Licence Inspection Checklist Eddie's Doggy Daycare, Harlow. Every condition a local authority inspector will check, taken from the government's dog day care licensing statutory guidance, with the evidence to have ready for each one.
This is an inspection of your existing licence, not a new application: the inspector will walk the site, review your past records and confirm your star rating. Focus on records being complete and up to date, and on staff being able to answer questions on the day.
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Countdown plan This week — as soon as possible Pull every dog's vaccination record and chase any that have lapsed or are about to. This is the single most common failure and takes the longest to fix. Check the licence is displayed at the entrance and that the licence holder's name and licence number appear on the website. Print the last 3 months of daily welfare, cleaning and temperature records and check for blank days. Confirm every member of staff has a signed, in-date training record covering all eight required topics. 2–3 days before Walk the whole site with this checklist and log every repair needed. Fix what you can and write a dated plan for the rest. Test every smoke detector and the carbon monoxide detector; record the results. Check extinguisher service dates and clear all fire exits. Check the dog first aid kit contents and expiry dates and restock. Check the isolation area is stocked and ready for immediate use. The day before Assemble one inspection folder: licence, all written procedures and policies, staff training records, dog register and files, consent forms, vet registration and healthcare plan, emergency plan, service and test certificates. Pick 3 dog files at random and check every register item is complete. Deep clean, remove standing water, check drain covers and clear the yard. Brief all staff: what the inspector may ask, where records are, and who the designated manager is. Check the vet details poster and the emergency contact sign outside are current and legible. On the day Make sure the designated manager is on site for the whole visit. Keep dog numbers at or below the licensed maximum, including any resident dogs. Have the inspection folder open and on a table, plus a laptop ready for electronic records. Take notes on anything the inspector raises so you can act on it straight away.
4. Staffing, training and competence 0/7 Expect the inspector to ask staff questions directly and to ask for training records.
4.1 No member of staff is responsible for more than 10 dogs.Evidence: Rota showing staff-to-dog ratio for each session, including part-timers.4.2 The licence holder or a designated manager can identify normal dog behaviour and recognise pain, suffering, injury, disease or abnormal behaviour.Evidence: Named designated manager, with their qualification or experience recorded.4.2 All staff are trained in: welfare, handling, behaviour, hygiene, feeding and food prep, disease prevention and control, recognising sick or injured dogs, and canine first aid.Evidence: Training record per person covering all eight topics, with certificates attached.4.2 Each member of staff either holds an appropriate Ofqual-regulated Level 2 qualification or can show relevant, sufficient knowledge and experience.Evidence: Certificates, or a written competency statement plus signed sign-off for each person.4.2 Anyone part-way through an Ofqual qualification can show 12-month progress and will finish within 2 years.Evidence: Course enrolment date, unit progress printout.4.3 A written staff training policy exists, is implemented, and is reviewed and updated annually.Evidence: Policy document with review date, covering annual appraisal, planned CPD and knowledge gaps.4.3 Annual appraisals have been completed for all staff including the licence holder.Evidence: Signed appraisal forms dated within the last 12 months.
5 & 21. Suitable environment, security and transport 0/19 Walk the site yourself the day before with this list in hand.
