pt
  13. Adoptions are reported to the head office adoption program by its deadline Yes / No 1 pt
  14. The number of coupon booklets handed out is recorded on the event log Yes / No 1 pt
  15. Adoptions completed at this event Number
  16. Applications taken at this event Number
  17. Event paperwork Rating
    • Complete for every adoption and logged by the store 5 pts
    • Adoptions documented but store log incomplete 3 pts
    • Animals left without paperwork 1 pt

6. Cleanup 18 items

  1. The rescue removed all animals, crates and supplies by the end time on the store calendar Yes / No 1 pt
  2. The count of animals leaving equals the count on arrival less the adoptions Yes / No 1 pt
  3. Accidents during the event were cleaned with enzymatic cleaner and then disinfected Yes / No 1 pt
  4. The event floor area was swept and mopped with disinfectant after the event Yes / No 1 pt
  5. Store-owned pens and tables were disinfected before going back into storage Yes / No 1 pt
  6. Animal waste, litter and used pads were bagged and taken to the dumpster, not left in store trash cans Yes / No 1 pt
  7. The outdoor relief area was checked and picked up after the event Yes / No 1 pt
  8. Fixtures and merchandise moved for the event are back in their planogram positions Yes / No 1 pt
  9. Event signs were taken down, or updated with the next event date Yes / No 1 pt
  10. Items lent to the rescue were returned and signed back in Yes / No 1 pt
  11. Items left behind by the rescue are labeled and the rescue has been told Yes / No 1 pt
  12. The store event contact walked the area with the rescue's event lead before the rescue left Yes / No 1 pt
  13. Problems with the partner were reported to the district manager Yes / No 1 pt
  14. No animal odor remains in the event area once cleanup is finished Yes / No 1 pt
  15. Date of the event Date
  16. Name of the store event contact Short text
  17. Overall running of the adoption event Rating
    • Standards met in every section 5 pts
    • Lapses in one or two sections 3 pts
    • Lapses in most sections 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.

Categories

Related templates

← All templates

Brand standards

At every site, every time

Start Free Contact us