5.1 No sharp edges, projections, rough edges or other hazards anywhere dogs can reach. Buildings, paths, gardens and exercise areas in good repair and clean.Evidence: Completed site walk-round, with any repairs logged and signed off.5.1 Exposed wood is smooth, treated, waterproof and well maintained; fence posts treated against rot with non-toxic products only.Evidence: Note the product used and when it was last applied.5.1 No standing water from cleaning or urine; drainage unblocked; drain covers secure and unable to trap toes or claws.Evidence: Check every drain cover before the visit.5.1 Floors are non-slip; interior surfaces smooth, waterproof and cleanable wherever possible.Evidence: Note any area needing resurfacing and the plan to fix it.5.1 At least 2 secure physical barriers (doors or gates) between any dog and the outer boundary. Doors, gates and windows escape-proof, lockable, impact and scratch resistant.Evidence: Point out both barriers on the route from the dog areas to the road.5.1 Fencing strong, rigid, tall enough, dig-proof and in good repair. Mesh no larger than 50mm x 50mm (75mm x 50mm chain link), wire at least 2mm.Evidence: Measure and record the mesh size and fence height.5.1 Electrical sockets and appliances in dog areas are secure and protected against damage.Evidence: Socket covers fitted; cables boxed or out of reach.5.2 Rest and sleep areas stay above 10°C and below 26°C. Dogs can move away from direct heat.Evidence: Thermometer in each room plus a daily temperature log.5.2 Good ventilation without excessive draughts; no excessive noise; exposure to natural light for part of the day.Evidence: Explain how ventilation works and where natural light comes from.5.2 Heaters and electrical equipment cannot burn, shock or start a fire. Open fires and wood burners have guards.Evidence: Visual check plus service records.5.2 Sleeping or rest area gives each dog at least twice the space needed to lie flat.Evidence: Bed sizes measured against the dogs using them.5.2 No dog is crated for longer than one hour in any 8-hour period, only as part of its normal routine, and only with written owner consent.Evidence: Crate use log and signed owner consents.5.3–5.4 Enough clean resting places for every dog. Dogs dried after wet weather and checked for parasites. Regular toileting opportunities suited to each dog.Evidence: Daily welfare monitoring records.5.5 Written cleaning and disinfection procedure in place and followed. Faeces removed from all areas at least twice a day. Dogs moved out of areas while being cleaned.Evidence: Cleaning checklist signed off for the last several weeks.5.5 A pest control programme is in place if there is any pest problem.Evidence: Pest control contract or treatment records.5.6 A suitable transport vehicle is available. Dogs restrained in a crate, transport harness or behind a dog guard; crates big enough to stand, lie down and turn around, well ventilated and firmly secured.Evidence: Vehicle available on the day, crates fitted, insurance and MOT to hand.5.6 / 26.3 Vehicles cleaned and disinfected after collecting or delivering dogs. Dogs collected and delivered on a lead, never left unattended, and journeys planned to minimise time in the vehicle.Evidence: Vehicle cleaning log and a written transport procedure with route plans.21.1–21.3 Each dog has a clean, comfortable, warm rest area; a secure sheltered area with water; areas to interact safely with dogs, toys and people; somewhere to toilet; and somewhere it can avoid seeing other dogs and people if it chooses.Evidence: Walk the inspector through each area and name which one meets each requirement.20.1 No dogs stay overnight. Premises are a fixed location.Evidence: Opening hours displayed; register shows all dogs collected each day.
6 & 22. Suitable diet 0/7 Check the kitchen area and food storage before the visit.
6.1 Dogs fed to their individual needs as agreed with the owner. Dogs separated for feeding unless the owner has given written consent to eat with others.Evidence: Feeding plan per dog plus signed consent forms.6.2 Feed and water intake monitored; problems recorded and the owner told if a dog drinks too much or too little.Evidence: Daily food and water intake records.6.3 Food and water unspoilt and uncontaminated. Bowls emptied and cleaned after feeding. Fridge available for dog food; food stored cool, dry and away from vermin.Evidence: Fridge with a working thermometer; sealed food store.6.4 Feeding and drinking equipment is non-porous, cleaned daily, disinfected at least weekly, and replaced or repaired when damaged.Evidence: Bowl cleaning log; no cracked or chewed bowls in use.6.5 Constant access to fresh, clean drinking water from multiple bowls that all dogs can reach easily.Evidence: Count the water points per room against the number of dogs.6.6 Where food is prepared on site: hygienic prep surface, hot and cold running water, storage, and a separate hand wash basin with soap and hygienic hand drying, connected to drainage.Evidence: Dedicated hand basin, soap and paper towels stocked.22.1 Any dog needing a specific feed because of a medical condition is fed in isolation.Evidence: Medical diet list and where those dogs are fed.
7, 8 & 23. Behaviour, enrichment, handling and screening 0/13 Mostly paperwork, plus how staff behave with the dogs while the inspector watches.
7.1 A written environmental enrichment programme covering grooming, socialisation and play, agreed with owners. All dogs get toys and feeding enrichment unless a vet advises otherwise.Evidence: Enrichment programme document and daily enrichment log.7.1 Toys and enrichment items checked daily for safety and never left with dogs when staff are off the premises. Competition between dogs avoided.Evidence: Daily equipment check on the cleaning or welfare sheet.7.2 If there is no open space to roam, every dog gets at least one walk per day. No walker takes more than 6 dogs at once, with owner consent for group walks.Evidence: Exercise plan, walk log, group-walk consents.7.2 Outdoor area cleared of hazards after each use; faeces picked up between groups; bins inaccessible to dogs; no unsupervised access to ponds or pools; artificial turf in good repair and not edible.Evidence: Yard check log completed between sessions.7.3 Each dog's behaviour monitored daily. Changes recorded and the owner told if there are signs of suffering, stress, fear, aggression or anxiety. Extra attention for elderly, nervous or medicated dogs.Evidence: Daily behaviour notes with examples of owner communication.7.4 Training is reward-based only. No method or equipment that causes pain, suffering, injury or fear.Evidence: Written training policy; no aversive equipment anywhere on site.7.5 Written procedures for dogs under one year old, housed separately from older dogs unless the owner has given written consent to mix.Evidence: Under-1 policy and signed consents.8.1 Everyone caring for the dogs handles them humanely and can recognise and act on undesirable behaviour. No dog is punished into fear or agitation.Evidence: Handling policy plus handling competency sign-off per staff member.8.2 Dogs kept in suitable compatible groups by age, size and behaviour. Any dog showing aggression is separated in all settings. Written policy for introducing a new dog to a group.Evidence: Group allocation list and the written introduction policy.8.3 Every dog interacts with people daily in a way that benefits it, never forced.Evidence: Daily interaction record.23.1 Every dog is screened before admission for fear, anxiety, stress around dogs or people, and danger to others. A record is kept of every screening.Evidence: Completed assessment form for every dog on the register.23.2 Equipment and toys pose no risk and are used correctly. Leads removed if they pose a risk indoors. Items brought in with a dog recorded and safety checked.Evidence: Belongings log on the daily register.24.1–24.2 Unneutered bitches in season are prevented from mating, separated from male dogs, and kept where males cannot see, hear or smell them. Isolated dogs get their own toys and enrichment.Evidence: Neuter status on the register; written in-season procedure.
9 & 26. Health, disease control and veterinary care 0/18 The heaviest paperwork section. Pull the vaccination records early — gaps take time to chase.
9.1 Written procedures in place and implemented for: feeding, cleaning, transport, prevention and control of disease spread, monitoring health and welfare, and death or escape of a dog including carcass storage.Evidence: Six written procedures, each dated and version controlled.9.1(b) Written procedures for the care of dogs following suspension or revocation of the licence, and during and after an emergency.Evidence: Contingency procedure document.9.2 All staff are fully aware of these procedures.Evidence: Signed read-and-understood sheet per procedure per person.9.3 Appropriate isolation in a separate self-contained facility is available for sick, injured or potentially infectious dogs.Evidence: Point out the isolation area, or a letter from the vet practice confirming it is ready to use.9.3 Barrier nursing set up: protective clothing and footwear, equipment stored separately, waste segregated, separate bowls, bedding and cleaning utensils ready for immediate use in isolation.Evidence: Show the isolation kit fully stocked.9.3 Dogs in isolation are checked at least as often as other dogs, and after all others unless a separate person cares for them.Evidence: Isolation check log.9.4 Up-to-date veterinary vaccination records seen for every dog, including resident dogs, covering canine parvovirus, distemper, infectious canine hepatitis (adenovirus) and leptospirosis.Evidence: Vaccination card copy on every dog's file, with expiry dates tracked. Chase any that lapse before the visit.9.4 Primary vaccination courses completed at least 2 weeks before admission. Only UK-licensed vaccines accepted; homeopathic vaccination not accepted.Evidence: Admission date checked against vaccination date on each file.9.4 Any external parasites treated with a VMD-authorised product, discussed with a vet first and with owner consent.Evidence: Parasite treatment log and consent forms.9.5 Excreta and soiled bedding stored in a clearly marked bin, emptied daily or when full, and stored away from areas where dogs or food are kept.Evidence: Labelled waste bin in the right place; waste collection arrangement.9.6–9.7 Sick or injured dogs get prompt veterinary attention and instructions are recorded and followed. Preventative treatment only with owner consent and vet direction.Evidence: Incident and treatment records showing vet contact and outcome.9.8 The business is registered with a suitably experienced vet, whose name, address, telephone number and out-of-hours number are displayed where all staff can see them. The vet used is agreed with each owner and recorded.Evidence: Vet details poster on the wall; vet choice recorded on each dog's file.9.9–9.10 Prescribed medicines stored in a locked cupboard at the correct temperature (fridge where needed), used per vet instructions, courses completed, unused medication returned. Other medicines stored, used and disposed of per instructions, with owner consent and vet discussion.Evidence: Locked medicine cupboard, fridge thermometer log, medication administration record.9.11 Cleaning products suitable and effective against viruses as well as bacteria, used per manufacturer's instructions, kept out of reach of dogs, and used by competent staff. No standing water.Evidence: Product list with data sheets; locked chemical store; COSHH training record.9.11 Grooming equipment clean and in good repair. Owner-supplied grooming equipment and toys used only for that dog and sent home. Toys cleaned and disinfected after play or disposed of.Evidence: Equipment cleaning log.9.12 Only a vet euthanises a dog. Records kept of any euthanasia, the vet involved, and the owner's consent.Evidence: Written policy; records if applicable.9.13–9.14 Every dog checked at least once daily (more for vulnerable dogs) for pain, suffering, injury, disease or abnormal behaviour. Presence or absence of faeces and urine monitored daily. Anything unusual recorded, acted on, and vet advice sought and followed.Evidence: Daily welfare monitoring sheets, complete with no gaps.26.1–26.2 Dogs are supervised at all times, and a preventative healthcare plan agreed with the registered vet is implemented.Evidence: Signed or emailed healthcare plan from the vet; supervision covered on the rota.
10. Emergencies and fire safety 0/10 Test the alarms and clear the exits the day before.
10.1 A written emergency plan acceptable to the local authority is in place, known and available to everyone on the premises, covering fire, breakdown of essential heating or ventilation, and other emergencies.Evidence: Emergency plan on display and in the induction pack.10.1 Entrances and fire exits are clear of obstructions at all times.Evidence: Walk every exit route and move anything stored in it.10.1 Suitable firefighting, prevention and detection equipment provided and maintained in good working order.Evidence: Extinguisher service labels in date; fire blanket in place.10.1 At least one working smoke detector on each separate level or floor, and at least one carbon monoxide detector.Evidence: Test each detector and log the date and result.10.1 An emergency drill programme with annual testing (or as set by the fire risk assessment). Every new member of staff does a drill as part of induction.Evidence: Drill records with dates, participants and time taken.10.1 A first aid kit suitable for treating dogs is kept on site.Evidence: Check contents and expiry dates; restock anything used.10.1 A written plan to house the dogs if the premises become uninhabitable, and a written policy for extremes of hot and cold and abnormal weather.Evidence: Named alternative premises with contact details; hot and cold weather policy.10.1 All electrical installations installed by a qualified person and maintained safely. All equipment maintained and serviced per manufacturer's guidelines.Evidence: Electrical certificate (EICR), PAT test records, service records.10.2 The plan includes emergency measures for getting dogs out if the premises become uninhabitable, and an emergency telephone list including fire service and police.Evidence: Emergency contact list posted by the phone and in the plan.10.3–10.4 External doors and gates lockable. A designated key holder with access to all animal areas is always within about 30 minutes' travel and available to attend. Emergency contact name and number displayed on the outside of the premises.Evidence: Named key holders with phone numbers; sign fixed outside.
25. Dog register and identification 0/10 Pick three dog files at random and check every single item below is present. That is what an inspector will do.
25.1(a) Date of the dog's attendance recorded.Evidence: Daily attendance register.25.1(b) Dog's name, age, sex, neuter status, microchip number and description or breed recorded.Evidence: Registration form, fully completed — microchip numbers are often the gap.25.1(c) Owner's name, postal address, telephone number and email address, plus emergency contact details.Evidence: Check addresses are full postal addresses, not just a postcode.25.1(d) Name and contact details of the dog's normal vet and details of any insurance relating to the dog.Evidence: Vet and insurer recorded on every file.25.1(e) Relevant medical and behavioural history, including any parasite treatment given and any exercise restrictions.Evidence: History section completed and updated, not left blank.25.1(f) Details of the dog's diet and relevant requirements.Evidence: Feeding instructions per dog.25.1(g) All required consent forms present and signed.Evidence: Consents for: veterinary treatment, group feeding, group walks, crate use, mixing under-1s, photography if used.25.1(h) Dates of the dog's most recent vaccination, worming and flea treatments recorded.Evidence: All three dates on file, none expired.25.1(i) Details of any medical treatment the dog is receiving.Evidence: Current medication list.25.2 Each dog wears an identity tag with the licence holder's name and contact details whenever it is outside the premises.Evidence: Show the tags and the walk-out procedure that fits them.
Notes and actions from the inspection Based on Defra's "Dog day care licensing: statutory guidance for local authorities" (Animal Welfare (Licensing of Activities Involving Animals) (England) Regulations 2018, Schedule 2 and Schedule 4 Part 4). Contains public sector information licensed under the Open Government Licence v3.0. Your local authority may ask for additional evidence.
